Group 77018 Comprehensive Telecommunications Equipment & Solutions Page 1 of 119

Group 77018 Comprehensive Telecommunications Equipment & Solutions Page 1 of 119

RFP 21350 PROCUREMENT SERVICES GROUP version June 4, 2008

State of New York Executive Department
Procurement Services Group
CorningTower - 38th Floor
EmpireStatePlaza
Albany, NY 12242

REQUEST FOR PROPOSAL

IMPORTANT: SEE “NOTICE TO BIDDERS” CLAUSES HEREIN

BIDS MAY BE SENT TO THE ABOVE ADDRESS

(E-Mail or Fax Bid Submissions are NOT Acceptable)

BID OPENING
DATE: July 2, 2008
TIME: 11:00 AM / TITLE: Group 77018
COMPREHENSIVE TELECOMMUNICATIONS EQUIPMENT & SOLUTIONS
Classification Code(s): 43, 45, 81, 83
REQUEST FOR PROPOSALS NUMBER:
21350 / SPECIFICATION REFERENCE:
As Incorporated Herein
CONTRACT PERIOD: Ten-Years commencing on the date of approval by OSC with an allowance for annual termination after the initial Five-Year period
PERIODIC RECRUITMENT
DESIGNATED CONTACTS: Team # 7
Peter Chudzinski
Telephone No. (518) 474-7955
E-mail address:
Hal Bartley, Purchasing Officer
Telephone No. (518) 474-6705
E-mail address:
Donna McNeil, Purchasing Officer
Telephone No. (518) 474-4579
E-mail address: / Larry Klein, Team Leader
Telephone No. (518) 474-1350
E-mail address:
Karen Rogers, Purchasing Officer
Telephone No. (518) 486-9298
E-mail address:
The bid must be fully and properly executed by an authorized person. By signing you certify your express authority to sign on behalf of yourself, your company, or other entity and full knowledge and acceptance of this INVITATION FOR BIDS, Appendix A (Standard Clauses For New York State Contracts), Appendix B (OGS General Specifications), Finance Law §139-j and §139-k (Procurement Lobbying), and that all information provided is complete, true and accurate. By signing, bidder affirms that it understands and agrees to comply with the OGS procedures relative to permissible contacts as required by State Finance Law §139-j (3) and §139-j (6) (b). Information may be accessed at:
Procurement Lobbying:
Name of Company Bidding: / Bidder's Federal Tax Identification No.:
Street City State Zip County
Cash Discounts will not be considered in determining low bid, but cash discounts of any size may be considered in awarding tie bids.
______% Cash Discount for payment within 15 days of delivery and/or receipt of voucher
______% Cash Discount for payment within 30 days of delivery and/or receipt of voucher
If you are not bidding, place an “x” in the box and return this page only.
 WE ARE UNABLE TO BID AT THIS TIME BECAUSE______.
Bidder’s Signature:
Title: / Printed or Typed Name:
Date:
Phone : () - ext ( )
Fax: () - ext ( ) / Toll Free Phone : () - ext ( )
Toll Free Fax: () - ext ( )
E-mail Address: / Company Web Site:
FOR PROCUREMENT SERVICES GROUP USE ONLY
P.R. # 21350LITMEMOMISSING PAGES LETOTHER

GENERAL INFORMATION

CONTRACT SCOPE

I.1OBJECTIVE

I.2LOTS AND CATEGORIES

I.2.1LOT 1 Voice Telecommunication Systems

I.2.2LOT 2 – Telecommunication System Peripherals & Accessories

I.2.3LOT 3 – Telecommunication Connectivity

I.2.4Coverage Areas

I.2.5Maintenance of Non Contract Purchase Equipment

I.3BACKGROUND

I.4INQUIRIES/ISSUING OFFICE:

