267397-event.pdf

Awarded To: ReadyOp Communications, Inc.

The evaluation committee determined that the proposal submitted by ReadyOp Communications, Inc. provides the best value and is therefore the awarded Contractor under solicitation # SK18004.

Emergency Notification System Emergency Notification System; SK18004; State Cooperative Contract

Released 10/3/2017 4:00 PM MST Type Request for Proposal No Line Item

Open 10/4/2017 10:00 AM MST Number SK18004

Close 11/6/2017 10:00 AM MST Currency US Dollar

Sealed Until 11/6/2017 10:00 AM MST

Contacts

Solomon Kingston skingston@utah.gov

Commodity Codes

Commodity Code Description

43221 Information technology telecommunications including call management systems or accessories including background music services

43230 Information technology software including computer software

81110 Information technology services including cloud services and data services and rental or leasing services and online database subscription services and programming and hardware or software engineering and applications training services

81112

Data services and internet services and software maintenance and computer hardware maintenance including website design services and internet domains and database management software support and disaster recovery services and support services

Description

Issuing Procurement Unit State of Utah Division of Purchasing Conducting Procurement Unit State of Utah Division of Purchasing

REQUEST FOR PROPOSALS

Emergency Notification System

SOLICITATION # SK18004

This Request for Proposals ("RFP”) is issued in accordance with the Utah Procurement Code and applicable administrative rules of the Utah Administrative Code. If any provision of this RFP conflicts with the Utah Procurement Code or Utah Administrative Code, then the Utah Procurement Code or Utah Administrative Code will take precedence.

Purpose of this Solicitation

The purpose of this RFP is to enter into a State cooperative contract contract with a vendor that will provide an alert, notification, planning, command and control, and communications system to be used for daily operations, incident and event management, and collaboration within and between agencies.

Multiple Contract Award Anticipated

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It is anticipated that this RFP will result in multiple contract awards.

Provided the RFP is not canceled, after the evaluation and the final scoring of proposals is complete, the State shall award a contract(s) as soon as practicable to the eligible responsive and responsible Offeror(s) whose scores from all four stages who meet or exceed the total combined score thresholds identified in the RFP score sheet and achieve a minimum of 2,824.00 total points (inclusive of: Stage 2 technical points, Stage 3 presentation points, and Stage 4 cost points).

In the event Stage 3 presentations are not held, the points attributed to that stage will be dropped from the evaluation. In that case, and provided the RFP is not canceled, after the evaluation and the final scoring of proposals is complete, the State shall award a contract(s) as soon as practicable to the eligible responsive and responsible Offeror(s) whose scores from all four stages who meet or exceed the total combined score thresholds identified in the RFP score sheet and achieve a minimum of 2,648.75 total points (inclusive of: Stage 2 technical points and Stage 4 cost points).

Length of the Contract

The contract resulting from this RFP will be for FIVE (5) years.

Background

The Utah Division of Purchasing is seeking to establish a State Cooperative Contract to be utilized by the Utah Department of Technology Services, and other Eligible Users, for an alert, notification, planning, command and control, and communications system to be used for daily operations, incident and event management, and collaboration within and between agencies. The system needs to be web (cloud) based and not require Eligible Users to purchase added servers or incur hardware integration expenses. Authorized agency personnel need to be able to access the system 24x7 from any location via secure Internet connection or telephone.

This is a new State Cooperative Contract for a new system for which the Division of Purchasing has not maintained a contract for in the past.

Issuing Procurement Unit, Conducting Procurement Unit, and Solicitation Number

The State of Utah Division of Purchasing (refereed to as "the State") is both the issuing procurement unit and conducting procurement unit for this RFP. The reference number for this RFP is Solicitation # SK18004. This solicitation number must be referred to on all proposals, correspondence, and documentation submitted to the State relating to this RFP.

Additional Information

Offerors are prohibited from communications regarding this RFP with the conducting procurement unit staff, evaluation committee members, or other associated individuals EXCEPT the State of Utah Division of Purchasing procurement officer overseeing this RFP.

Wherever in this RFP an item is defined by using a trade name, brand name, or a manufacturer and/or model number, it is intended that the words, “or equivalent” apply; and invites the submission of equivalent products by the Offerors.

