285-21-RFP-0001.pdf

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

The Solicitation number of this Request for Quote (RFQ) is 285-21-RFP-0001. The solicitation document, incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-05, March 10, 2021.

This is a combined synopsis/solicitation is a 100% set aside for small business concerns. The associated North American Industry Classification System code (NAICS) is 517919 All Other Telecommunications and the size standard is $35 Million. The Government anticipates awarding a single award issued as Firm Fixed Price Contract.

A. Supplies or services and prices

Installation $__________

Equipment pricing $__________ *include product information and pricing

Base Year Service and Maintenance $__________ 10/01/2021 – 09/30/2022

Option Year 1 Service and Maintenance $__________ 10/01/2022 – 09/30/3023

Option Year 2 Service and Maintenance $__________ 10/01/2023 – 09/30/3024

Option Year 3 Service and Maintenance $__________ 10/01/2024 – 09/30/3025

Option Year 4 Service and Maintenance $__________ 10/01/2025 – 09/30/3026

B. Description/Specifications

B.1. Specific Services/Deliverables

Indian Health Service (IHS)/Lockport Service Unit (LSU) requires a new on-premises voice communication system. The vendor agrees to provide a Voice over Internet Protocol (VoIP) telephone, auto-attendant, over-the-phone paging, voicemail and Fax over IP solution. This statement of work does not reflect every activity and piece of equipment necessary to complete the installation of an on-premises VoIP phone system.

The contractor shall assign a dedicated representative during the performance of this contract to allow for ease of communication and reduction of confusion between IHS/LSU and contractor.

B.2. Features Required

The contractor should provide a Voice over Internet Protocol (VoIP) telephony system which includes, but not limited to, the following:

VoIP system shall have the ability to support multiple lines; main number shall have the ability to receive multiple calls (should not receive a busy signal).

VoIP system shall provide four-digit dialing (internal extensions) between phones. Phone system shall be 508 compliant.

Call forwarding, both inside and outside of the phone system.

Call routing system, Call Transfer and Redial.

All outbound calls are to originate from main number for receiver’s CallerID.

Centralized voice mail system that can be used transparently by all locations, and the ability for all locations to appear to be part of a single phone system.

Voice mail that is accessible from inside and outside the health center.

Analog ports for fax, alarm (security and fire), postage machine and other systems requiring an analog signal.

Over-the-phone paging; ability to page from each phone and to remove as well (no paging in patient rooms, exam rooms, etc.).

Call Detail Reporting system to be able to run reports for calls made and where they originated from.

IHS shall be able to monitor caller history on phone usage; calls made to and from a specified internal extension/DID.

Ability to alert and trace back who dialed a 911 emergency.

System fail over and redundancy.

Configuration, setup, and scheduling of backup for all applicable phone system servers.

VoIP system is to be installed at:

Lockport Service Unit

150 Professional Parkway

Lockport, NY 14094

The purchased equipment shall be new models and in current production. Reconditioned, remanufactured, demo models will not be accepted. The phone system must be expandable for future growth.

The system has to be expandable to at least thirty-six (36) phones.

B.3. Network Requirements

Voice and data will need to be kept separate; an additional T-1 (Full PRI) circuit is required for voice (contractor shall include pricing of PRI circuit), additional fax lines will be incorporated into the new phone system and will be connected directly to multi-functional printer devices.

Additional internal wiring is not required as the facility is currently wired with CAT6.

Interconnectivity between contractor and IHS/LSU for support and maintenance (a Business Partner Interconnection Security Agreement must be completed with the contractor).

Ability for Site Manager/Administrators to administer all systems from one, or any location (i.e. web-based, remote administration).

Allow various levels of calling privileges such as long distance and international calls to be programmable by extension.

The proposed solution must not have any negative impact on current data connectivity, stand-alone system to not interface with Indian Health Service network.

B.4. Attendant Console Requirements

The system shall provide an attendant console for the servicing of incoming calls.

Three deep tree (minimum).

Interactive dialog will be based upon touch-tone with errors (incorrect entries) being sent to an informational message and returned to the earlier point in the menu and/or directly to an operator/staff member’s extension.

B.5. Phone Console Requirements

Flexible support for inline power (power over Ethernet), local power, or closet power.

Ability to support headsets.

Message wait indicator.

Ability to forward call to another number inside or outside the network.

