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Washington State University Request for Proposals No. 3220-JE202778

FOR WSU PULLMAN SIP TRUNKING SERVICES

PROPOSALS DUE: APRIL 19, 2016 @ 5:00 PM PDST

ISSUED: MARCH 10, 2016

RFP Coordinator: Kerry Johnson

Address:WSU Purchasing ServicesFrench Ad. Bldg. Rm. 220Pullman, WA 99164-1020

Phone: (509) 335-7818Email: [email protected]

WSU SIP Trunking RFP 3220-JE202778

TABLE OF CONTENTS

1. Introduction..................................................................................3

2. Instructions for Proposers ...........................................................5

3. Proposal Contents.......................................................................12

4. Evaluation and Contract Award...................................................15

5. List of RFP Exhibits. …................................................................17

EXHIBITS

Exhibit A: Certifications and AssurancesExhibit B: Vendor ProfileExhibit C: Management and Additional Capabilities ResponseExhibit D: Technical Response Based on Scope and Requirements Exhibit E: Cost Proposal ResponseExhibit F: Alternate Solutions and OfferingsExhibit G: Sample Contract Format

APPENDIX

Appendix 1: Background Information on Current Telephony Environment


INTRODUCTION

Purpose and Background

Washington State University (WSU) located in Pullman, Washington, is releasing this Request for Proposals to SIP Trunking Telephony Service Providers for the WSU Pullman Campus Telephone System.

Washington State University is looking to partner with a Tier 1 SIP Telephony Telecommunications Provider to carry local and long-distance telephony using SIP Trunking. We currently use SIP Trunks to a carrier that brings service to the Pullman Campus for local and long-distance traffic. WSU also has run a small SIP Trunking network to some of our sites around Washington over the state's K20 data network for more than 10 years.

WSU is aware that it is often difficult to bring reliable and redundant telecommunications circuits to Pullman and negotiate the last mile to campus. WSU wishes to move the Telephony SIP Trunk Demarcation point off the WSU Pullman Campus to another site mutually agreeable to both WSU and Vendor. WSU will be responsible for bringing circuits and service to the agreed-upon Meet-Me location over redundant, diverse paths. Possible Meet-Me Demarc sites could be Seattle (i.e. Westin Building), Spokane, Portland, Boise, or other Pacific Northwest locations that are mutually acceptable. Design proposals could involve multiple Meet-Me locations to provide redundancy and resiliency. However, WSU expects a response with a configuration using the Westin Building in Seattle, but will consider additional alternative sites if they are located where the State’s K20 Network has a Meet-Me presence.

Regardless of agreed-upon Meet-Me location, Provider would need to show how they have redundant, geographically diverse paths into that location for SIP Telephony Connections from their backbone network and the PSTN.

Vendor will provide, provision and configure a full Session Border Controller for SIP Telephony Traffic to communicate with WSU connection at the Meet-Me Location’s Demarc. (This Provider SBC does not need to be dedicated for WSU SIP Traffic.)

Vendor shall be capable of providing timely, detailed, and accurate billing and be able to make timely and accurate billing corrections.

Vendor shall provide a list of at least four Reference Sites from their current customers that are using SIP Trunking for telephony. The list must include examples from among the following: an example of an Enterprise of Comparable Size using SIP Telephony, an example of a Higher Educational


Institution using SIP Telephony, and an example of a Pacific Northwest Customer using SIP Telephony. At least one of the sites should require 24 x 7 x 365 uninterrupted SIP Telephony services.

This is a non-exclusive agreement. WSU reserves the right to contract with other vendors in the future for some of the telephony services that may be included in this proposal.

In regards to all telecommunications costs, and especially International, Canadian, and Non-US NADP calling rates, WSU is statutorily authorized to use group purchasing organization contracts (RCW 28B.10.029) and has worked under such GPOs in the past for its telephone services. If responders feel that comparison of such GPO contracts would demonstrate that their response provides the best pricing and/or benefits to WSU; they can make such comparison in their response regarding the GPO contract(s) they hold (if any) and detail how their proposed pricing compares to the GPO(s). Proposed pricing will be used in a new contract entered between WSU and the apparent successful contractor as a result of this RFP. If WSU must enter into or work under any terms or conditions of a GPO contract in order to create its own contract as a result of this RFP, it may or may not do so at its own and sole discretion and may determine that a vendor’s response under such terms and conditions is not responsive. Comparisons to or references only to GPO pricing is preferred if a vendor holds such cooperative agreements.