Offerors may be required to submit product samples to assist the chief procurement officer or head of a procurement unit with independent procurement authority in evaluating whether a procurement item meets the specifications and other requirements set forth in the request for proposals. Product samples must be furnished free of charge unless otherwise stated in the request for proposals, and if not destroyed by testing, will upon written request within any deadline stated in the request for proposals, be returned at the Offeror's expense. Samples must be labeled or otherwise identified as specified in the request for proposals by the procurement unit.

The issuing procurement unit may not accept a proposal after the time for submission of a proposal has expired.

The State reserves the right to conduct discussions with the Offerors who submit proposals determined to be reasonably susceptible of being selected for award, but proposals may be accepted without discussions.

Evaluation Administrative and Mandatory Minimum Requirement Compliance

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Each proposal received shall be evaluated as outlined in this RFP and the Utah Procurement Code.

To be responsive and responsible Offerors must review and respond to the following sections of this RFP: Prerequisites, Buyer Attachments, Questions, and Items.

• The Prerequisites section includes the objective and subjective criteria that will be used to evaluate the proposals, which include the mandatory minimum requirements, technical criteria, and other prerequisites that Offerors must read and agree to in order to respond to this RFP.

• The Buyer Attachments Section contains the standard contractual terms and conditions required by the State and any other required documents associated with this RFP.

• The Questions Section contains the questions that Offerors are required to answer in order to submit a proposal.

Offerors must review each section carefully.

Required to View Event

Prerequisites Required to Enter Bid

1. The proposed Scope of Work has been attached to this RFP in the Buyer's Attachment as Attachment B.

2. Pursuant to the Utah Procurement Code the following entities are Eligible Users and are allowed to use the awarded contract(s) from this solicitation.

3. If an Offeror is awarded a contract from this RFP then it is required to provide a quarterly administrative fee and report.

4. The State of Utah Division of Purchasing does not guarantee any purchase amount under an awarded contract.

5. Offeror must guarantee its pricing for the period described in this RFP.

6. Offerors may request that part of its proposal be protected by submitting a Claim of Business Confidentiality Form. See the Buyers Attachment section.

7. All questions must be submitted through SciQuest during the Question and Answer period.

8. Offerors are encouraged to review this RFP prior to the deadline to submit a proposal, even if a proposal has been submitted, in case an addendum has been issued by the issuing procurement unit.

9. Proposals must be submitted electronically, through SciQuest. The issuing procurement unit may not accept a proposal after the time for submission of a proposal has expired.

10.

All proposals in response to this RFP will be evaluated in a manner consistent with the Utah Procurement Code, Administrative Rules, policies and the evaluation criteria in this RFP. Offerors bear sole responsibility for the items included or not included within the proposal submitted by the Offeror. Each area of the evaluation criteria must be addressed in detail in the proposal.

11.

The mandatory minimum requirements are the objective criteria in which the conducting procurement unit will evaluate proposals. Offerors must fully answer each and every question in the Questions section of this RFP and through their answers provide a point-by-point response to the mandatory minimum requirements.

12.

To determine which proposal provides the best value to the State, the evaluation committee will evaluate each responsive and responsible proposal that has not been disqualified or rejected using the subjective criteria listed in the Questions section of this RFP.

13. If it is determined to be in the best interest of the Conducting Procurement Unit, interviews and presentations may be held at the option of the State.

14. Offeror's cost proposals will be evaluated independently.

15. Offeror may take exception and/or propose additional language to the Standard Terms and Conditions that have been attached to this RFP.