I.5KEY EVENTS/DATES

I.6CONTRACT TERM

I.7PERIODIC RECRUITMENT

I.8EMERGING TECHNOLOGIES

I.9EXAMINATION OF CONTRACT DOCUMENTS

IIQUALIFICATION OF BIDDER

II.1GENERAL QUALIFICATIONS

II.2EVIDENCE OF ABILITY/ FINANCIAL SECURITY

II.3PRICING

II.4PROJECT REFERENCES / CLIENT INFORMATION

IIILOT 1 Voice Telecommunication Systems

III.1Centrex

III.2Key Systems

III.3Private Branch Exchange

III.4IP Telephony

III.5E911 Systems

IVLOT 2 – Telecommunication System Peripherals & Accessories

IV.1Area Networking Hardware & Software*

IV.2Automatic Call Distribution (ACD) System

IV.3Interactive Voice Response (IVR) Systems

IV.4Audio Conferencing

IV.5Video Conferencing

IV.6Voice Mail

IV.7Other Telecommunications System Peripherals & Accessories

VLOT 3 – Telecommunication Connectivity

V.1Network Cable & Fiber Optics

V.2Network Infrastructure & Accessories (Inside and Outside plant)

V.3Network Test Equipment

V.4Network Installation Tools

VIPROCUREMENT AND OPERATIONAL INSTRUCTIONS

VI.1CIO/OFT PLAN TO PURCHASE POLICY

VI.2DEFINITION OF PURCHASE REQUIREMENTS

VI.3IMPLEMENTATION REQUIREMENTS

VI.3.1Project Manager/Contact

VI.3.2Implementation Package

VI.3.3Escalation Procedures during Implementation

VI.3.4Pre-Installation Site Visits

VI.3.5Installation Personnel Requirement

VI.3.6Clean-up of Authorized User Site

VI.3.7Restoration of Damaged Property

VI.3.8Final Acceptance of Installation

VI.3.9Trade-Ins

VI.4MAINTENANCE

VI.4.1Critical / Routine Maintenance

VI.4.2Escalation Procedures during Maintenance

VI.4.3Critical Component Availability

VI.4.4Existing Component Maintenance

VI.5ADMINISTRATION AND REPORTING REQUIREMENTS

VI.5.1Reporting Requirements

VI.5.2Contract Update

VI.5.3Contractors Insurance Requirements

VI.5.4Value Added Resellers or Distributors

VI.6INTERFACING WITH THIRD PARTY CONTRACTORS

VI.7PRICING & INTERNET ACCESS TO CONTRACT INFORMATION

VIIMETHOD OF AWARD OF CONTRACT

VII.1LOT 1 -

VII.2LOT 2 -

VII.3LOT 3 -

VIIISPECIAL TERMS AND CONDITIONS

VIII.1PREVAILING WAGE RATES - PUBLIC WORKS AND BUILDING SERVICES CONTRACTS:

VIII.1.1Adjustments to the Prevailing Wage Rate Schedules

VIII.2PERFORMANCE SECURITY

IXPROPOSAL FORMAT AND CONTENT

IX.1BID DOCUMENT

IX.2GENERAL QUALIFICATIONS

IX.3OFFER DESCRIPTION(s), SPECIFICATION(s) and MAINTENANCE

IX.4EVIDENCE OF FINANCIAL SECURITY

IX.5COMPARABLE CONTRACTS (Reasonableness of Price)