Domestic Long Distance Rates may be quoted at either or both Block of Minutes Rates, and/or Per-Minute (Metered) Call Rates. For all proposals, indicate if there is an In-State/Out-of-State Rate Differential, other Differentials, and how fractional-minute calls durations are rated (i.e. 18 seconds minimum, 6 second increments).

WSU will have Information Technology Services (ITS) Network Engineering group sign off on the proposed designs, so details of all network paths, equipment used, etc. will be requested.

The successful respondent(s) will be the one(s) whose described services come closest to meeting all of WSU’s needs. WSU would prefer to award this RFP to one respondent for the entire solution detailed herein and would encourage any respondents that can only perform part of the total solution needed as specified herein to work with others in providing a single response. In the event that two respondents are working together to provide the entire solution, one must be identified as the prime contract holder and with the sub-contractor identified; with the prime contract holder being responsible for the entire implementation of the project meeting the requirements stated herein. Any joint proposals shall clearly


identify which responder is performing which part of the services along with each responder’s qualifications to provide those services; while the primary contract holder shall be responsible for meeting all RFP specifications and providing the services as detailed herein; while meeting all industry standards and state, local, and federal requirements.

Respondents are not limited to submitting only one proposal, the University will consider alternate or multiple complete proposals submitted that meet all of the requirements stated herein. If submitting multiple proposals, they should be a complete and separate set of responses, and will be treated and evaluated separately.

DEFINITIONS

Definitions for the purposes of this RFP include:University or “WSU” – Washington State University is the institution of higher education in the state of Washington that is issuing this RFP.Apparent Successful Contractor – The Contractor selected as the entity to perform the anticipated services, subject to completion of contract negotiations and execution of a written contract. Contractor – Individual or company whose proposal has been accepted by the University and is awarded a fully executed, written contract.Proposal – A formal offer submitted in response to this solicitation.Proposer, Respondent, Vendor, Bidder - Individual or company that submits a proposal in order to attain a contract with the University. Request for Proposals (RFP) – Formal procurement document in which a service or need is identified but no specific method to achieve it has been chosen. The purpose of an RFP is to permit the Contractor community to suggest various approaches to meet the need at a given price.WEBS – Washington Electronic Business Solution. Firms interested in receiving notifications about possible State business opportunities register and download solicitations for free from the Washington Electronic Business Solution. Further information available: http://www.des.wa.gov/services/ContractingPurchasing/Business/Pages/default.aspx ADA - The University complies with the Americans with Disabilities Act (ADA). Respondents may contact the RFP Coordinator to receive this Request for Proposals in Braille or on tape.

INSTRUCTIONS FOR PROPOSERS


http://www.des.wa.gov/services/ContractingPurchasing/Business/Pages/default.aspx

http://www.des.wa.gov/services/ContractingPurchasing/Business/Pages/default.aspx

RFP COORDINATORThe RFP Coordinator is the sole point of contact at Washington State University for this procurement. All communication between the Respondents and Washington State University upon release of this RFP shall be with the RFP Coordinator, as follows:

Name: Kerry Johnson, Procurement & Supply Specialist IV, Purchasing ServicesMailing & Washington State UniversityPhysical Purchasing ServicesAddress: 220 French Administration

Pullman, WA 99164-1020

E-Mail: [email protected] Phone: (509) 335-3541 Fax: (509) 335-7765

Any other communication will be considered unofficial and non-binding by the University. Respondents are to rely on written statements issued by the RFP Coordinator. Communication directed to parties other than the RFP Coordinator may result in disqualification of the Respondent.

ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES

Issue Request for Proposal March 10, 2016Questions Due (Responses will be posted to WEBS site)

March 29, 2016 5:00 PM PDST

Proposals due 5PM Pacific Daylight Time Pullman, WA April 19, 2016

Evaluate proposals, including Reference Checks TBDAnnounce “Apparent Successful Contractor” and send notification via fax or e-mail to unsuccessful proposers

TBD

The University reserves the right to revise the above schedule.