Buyer Attachments

1. Claim of Business Confidentiality Form

2. Attachment A Terms and Conditions for IT (Cooperative Contracts)

3. Attachment B Detailed Scope of Work

4. Attachment C - Reference Form

5. SK18004 Evaluator Scorecard

Questions Required Questions

13 February 201813 February 2018 https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/267397-385387088confidentialityclaimform%20%281%29.doc?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1581619151&Signature=4N6bh1uAwfIcAA1gE8ahP4CkDWg%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/267397-385387088confidentialityclaimform%20%281%29.doc?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1581619151&Signature=4N6bh1uAwfIcAA1gE8ahP4CkDWg%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/267397-555109659termsstatecoopwit-1-1-1.docx?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1581619151&Signature=FXABLK7qIR5yhxvX3Uhs%2B5IGmlE%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/267397-555109659termsstatecoopwit-1-1-1.docx?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1581619151&Signature=FXABLK7qIR5yhxvX3Uhs%2B5IGmlE%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/267397-568950533Attachment%20B%20-%20Detailed%20Scope%20of%20Work%20%28SK18004%29.docx?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1581619151&Signature=jg1jHuodmVNsGsJS%2F%2FKwCdPpG0A%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/267397-568950533Attachment%20B%20-%20Detailed%20Scope%20of%20Work%20%28SK18004%29.docx?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1581619151&Signature=jg1jHuodmVNsGsJS%2F%2FKwCdPpG0A%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/267397-568956882Attachment%20C%20-%20Offeror%E2%80%99s%20Experience%20Reference%20Form%20%28SK18004%29.docx?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1581619151&Signature=vp2mzQwLtE9j%2FwJHObOBptOiya8%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/267397-568956882Attachment%20C%20-%20Offeror%E2%80%99s%20Experience%20Reference%20Form%20%28SK18004%29.docx?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1581619151&Signature=vp2mzQwLtE9j%2FwJHObOBptOiya8%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/267397-573738153SK18004%20Evaluator%20Scorecard.xls?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1581619151&Signature=IXOrSUdmEWUGCvopnfqym8ukGTg%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/267397-573738153SK18004%20Evaluator%20Scorecard.xls?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1581619151&Signature=IXOrSUdmEWUGCvopnfqym8ukGTg%3D

1. Vendor Information

1.1. Please provide your firm's legal company name.

1.2. Please provide your federal tax identification number. (If the vendor is sole proprietor please do not provide your social security number.)

1.3. Please provide your firm's contact information for this contract, including the name, phone number, and email address of your firm's authorized representative.

1.4. Please provide your ordering address and the remit to address. Please clearly identify each address.

1.5. Please provide your firm's State of Utah Sales Tax ID Number. If you do not have a State of Utah Sales Tax ID Number, please write "N/A".

1.6. Identify your firm's type of business.

2. Acceptance of Prerequisites

2.1.

Is Offeror presently or has Offeror ever been debarred, suspended, proposed for debarment, or declared ineligible by any governmental department or agency, whether international, national, state, or local? If yes, Offeror must provide a statement regarding its debarment or suspension.

2.2.

Offeror acknowledges that it must acquire and maintain all applicable federal, state, and local licenses before the contract is entered into. Licenses must be maintained throughout the entire contract period. Persons doing business as an Individual, Association, Partnership, Corporation, or otherwise shall be registered with the Utah State Division of Corporations and Commercial Code.

NOTE: Forms and information on registration may be obtained by calling (801) 530-4849 or toll free at 877-526-3994, or by accessing: www.commerce.utah.gov.

2.3.

In the event that an Offeror offers pricing discounts for educational entities that (1) are applicable to this solicitation and (2) result in lower pricing than what is generally offered to other governmental entities, please attach a separate cost proposal labeled “Educational Pricing” to your proposal. This cost proposal for Educational Pricing is to be submitted in addition to the original Cost Proposal Form and will only be available to authorized end users. The Educational Pricing will not be used to evaluate costs. Offeror acknowledges that it has read and understands this question.

2.4. Does Offeror have an outstanding tax lien in the State of Utah?

2.5. Is Offeror an employee of the State of Utah? If yes, then Offeror must submit an external employment form signed by Offeror's manager at the State of Utah.

2.6. Demonstrate that your proposed solution is capable of sending email messages to at least 23,500 recipients.

3. Stage 1: Mandatory Minimum Requirements - Planning and Organization

3.1. Solution must not be dependent on a single location or be available only in limited areas. Access and information need to be available anytime from any location that has Internet access.

4. Stage 1: Mandatory Minimum Requirements - Alerts and Response

4.1.

Solution must provide a means to quickly identify persons, groups, and teams to be notified.

Persons and groups must be able to be identified and recalled by name, organization, job title/position, geographical area, and other defining methods (“tags”) to support immediate and efficient grouping and contact.

4.2.

Solution must provide a means for authorized persons to quickly send messages to recipient(s):

(a.) Solution must provide ability to send real-time recorded alerts or pre-recorded alerts by phone and to send SMS messages, email, and push notifications to mobile devices.