IX.6EXTRANEOUS TERMS

IX.7QUESTIONAIRE

IX.8ACKNOWLEDGMENT PAGE

IX.9PROJECT REFERENCES / CLIENT INFORMATION

IX.10AUTHORIZED USERS

IX.11PROPOSAL FORM

IX.12RESPONSE MATRIX FORM

APPENDIX A – Standard Clauses for NYS Contracts

APPENDIX B – General Specifications

APPENDIX C - Reference the NYS Cost Excel Spreadsheet

Appendix 1 - SVRQ

Appendix 2 – ST220-TD ST220-CA

Appendix D MANUFACTURER’S CERTIFICATE

Appendix E MANUFACTURER'S GUARANTEE

Appendix E-1 MANUFACTURERS GUARANTEE

Appendix F Manufacturer & Value Added Reseller/Distributor Information

Appendix G - Article 15-A Contractor's Executive Law (M/WBE) Requirements

GENERAL INFORMATION

IMPORTANT NOTICE TO POTENTIAL BIDDERS: Receipt of these bid documents does not indicate that the Office of General Services' Procurement Services Group has pre-determined your company's qualifications to receive a contract award. Such determination will be made after the bid opening and will be based on our evaluation of your bid submission compared to the specific requirements and qualifications contained in these bid documents.

ATTENTION: BIDDERS SUBMITTING PROPOSALS IN RESPONSE TO RFP ARE ADVISED THAT ALL BID SUBMISSIONS WILL UNDERGO A REVIEW FOR COMPLETENESS. THIS WILL BE A PASS OR FAIL REVIEW. IN ORDER FOR BIDS TO BE EVALUATED THEY MUST BE 100% COMPLETE. ALL REQUIRED INFORMATION, FORMS, SIGNATURES ETC. MUST BE INCLUDED.

It is recommended that bidders use the Bidders Table of Contents and the Bidder Proposal Checklist as a guide when responding to RFP 21350 and as a final checklist prior to submitting their proposal for review and possible evaluation.

NOTICE TO BIDDERS:

The Commissioner of General Services will receive bids pursuant to the provisions of Article XI of the State Finance Law or the provisions of the State Printing and Public Documents Law. The following procedures shall be used for bid submittals:

1.BID PREPARATION

ONE (1) bound(Three Ring Binder) hard and TWO (2) electronic copiesof the bid responses are required. THREE(3)copies are required for original inked signature pages, including any requiring a notary are required, these are identified in section IX.1 Bid Document. TheElectronic copies MUST be in an UNPROTECED, application format such as: Microsoft Word or Excel. Copies of certificates, licenses, etc may be provided in electronic format such as adobe pdf.

Bidders should identify all the Telecommunications Equipment & Solutions that they offer for lots or categories being bid.

All equipment and/or associated solutionsoffered by the bidder must be provided to meet the requirements of this RFP along with any additional information to ensure a complete proposal of all equipment and solutions the bidder offers. This information will include but not be limited to: make, model, service type, optional service features, etc…

Bidders are required to provide comparison information that demonstrates the reasonableness of price offered to NYS.

Bidders are required to submitall relevant Contract/Price information in electronic format to identify comparable contacts/commercial customers utilized to support reasonableness of price.

Bidders must identify:

• The contracting entity (GSA, VA, NYS, etc…),
• Contract number
• Contract term
• Contracting entity contact name, telephone number and e-mail address
• Any terms and conditions such as; committed volume, considerations such as standardized platform or other factors that may impact comparison pricing.
• The specific Lot and/or category that the contract/price information relates to
• The page number(s) and section(s) of the contract being utilized for purposes of establishing reasonableness of price for items bid

* THE INFORMATION MUST ALSO BE REFLECTED IN APPENDIX C

Any modification to RFP language may result in a bidder’s response being deemed non-responsive. In the event of a resultant contract award where the RFP language was found to be modified the contract will be cancelled.

2.BID DEVIATIONS

If your bid differs from the specifications explain such deviation(s) or qualification(s);see the “Extraneous Terms” Section 13, in Appendix B, OGS General Specifications, for the format and requirements in submitting Extraneous Terms. Responses not conforming to this section may not be reviewed or considered for inclusion in any eventual recommendation for contract award.

3.BID DELIVERY

Bidders assume all risks for timely, properly submitted deliveries. Bidders are strongly encouraged to arrange for delivery of bids to OGS prior to the date of the bid opening. LATE BIDS will be rejected. E-mail bid submissions are not acceptable and will not be considered.