Note: Evaluation of proposals, interviews/presentations if requested, announcement of “Apparent Successful Contractor”, notifications to unsuccessful proposers, debriefings, and contract negotiations will all be subject to change and to the availability of the evaluation and contract team. Washington State University will perform its diligence in keeping Contractors informed throughout the evaluation and selection process.

SUBMISSION OF PROPOSALS


mailto:[email protected]

PROPOSALS:

Please review all the requirements and materials in this RFP and plan to submit a complete proposal by the deadline. The Exhibits and Appendices are an integral part of this RFP.

Respondents are required to submit five (5) hard copies of their proposal and one electronic version in both Word and Excel format and/or in PDF format, submitted on a thumb drive (USB drive) or on CD/DVD. One hard copy must have original signatures and the remaining copies can have photocopied signatures. NOTE: The submitted hardcopies will be deemed the ‘official’ response in cases where there may be discrepancies between the submitted paper copies and the electronic copies. In order to be considered responsive, proposals must include a signed Letter of Submittal, and a Certification and Assurances form, which is attached hereto and labeled as Exhibit A. The proposal, whether mailed, sent via courier, or hand delivered, must arrive at Washington State University no later than 5PM, Local Pacific Time on April 19th, 2016 Faxed or emailed proposals will not be accepted.

The proposal is to be sent to the RFP Coordinator at the address noted below. The RFP package should be sealed and clearly marked to the attention of the RFP Coordinator and labeled: WSU RFP No. 3220-JE202778.

PHYSICAL AND MAILING ADDRESS Washington State University Purchasing ServicesFrench Administration Bldg. Room 220PO Box 641020Pullman, WA 99164-1020

Respondents mailing proposals should allow normal mail delivery time to ensure timely receipt of their proposals by the RFP Coordinator. Respondents assume the risk for the method of delivery chosen. Washington State University assumes no responsibility for delays caused by any delivery service. Proposals may not be transmitted using facsimile or electronic transmission.

Late proposals will not be accepted and will be automatically disqualified from further consideration. All proposals and any accompanying


documentation become the property of Washington State University and will not be returned.

REVISIONS TO THE RFPThis opportunity and any addenda will be posted on the Washington Electronic Business Solutions (WEBS) at: https://fortress.wa.gov/ga/webscust/ . It is the responsibility of potential candidates to monitor the WEBS postings to ensure they have all up-to-date information on the proposal requirements.

In the event it becomes necessary to revise any part of this RFP, addenda will be published on the Washington Electronic Business Solutions (WEBS) website at: https://fortress.wa.gov/ga/webscust/ Any questions and the related answers along with any other pertinent information shall be provided as an addendum to the RFP and will be placed on this website.

For further information on registering with the WEBS go to: http://www.des.wa.gov/services/ContractingPurchasing/Business/Pages/WEBSRegistration.aspx

Washington State University reserves the right to cancel or to reissue the RFP in whole or in part, prior to execution of a contract.

GENERAL TERMS & CONDITIONSThe following Terms & Conditions shall apply to this competitive solicitation.

Contract Template with Terms and Conditions: The Apparent Successful Contractor will be expected to enter into a contract for implementation which is substantially the same as the sample contract in the attached labeled as Exhibit G. In no event is a Respondent to submit its own standard contract terms and conditions in response to this solicitation, but may submit special terms and conditions that are applicable to the services requested herein that are not addressed in the sample contract provided, and that cover separate subject matter from WSU’s standard terms and conditions. These would be those terms and conditions not covered by WSU’s standard contract that may be beneficial to include in the contract. The Respondent may submit exceptions as allowed in the Certifications and Assurances form, Exhibit A to this solicitation. All exceptions to the contract terms and conditions must be submitted as an attachment to Exhibit A, Certifications and Assurances form. Washington State University will review requested exceptions and accept or reject the same at its sole discretion. This RFP shall serve as the foundation for the awarded contract.


http://www.des.wa.gov/services/ContractingPurchasing/Business/Pages/WEBSRegistration.aspx

http://www.des.wa.gov/services/ContractingPurchasing/Business/Pages/WEBSRegistration.aspx

Contract Period: It is anticipated that the initial contract period will be two (2) years, with three one-year annual renewals starting in two years and additional renewals beyond that upon mutual agreement of the parties. Contract renewals will not be automatic, but will be extensions of the contract for an additional year, with similar terms and conditions, or other extension periods as agreed upon by both parties. Any material changes to the contract (i.e. pricing) must be provided to the University in writing at least ninety (90) days prior to the end of the then current term.