(b.) Solution must provide the ability to have alerts/notifications sent multiple times at user-selected intervals during a user-determined time period.

4.3. Solution must allow users to communicate situation updates quickly and efficiently by multiple methods, including text, emails, 800Mhz radio, and alerts.

5. Stage 1: Mandatory Minimum Requirements - Logging and Reporting

5.1. Solution must log all messages with the name of the sender, the recipient(s), the date and time, and the message content.

5.2. Response from recipients must also be logged with search and reporting capabilities.

6. Stage 1: Mandatory Minimum Requirements - Maintenance

6.1. Solution must be accessed by mobile devices through common browsers.

7. Stage 1: Mandatory Minimum Requirements - Administration

7.1. Solution must integrate with enterprise authentication (SAML and/or OpenID Connect).

8. Stage 2: Technical Criteria - Planning and Organization

8.1. Describe how your solution provides the ability to schedule events and send notification of incidents and emergencies.

8.2. Describe how solution provides a means for listing a large number (i.e., 100,000 at a minimum) of names and contact information of individuals and agencies.

8.3.

Describe how your solution allows users and administrators to enter names, contact information, and groups individually and integrate with enterprise directory services or file upload or import (e.g., spreadsheets, csv, etc.).

8.4. Describe how your solution allows users and administrators to extract names and contact information via file download or export (e.g., spreadsheets, csv, etc.).

8.5. Describe how your solution provides a means for planning, identifying, labeling, and recalling groups of individuals.

8.6. Describe how your solution provides a means (“tags”) for quickly identifying and recalling persons with special skills, experience, and abilities.

8.7. Describe how your solution provides a log/history of tasks/assignments.

8.8.

Describe how/whether your solution allows dial-in access via telephone as an option to activate alerts or notifications. It also needs to have the ability to create an instant alert/web link to connect to a conference call.

8.9. Describe how your solution provides recipients with the full spectrum of rich media (i.e., audio, video, images, and links) in alerts and notifications.

8.10. Describe how your solution provides the ability to schedule events and send notification of incidents and emergencies.

8.11.

Describe how your solution provides planning for roles and tasks, such as those defined by the US Department of Homeland Security’s National Incident Management System (NIMS) and Incident Command System (ICS) guidelines.

8.12. Describe how your solution provides support, for both single and unified command structures, for planning and operational use (e.g., being able to send out scheduled alerts for testing).

8.13. Describe how your solution provides a means for creating tasks for persons and/or designated roles and responsibilities on an ad hoc basis.

8.14.

Describe how your solution provides a means to build visual displays/organizational charts for planning and organizing of both planned operations and pre-planned incident responses. Displays needs to be easily shareable and immediately available to authorized persons via Internet access, regardless of their location.

8.15. Describe how/whether your solution provides a single, secure file manager for storing, recalling, and sharing of documents, files, maps, pictures, and other electronic documents.

8.16. Describe whether your solution has the ability to print alerts, organization charts, assignments, etc.

9. Stage 2: Technical Criteria - Alert and Response

9.1. Describe whether and how your solution provides a means for authorized persons to quickly send messages to recipient(s).

9.2. Describe whether your solution provides text-to-speech capability. Text needs to be able to be translated to voice alert for ADA compliance.

9.3.

Describe how your solution is compliant with federal section 508, an amendment to the United States Workforce Rehabilitation Act of 1973, mandating that all electronic and information technology developed, procured, maintained, or used by the government be accessible to people with disabilities.

9.4. Demonstrate your solution provides the ability to schedule notifications and alerts to be sent at a future date and time, for one time or recurring notifications.

9.5. Describe how your solution provides the ability for recipients to respond to messages to acknowledge receipt.

9.6. Describe how your solution allows the creation, saving and editing of “canned” alerts.

9.7. Describe how your solution provides users the ability to set their own communication preferences (e.g. email and SMS, no email, etc.).

9.8. Describe how your solution provides users the ability to opt-out of all text messaging.

10. Stage 2: Technical Criteria - Communication

10.1. Demonstrate your solution enables communications with phone calls to landlines and cell phones.

10.2. Demonstrate your solution enables communications with conference calls for up to 40 users.

10.3. Demonstrate your solution enables communications with SMS ("test") messages to at least 23,500 recipients.

10.4. Describe your solution's SMS delivery rate capability. Are there any limitations?

10.5. Provide your solution's SMS delivery metrics observed in actual use of your system. Please identify the event, users targeted, and delivery performance.