• Bid envelopes

An envelope containing a bid should be marked "BID ENCLOSED" and state the BidNumber,BidOpeningDate, and Time on the envelope containing the sealed bid. Failure to complete all information on the bid envelope may necessitate the premature opening of the bid and may compromise confidentiality. See "Bid Submission" in Appendix B, OGS General Specifications. Bids shall be delivered to:

State of New York Executive Department

Office of General Services

Procurement Services Group

CorningTower - 38th Floor Reception Desk

EmpireStatePlaza

Albany, NY 12242

• FAX transmittals

NOT PERMITTED

• Hand deliveries

Bidders must allow extra time to comply with the security procedures in effect at the EmpireStatePlaza when hand delivering bids or using deliveries by independent courier services. Bidders assume all risks for timely, properly submitted deliveries.

4.IMPORTANTSECURITY PROCEDURES

Effective January 30, 2006, new security procedures are in effect at the CorningTower. While EmpireStatePlaza procedures govern both parking and admittance to buildings, the new CorningTower procedures require turnstile security access. Photo identification is required. Bidders attending bid openings are encouraged to pre-register for building access by contacting the Procurement Services Groups (PSG) receptionist at 518-474-6262 at least 24 hours prior to the bid opening. Visitors not pre-registered will be directed to a designated phone to call the PSG Receptionist. Vendors who intend to deliver bids or conduct business with PSG should allow extra time to comply with the security procedures. These security procedures may change or be modified at any time.

NON-COLLUSIVE BIDDING CERTIFICATION:

(Reference: State Finance Law Section 139-d and Appendix A, Clause 7)

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief:

(1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and

(3) No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not submit a bid for the purpose of restricting competition.

PROCUREMENT LOBBYING TERMINATION:

OGS reserves the right to terminate this contract in the event it is found that the certification filed by the Offerer/bidder in accordance with New York State Finance Law §139-k was intentionally false or intentionally incomplete. Upon such finding, OGS may exercise its termination right by providing written notification to the Offerer/bidder in accordance with the written notification terms of this contract.

SUMMARY OF POLICY AND PROHIBITIONS ON PROCUREMENT LOBBYING:

Pursuant to State Finance Law §§139-j and 139-k, this solicitation includes and imposes certain restrictions on communications between OGS and an Offerer/bidder during the procurement process. An Offerer/bidder is restricted from making contacts from the earliest notice of intent to solicit offers/bids through final award and approval of the Procurement Contract by OGS and, if applicable, the Office of the State Comptroller (“restricted period”) to other than designated staff unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law §139-j (3) (a). Designated staff, as of the date hereof, are identified on the first page of this solicitation. OGS employees are also required to obtain certain information when contacted during the restricted period and make a determination of the responsibility of the Offerer/bidder pursuant to these two statutes. Certain findings of non-responsibility can result in rejection for contract award and in the event of two findings within a four-year period, the Offerer/bidder is debarred from obtaining governmental Procurement Contracts. Further information about these requirements can be found on the OGS website:

DISPUTE RESOLUTION POLICY:

It is the policy of the Office of General Services’ Procurement Services Group (PSG) to provide vendors with an opportunity to administratively resolve disputes, complaints or inquiries related to PSG bid solicitations or contract awards. PSG encourages vendors to seek resolution of disputes through consultation with PSG staff. All such matters will be accorded impartial and timely consideration. Interested parties may also file formal written disputes. A copy of PSG’s Dispute Resolution Procedures for Vendors may be obtained by contacting the persons shown on the front of this Invitation for Bids or through the OGS website (

ELECTRONIC PAYMENTS:

The Office of the State Comptroller (OSC) offers an "electronic payment" option in lieu of issuing checks. To obtain an electronic payment authorization form visit the OSC website at:

or contact them by e-mail at or by phone at 518-474-4032.