Most Favorable Terms: Washington State University reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms which the Respondent can propose. There may not be any best and final offer procedure. Washington State University does reserve the right to contact a Respondent for clarification of its proposal. The Apparent Successful Contractor should be prepared to accept this RFP for incorporation into a contract resulting from this RFP. Contract negotiations may incorporate some or the Respondent’s entire proposal. It is understood that the proposal will become a part of the official procurement file on this matter without obligation to Washington State University. If contract negotiations with a respondent do not proceed to an executed contract within a timeframe deemed reasonable by WSU (for whatever reasons), WSU may consider the Proposals of other responders and, if appropriate, enter into contract negotiations with one or more of the other respondents. The respondents and the University agree that time is of the essence in all respects concerning the award of a contract and performance hereunder.

Acceptance Period: Proposals must provide 180 days for acceptance by the University from the due date for receipt of proposals.

Responsiveness: All proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this RFP. The Respondent is specifically notified that failure to comply with any part of the RFP may result in rejection of the proposal as non-responsive. WSU also reserves the right at its sole discretion to waive minor administrative irregularities. Costs to Propose: Washington State University will not be liable for any costs incurred by the Respondent in preparation of a proposal submitted in response to this RFP, in conduct of a presentation, or any other activities related to responding to this RFP.


Contracting with Current or Former State Employees: Specific restrictions apply to contracting with current or former state employees pursuant to chapter 42.52 of the Revised Code of Washington. Proposers should familiarize themselves with the requirements prior to submitting a proposal that includes current or former state employees.

Minority & Women-Owned Business Participation: In accordance with chapter 39.19 RCW, the state of Washington encourages participation in all of its contracts by firms certified by the Office of Minority and Women’s Business Enterprises (OMWBE). Participation may be either on a direct basis in response to this solicitation or on a subcontractor basis. However, no preference will be included in the evaluation of proposals, no minimum level of MWBE participation shall be required as a condition for receiving an award and proposals will not be rejected or considered non-responsive on that basis.

For information on certified firms, Respondents may contact OMWBE at (360) 664-9750 or http://www.omwbe.wa.gov.

Cooperative Opportunity: This solicitation is being issued by Washington State University (The Lead Institution) pursuant to the Interlocal Cooperative Act, RCW 39.34. Contractor may agree to make this contract available to members of the Washington Institutions of Public Higher Education purchasing cooperative (WIPHE).

Participants in the Washington Institutions of Public Higher Education (WIPHE) Interlocal agreement may establish an institution specific agreement with the Contractor at any time during the term of this Contract. The term of the institution specific agreement may have a term, if mutually agreed upon, which extends beyond the term of the Lead Institution's Contract. In that event all terms and conditions of the Lead Institution’s Contract will inure to the participating institution’s agreement.

Should the Contractor agree to WIPHE participation the Contractor shall make copies of this contract available in its entirety to any WIPHE Institution expressing an interest in purchasing services under this RFP

Proprietary Information / Public Disclosure: Proposals submitted in response to this competitive procurement shall become the property of Washington State University. All proposals received shall remain confidential until the contract, if any, resulting from this RFP is signed by the Director of Purchasing Services, or his Designee, and the apparent successful Contractor; thereafter, the proposals shall be deemed public records as defined in Chapter 42.56 of the Revised Code of Washington (RCW). Any information in the proposal that the Respondent desires to


claim as proprietary and exempt from disclosure under the provisions of Chapter 42.56 RCW, or other state or federal law that provides for the nondisclosure of your document, must be clearly designated. The information must be clearly identified and the particular exemption from disclosure upon which the Respondent is making the claim must be cited. Each page containing the information claimed to be exempt from disclosure must be clearly identified by the words “Proprietary Information” printed on the lower right hand corner of the page. Marking the entire proposal exempt from disclosure or as Proprietary Information will not be honored. If a public records request is made for the information that the Respondent has marked as "Proprietary Information," the Washington State University will notify the Respondent of the request and of the date that the records will be released to the requester unless the Respondent obtains a court order enjoining that disclosure. If the Respondent fails to obtain the court order enjoining disclosure, Washington State University will release the requested information on the date specified. If a Respondent obtains a court order from a court of competent jurisdiction enjoining disclosure pursuant to Chapter 42.56 RCW, or other state or federal law that provides for nondisclosure, Washington State University shall maintain the confidentiality of the Respondent's information per the court order.