10.6. Demonstrate your solution enables communications with email messages to at least 23,500 recipients.

10.7.

Describe how your solution provides an option to allow encrypted voice communications (for HIPAA-compliant conversations).

10.8. Describe how your solution provides an option to allow for encrypted video conferencing calls (for HIPAA-compliant conversations).

10.9. Demonstrate your solution supports rapid delivery of voice messages. Please describe delivery rate capability and any limitations.

10.10. Demonstrate your solution enables communications with 800 Mhz radio system.

10.11. Demonstrate your solution enables communications with VOIP phones.

10.12. Demonstrate your solution enables communications with overhead paging systems.

10.13. Describe how your solution provides access to API to integrate with applications.

10.14. Describe how your solution provides functionality for mobile devices to manage and send out alerts (e.g., panic button for individuals).

10.15. Describe how your solution provides communications with mobile devices management system.

10.16. Describe how your solution provides communications with configuration management system (e.g., SCCM).

10.17. Describe whether your solution provides the ability to send alerts to desktop (in addition to emails, such as a browser notification or client).

11. Stage 2: Technical Criteria - Logging and Reporting

11.1. Describe how your solution logs all communications automatically in a format that supports searching, reporting, and change management logs.

11.2. Describe how your solution is able to produce reports from historical logs in a way that is quick and efficient for users.

12. Stage 2: Technical Criteria - Security

12.1.

Describe how information and data in the provided solution are secure and accessible only by authorized persons who have been provided secure login credentials. Also, describe how your solution provides reporting for repeated failed attempts to login into the system.

12.2. Demonstrate your solution transmits and stores data securely.

12.3. Demonstrate your solution provides a reliable and geographically redundant backup system.

12.4. Demonstrate how your solution provides initial on-site training and complete users’ manuals.

12.5. Demonstrate your solution 24x7 technical support as part of the annual maintenance support.

13. Stage 2: Technical Criteria - Maintenance

13.1. Affirm that your provided solution includes all maintenance releases and upgrades at no additional cost during the contract period.

13.2. Demonstrate your solution is accessible through all major Internet browsers, including the ability to maintain that support when browsers are upgraded.

14. Stage 2: Technical Criteria - Administration

14.1. Demonstrate your solution provides a simple web-based administration interface.

15. Stage 2: Technical Criteria - IPAWS and CAP Integration

15.1.

Demonstrate your solution provides the ability to communicate with an Integrated Public Alert and Warning System (IPAWS) server with common alerting protocol (CAP)-compliant messaging protocol for all IPAWS protocols, including EAS, Amber Alerts, WEA messages, and HAZCOLLECT. This function, if available in the solution, needs to be shown as a separate and independent line item in the Attachment D - Cost Schedule.

16. Stage 2: Technical Criteria - Qualification and Expertise

16.1. Offeror shall upload a document (i.e., resume, certifications, etc.) that demonstrates the qualifications and expertise of staff proposed for this project.

17. Stage 2: Technical Criteria - Proven Track Record

17.1.

Offeror shall demonstrate its technical capability (i.e., proven track record) for similar projects of the same size by completing and uploading the provided Attachment C - Reference Form below.

18. Complete Pricing and Tiers

18.1.

Offeror must upload a completed Attachment D - Cost Schedule as a response to this question. If an Offeror fails to upload a completed Cost Schedule or Offeror's submission does not comply with the requirements outlined within this RFP then its proposal will be considered non-responsive.

18.2.

Offerror is to provide a complete price list for all costs (i.e., labor, licensing fees, upgrades, maintenance, installation, etc.) related to performing the tasks as set forth in this solicitation. This price list is separate and independent from the Attachment D - Cost Schedule. This list must incorporate all costs and rates that an Elgiible User could expect to incur when establishing its own Emergency Notification System.

------Within this list, please identify the discount % that Offeror is providing to the State from Offeror's general price list. Identify all applicable price tiers a user would fall under depending on # of licensed users.

------This provided price list will be made an Attachment in the resulting contract, if Offeror is awarded a contract. This price list must be reflective of the cost provided within the Attachment D - Cost Schedule.