APPENDIX A:

Appendix A, Standard Clauses For New York State Contracts, dated June 2006, attached hereto, is hereby expressly made a part of this Bid Document as fully as if set forth at length herein. Please retain this document for future reference.

APPENDIX B:

Appendix B, Office of General Services General Specifications dated July 2006, attached hereto, is hereby expressly made a part of this Bid Document as fully as if set forth at length herein and shall govern any situations not covered by this Bid Document or Appendix A. Please retain this document for future reference.

NOTE: Appendix B was revised and updated in July 2006, no changes to Appendix B will be considered. Listing extraneous terms that conflict with Appendix B will delay the evaluation of your proposal and may delay a recommendation for contract award or cause the proposal to be deemed non-responsive and ineligible for contract award.

CONFLICT OF TERMS AND CONDITIONS:

Unless otherwise set forth in the procurement or contract documents, conflicts among documents shall be resolved in the following order of precedence:

1. Appendix A (Standard Clauses for NYS Contracts)
2. Mini-Bid Project Definition if applicable and in accordance with the terms and conditions of the Back-Drop Contract.
3. Contract and other writing(s) setting forth the final agreements, clarifications and terms between the Bid Documents and Contractor’s Bid. In the latter circumstance, clarifications must specifically note in writing what was offered by the Contractor and what was accepted by the State. If not, such clarifications shall be considered last in the order of precedence under this paragraph.
4. Bid Documents (Other than Appendix A).

1. Bid Specifications prepared by the Authorized User.
2. Appendix B (General Specifications).
3. Incorporated Contract Appendices, if any, following the order of precedence as stated for Contract above.

1. Contractor’s Bid
2. Unincorporated Appendices (if any).

NYS STANDARD VENDOR RESPONSIBILITY QUESTIONNAIRE (Appendix 1):

Bidder agrees to fully and accurately complete the NYS Standard Vendor Responsibility Questionnaire, which is attached as Appendix 1 (hereinafter the “Questionnaire”). The Bidder acknowledges that the State’s execution of the Contract will be contingent upon the State’s determination that the Bidder is responsible, and that the State will be relying upon the Bidder’s responses to the Questionnaire in making that determination. The Bidder agrees that if it is found by the State that the Bidder’s responses to the Questionnaire were intentionally false or intentionally incomplete, on such finding, OGS may terminate the Contract by providing ten (10) days written notification to the Contractor. In no case shall such termination of the Contract by the State be deemed a breach thereof, nor shall the State be liable for any damages for lost profits or otherwise, which may be sustained by the Contractor as a result of such termination.

TAX LAW § 5-A (Appendix 2):

Tax Law § 5-a, is effective with all solicitations to purchase issued by covered agencies on or after January 1, 2005. It applies to contracts where (1) the total amount of such persons’ sales delivered into New York State are in excess of $300,000 for the four quarterly periods immediately preceding the quarterly period in which the certification is made, and with respect to any affiliates, subcontractors, or affiliates of subcontractors whose sales delivered into New York State exceeded $300,000 for the four quarterly periods immediately preceding the quarterly period in which the certification is made, and (2) the contracts or agreements with state agencies or public authorities for the sale of commodities or services have a value in excess of $15,000. This law imposes upon certain contractors the obligation to certify whether or not the contractor, its affiliates, its subcontractors and affiliates of the subcontractors are required to register to collect state sales and compensating use tax. Where required to register, the contractor must also certify that it is, in fact, registered with the Department of Taxation and Finance (DTF). The law prohibits the Comptroller, or other approving agency, from approving a contract awarded to a vendor meeting the registration requirements but who is not so registered in accordance with the law.

Contractor certification forms and instructions for completing the forms are attached to this bid. Proposed contractors should complete and return the certification forms within two business days of request (if the forms are not completed and returned with bid submission). Failure to respond timely may render a bidder non-responsive and non-responsible. Bidders shall take the necessary steps to provide properly certified forms, within a timely manner to ensure compliance with the law.