No Obligation to Contract: This RFP does not obligate the state of Washington or Washington State University to contract for services specified herein.

Rejection of Proposals: Washington State University reserves the right at its sole discretion to reject any and all proposals received without penalty and not to issue a contract as a result of this RFP.

Commitment of Funds: The President of Washington State University or his delegates are the only individuals who may legally commit Washington State University to the expenditures of funds for a contract resulting from this RFP. No cost chargeable to the proposed contract may be incurred before receipt of a fully executed contract.

Funding Contingency: In the event funding from state, federal, or other sources is withdrawn, reduced, or limited in any way after the award of any contract resulting from this RFP, Washington State University may terminate the contract under the “Termination for Convenience” clause without advance notice, subject to renegotiation under those new funding limitations and conditions.

Evaluation Procedure: Responsive proposals will be evaluated strictly in accordance with the requirements stated in this solicitation and any addenda issued. The evaluation of proposals shall be accomplished by an


evaluation team(s), to be designated by Washington State University, which will determine the scoring of responsive proposals. Washington State University, at its sole discretion, may elect to select the top-scoring firms as finalists for an oral presentation and/or demonstration of their proposed solution. The RFP Coordinator may contact the Respondent for clarification of any portion of the Respondent’s proposal. Washington State University reserves the right to award the contract to the Respondent whose proposal is deemed to be in the best interest of Washington State University and the state of Washington.

Proposal Evaluations

WSU will have teams of evaluators for each section of the proposals. WSU will assess the management capabilities, technical merits, and

financial aspect of each proposal and score as outlined below. Cost is only one factor in arriving at the final decision. Significant

considerations will be made based on the technical aspects and support structures outlined in the proposals

WSU will also assess the bidder’s history and commercial viability, and ability to operate as a telecommunications provider over the long term.

WSU will also factor in any additional capabilities the vendor may be able to provide that reduces costs and/or improves service.

Supplied References will be checked during the evaluation process. We are seeking comparable Reference sites, and will be asking about their level of satisfaction with the Provider of their SIP Trunking services.

Notification to Proposers: Washington State University will notify the Apparently Successful Contractor of their selection in writing via email upon completion of the evaluation process. Individuals or firms whose proposals were not selected for further negotiation or award will be notified separately by e-mail or facsimile.

Complaint and Protest Process: Washington State University has established the following Complaint and Protest Process; which shall apply to University solicitations posted to WEBS (Washington Electronic Business Solutions):

COMPLAINT PROCESS:The complaint process allows bidders to focus on the solicitation requirements and evaluation process and raise issues with these processes early enough to allow WSU to correct a problem before bids are submitted and time expended on evaluations.


The procurement complaint process will meet the following minimum requirements:

1) Bidders will be given an opportunity to submit a complaint to WSU based on any of the following:

a. The solicitation unnecessarily restricts competition;b. The solicitation evaluation or scoring process is unfair or

flawed; orc. The solicitation requirements are inadequate or insufficient to

prepare a response.2) Bidders will be allowed to submit complaints up to five (5) business

days prior to the bid response deadline. Complaints must meet the following requirements:

a. Must be in writing.b. Must be sent to the procurement coordinator, or designee.c. Should clearly articulate the basis for the complaint.d. Should include a proposed remedy.

3) The procurement coordinator will respond to complaints in writing.4) The response to complaints including any changes to the solicitation

will be posted as an amendment on WEBS.5) The Director of Purchasing Services will be notified of all complaints

and will be provided a copy of the response.6) The complaint may not be raised again during the protest period.7) The complaint process does not include an appeal process.

PROTEST PROCESS:Protests may be made only by bidders who submitted a response to the solicitation document and who have participated in a debriefing conference. Bidders will be given three (3) business days after the apparent successful bidder is announced to provide a written request for a debriefing. Upon completing the debriefing conference, the bidder is allowed three (3) business days to file a protest of the acquisition with the RFP Coordinator. Protests must be received by the RFP Coordinator no later than 5:00 PM, local time, in Pullman Washington on the third business day following the debriefing. Protests may be submitted by e-mail or facsimile, but must then be followed by the document with an original signature.

Bidders protesting this procurement shall follow the procedures described below. Protests that do not follow these procedures shall not be considered. This protest procedure constitutes the sole administrative remedy available to bidders under this procurement. All protests must be in writing, addressed to the RFP Coordinator, and signed by the protesting party or an authorized Agent. The protest must


state the RFP number, the grounds for the protest with specific facts and complete statements of the action(s) being protested. A description of the relief or corrective action being requested should also be included.

Only protests stipulating an issue of fact concerning the following subjects shall be considered:

A matter of bias, discrimination or conflict of interest on the part of an evaluator; or

Errors in computing the score; or Non-compliance with procedures described in the procurement

document or WSU policy.

Protests not based on procedural matters will not be considered. Protests will be rejected as without merit if they address issues such as: 1) an evaluator’s professional judgment on the quality of a proposal, or 2) WSU’s assessment of its own and/or other agencies needs or requirements. Upon receipt of a protest, a protest review will be held by the WSU Purchasing Office. The Purchasing Director or an employee delegated by the Director who was not involved in the procurement will consider the record and all available facts and issue a decision within five (5) business days of receipt of the protest. If additional time is required, the protesting party will be notified of the delay.

In the event a protest may affect the interest of another bidder that also submitted a proposal, such bidder will be given an opportunity to submit its views and any relevant information on the protest to the RFP Coordinator.

The final determination of the protest shall: Find the protest lacking in merit and uphold WSU’s action; or Find only technical or harmless errors in WSU’s acquisition

process and determine WSU to be in substantial compliance and reject the protest; or

Find merit in the protest and provide the WSU options which may include:

o Correct the errors and re-evaluate all proposals, and/oro Reissue the solicitation document and begin a new process,

oro Make other findings and determine other courses of action as

appropriate.

If WSU determines that the protest is without merit, WSU will enter into a contract with the apparent successful bidder. If the protest is determined to have merit, one of the alternatives noted in the preceding


paragraph will be taken. The outcome and decision of this protest procedure are final.

PROPOSAL CONTENTS

Proposals must be written in English using a 12 pt. font such as Times New Roman, Courier, or Garamond and submitted on eight and one-half by eleven inch (8 ½” x 11”) paper with one-inch margins. However, the Financial Responses in spreadsheet format may be on paper sizes up to 11” x 17” paper. Responses should be concise and limited to only those pages needed to respond to all elements provided in this RFP.

Proposals should provide information in the same order as presented below with the same headings. This will not only be helpful to the evaluators of the proposal, but should assist the Proposers in preparing a thorough response. Tabs should be used to separate the major sections of the proposal:

1. Letter of Submittal (Mandatory) – see section below2. Signed Certifications and Assurances (Exhibit A to this RFP –

Mandatory)3. Respondent Profile (Exhibit B to this RFP – Mandatory)4. Management and Capabilities Proposal (Scored) (Exhibit C)5. Technical Proposal (Scored) (Exhibit D)6. Cost Proposal (Scored) (Exhibit E)7. Alternate Solutions and Offerings Proposal (Scored) (Exhibit

F)8. Other items you may need or wish to submit such as Network

Diagrams, International Calling Rates, and other items you wish to submit related to the RFP.

Items marked “Mandatory” must be included as part of the proposal for the proposal to be considered responsive; however, these items are not scored. Items marked “Scored” are also Mandatory and are items that will be awarded points as part of the evaluation conducted by the evaluation team.

1. LETTER OF SUBMITTAL (MANDATORY)

The Letter of Submittal and the attached Certifications and Assurances form (Exhibit A to this RFP) must be signed and dated by a person authorized to legally bind the Respondent to a contractual relationship, e.g., the President or Executive Director if a corporation, the managing


partner if a partnership, or the proprietor if a sole proprietorship. Along with introductory remarks, the Letter of Submittal is to include by attachment the following information about the Respondent and any proposed subcontractors:

1. Name, address, principal place of business, telephone number, and fax number/e-mail address of legal entity or individual with whom contract would be written.

2. Name, address, email and telephone number of principal authorized to execute a contract.

3. Name, address, telephone number, and e-mail of contact for clarification of this RFP.

4. Legal status of the Respondent (sole proprietorship, partnership, corporation, etc.) and the year the entity was organized to do business as the entity now substantially exists.

5. Location of the facility from which the Respondent would operate.

2. SIGNED CERTIFICATION AND ASSURANCES (See EXHIBIT A) (MANDATORY)

3. VENDOR PROFILE (See EXHIBIT B) (MANDATORY)

4. MANAGEMENT AND CAPABILITIES PROPOSAL (SCORED) EXHIBIT C

In this section we are soliciting information on how much experience Provider has in SIP Trunking and how prepared the Provider is to perform all the requirements of this RFP. WSU will consider and evaluate any innovative solutions and/or approaches to this project that are submitted with the responses and that WSU considers beneficial to the University and the State of Washington. WSU will work with the selected Contractor to finalize the schedule, scope of work and any deliverables or revisions to the project. Evaluators will score each answer with a raw score of 0 to 100 points, and scores from all evaluators will be averaged for each answer, then an average score over all questions will be used to generate an Adjusted Management and Capabilities Score.

5. TECHNICAL PROPOSAL (SCORED) EXHIBIT D

Exhibit D contains the technical scope and requirements for this RFP that bidders should use to formulate their response. Evaluators will score each answer with a raw score of 0 to 100 points, and scores from


all evaluators will be averaged for each answer, then an average score over all questions will be used to generate an adjusted score.

As a guide for formulating the technical aspects of your proposal, please also see Appendix 1 – Background and Environment for information on WSU’s current Telephony Environment and what WSU currently runs. (These appendices are for informational use only and are not intended to be incorporated in the final contract.)

6. FINANCIAL RESPONSE (SCORED) EXHIBIT E

Please refer to Exhibit E – Cost Proposal as a guide for preparing your response to this RFP. Costs will include:

1. One Time Installation and Setup Charges, and all Non-Recurring Charges.

2. Monthly Recurring Charges, including estimated fees, taxes3. Usage Charges – based on the Call Volume and Durations indicated in

Exhibit D4. Any and all other cost items5. Any costs not explicitly identified in the responses will be accepted or

rejected at the sole discretion of the University.6. Respondents are requested to consider offering free or value-added

services, financial considerations, or other value-added items to help with the University’s burden of service (if necessary) with the transition.

For Usage Charges, you may propose either or both Block of Minutes method or Metered (Per-Call) method of charges. For Block of Minutes proposals, indicate which types of calls are covered in the block and which are not (such as International Calls). Also indicate usage rates for calls that exceed the monthly block of minute’s level.

For Canadian, Non-Domestic NADP and International calls, please supply a complete rate table showing countries, provinces and rates. Indicate any group purchasing organization contracts that these rates may fall under.

Cost Proposals will be scored as follows:

• The bid with the lowest cost for a responsive solution will receive the maximum points possible for costs (100)

• Remaining bids will receive points for costs in accordance with the following formula:


(a/b)(c)=d where

a = lowest-cost responsive bid in dollars b = second (third, fourth, etc.) lowest-cost responsive bid c = maximum points for Cost category (100) d = number of points for Cost allocated to respondent’s bid

For example, if there are a maximum number of points for cost proposals of 100 and we received two responsive proposals, with one response of $10,000 and another with the lowest-cost bid of $8, 000, costs points would be allocated as follows:

Lowest responsive bidder gets 100 points. The second responder would get ($8,000/$10,000)(100)= 80 points.

The raw scores will be factored with the other responses to determine the apparent successful bidder.

The Financial Team will evaluate any alternate cost reduction proposals in conjunction with the Technical Evaluation Team to see if they meet the overall needs and goals of WSU.

7. ALTERNATE/OPTIONAL FEATURES AND OFFERINGS (SCORED) EXHIBIT F

Exhibit F contains the section where you can supply either alternate solutions or provide details on special offerings that make your service unique. Evaluators will score the proposals with a raw score of 0 to 100 points, and scores from all evaluators will be averaged to generate an adjusted score.

8. OTHER ATTACHMENTS/DIAGRAMS/TABLES

Please also attach any Network Diagrams, Maps, International Calling Rate Tables and other information as requested in the Exhibits.

EVALUATION AND CONTRACT AWARD

1. Management and Capabilities Proposal

Respondent will be scored on each response. The scores will be factored with the technical and financial responses to determine the Apparent


Successful Contractor. The Management Proposal Response will comprise 30% of the Respondent’s Total Score.

2. Technical Response

Respondent will be scored on each response. The scores will be factored with the management and financial response to determine the Apparent Successful Contractor. The Technical Mandatory Response will comprise 40% of the Respondent’s Total Score.

3. Cost Proposal Response

Each cost item will be evaluated and lower cost responses will be given a higher score (see section above on details on how the Costs Proposals will be scored). The scores will be factored with the other Responses to determine the Apparent Successful Contractor. The Cost Proposal Response will comprise 30% of the Respondent’s Total Score.

4. Alternate/Optional Features and Offerings Scoring

The Technical Evaluation Team will evaluate the Alternate/Optional Features and Capabilities Responses and rank the responses according to which ones provides the best overall solution to WSU’s needs. This evaluation will yield 5% of the Respondent’s Total Score.

Note that maximum obtainable score is 105%, as the Alternate/Optional Features are an additional scored items over and above the other three sections.

Factors WSU will consider when evaluating each part of the proposals submitted:

Cost – Total projected costs over three years. Costs we will evaluate include those costs outside of the scope of this proposal that the University may need to incur to connect to respondent’s service.

Reliability - Ability to provide a consistent, reliable telephony service. Robustness and Resiliency - Ability to continue to provide service

when problems occur, including weather related incidents, network outages, routing issues, call volume increases.

Interoperability - Ability to effectively interoperate with other PSTN and Cellular Carriers, ability to transport both Domestic and Non-Domestic NANP Long Distance Calls, ability to transport International


calls, ability to transport Local Pullman-Moscow calling, ability to transport Emergency 911 calls.

Call Quality - Ability to support a consistently high level of call quality, and be able to respond to and resolve call quality issues end-to-end quickly.

Accuracy and Timeliness of Billing - Ability to provide detailed, accurate and timely billing statements, including call details that can be reconciled to our PBX Call Detail Records, and ability to correct billings errors quickly.

Responsiveness to Inquiries and Work Orders - Ability to provide a point of contact to respond quickly to questions or concerns, or in processing work orders or change orders.

Responsiveness to Service Interruptions or Service Degradation - Ability to identify and resolve call routing, call quality, call volume issues.

Transparency in Operational Status - Ability to provide visibility into network status information, network outage postings, and postings on planned network maintenance that affect telephony service.

Capacity Management and Planning – Ability to monitor and manage approaching capacity limitations and expand network capability in advance of reaching limits on capacity or throughput.

Additional value-added services, alternate offerings, or other financial considerations.

RESPONDENT TOTAL SCORE

The Respondent’s Total Score will be ascertained by the follow formula:

(Adjusted Management and Capabilities Score x 0.30) + (Adjusted Technical Score x 0.40) + (Adjusted Cost Proposal Score x 0.30) + (Adjusted Special Offerings Score) x 0.05)

= Respondent Total Score.

Note that maximum obtainable score is 105%, as the Alternate/Optional Features are an additional scored items over and above the other three sections.

The Respondent with the highest Total Score is the Apparent Successful Contractor.


EXHIBITS

Exhibit A: Certifications and AssurancesExhibit B: Vendor ProfileExhibit C: Management and Additional Capabilities ResponseExhibit D: Technical Response Based on Scope and Requirements Exhibit E: Cost Proposal ResponseExhibit F: Alternate Solutions and OfferingsExhibit G: Sample Contract Format

APPENDIX

Appendix 1: Background Information on Current Telephony Environment


rfp template - general - bidnet.com · web viewmutual agreement of the parties. contract renewals...

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