Call Waiting

Caller ID

Call Forward Busy

Call Forward No Answer

Call Forward to Any Number

Call Transfer/Consultative Call Transfer

Call Park/Pickup

Last Number Redial

Call Groups

Hunt Groups

Call Pickup Groups

Privacy – Do Not Disturb

Adjustable ringer volume

Adjustable ringer type

Simultaneous Ring; shared extensions on multiple phones

Call Rollover

Add external numbers to expansion modules

Long Distance and International access codes

Speed Dial (Corporate Directory)

Speed Dial (Personal Directory)

Voicemail and Unified Messaging Requirements

Ability to support multiple system prompts to greet callers with a ring no answer message or a busy message.

Ability to record multiple greetings for internal and external callers, out-of-office greetings, etc.

System must support a “zero out” to the attendant to another station.

Users must be required to enter a PIN/Password to access their voicemail.

Ability for system to date/time stamp each voice mail message.

Ability to access voicemail remotely.

Ability to transfer a call directly to an internal voice mailbox.

Record messages; send and mark as “urgent”, “private”, etc.

Transfer messages to other extensions/users.

B.6. Installation Requirements

The contractor shall assemble, install, configure, test, implement and make operational all necessary VoIP phone system equipment (router, servers, L3 PoE switches, analog phone gateway, desktop phones, expansion modules, headsets, etc.), software (manuals included), licenses (call, paging, voicemail, fax manager, etc.) and uninterruptible power supply system (as applicable).

B.7. Warranty and Support Requirements

Complete warranty and support shall be included to support business hours of operation. Vendor shall be able to respond to emergency needs, Monday through Friday (excluding federal holidays and weekends), during normal work hours between 8:00am and 5:00pm. The phone system/service is servicing a medical facility and communication is a major priority. A minimum of a two-year maintenance/support agreement of the phone/voicemail/paging/fax systems is required.

Shall provide the following expected response times to major problems: within 1 hour (verbal response) and/or 2 hours (on-site response).

Provide the availability of spare parts maintained in the area for critical hardware and software.

B.8. Damage liability

The contractor is liable for any damage to the premises (e.g. floor, walls, etc.) caused by vendor personnel or equipment during installation and is responsible for the removal of all project-related debris.

B.9. Permit Requirements

The contractor shall obtain and pay for any permits and licenses required for the performance of the work, post all notices required by law, and comply with all laws, ordinances and regulations bearing on the conduct of the work, as specified herein. The contractor shall procure all required certificates of acceptance or of completions issued by the state, municipal or other authorities and must deliver these to IHS/LSU.

B.10. Insurance Requirements

The vendor shall, at vendor’s expense, procure and maintain satisfactory public liability and casualty insurance to adequately protect the vendor’s personnel and the IHS against damages of bodily injury, including death, that may arise from operations under this contract, whether such operations are by the vendor or by the vendor’s subcontractor or anyone directly or indirectly employed by the vendor.

B.11. Training Requirements

Upon completion of installation, when systems are fully operational, the contractor shall provide on-site training of the VoIP phone and voicemail systems for End-users and Administrators. The contractor shall also provide basic administration and backup training to Administrators.

C. Deliveries and Performance

C.1. Performance

C.1.1. The Period of Performance shall be October, 1 2021 through September, 30 2022 with

(4) four, 12 month option years.

D. Contract Administration Data

D.1. Indian Health Service Invoice Submission Instructions

The Contractor shall submit invoice after services received. A complete invoice with all required back-up documentation shall be sent, electronically via e-mail or by regular postal mail to:

Contract Specialist* (CS): Paul Carr, paul.carr@ihs.gov, Indian Health Service, Indian Health Service, Nashville Area, 711 Stewarts Ferry Pike, Nashville, TN 37214

Accounting Tech., Briane Denson, Brianne.denson@ihs.gov, Indian Health Service, Nashville Area, 711 Stewarts Ferry Pike, Nashville, TN 37214

Jennifer Tonemah, Jennifer.Tonemah@ihs.gov, Lockport Service Unit, 150 Professional Parkway Lockport, NY 14904

*No other non-invoice related documents (i.e. deliverables, reports, balance statements) shall be sent to the CS or [enter billing office acronym]. Failure to submit directly to the offices listed above will delay prompt payment of your invoice.

For invoices submitted by email: the subject line of your email invoice submission shall contain the contractor name, contract/order number, and invoice number (e.g. Company Name, Contract HHSIXXXXX, Invoice #123). The Contractor shall send one email per contract/order after completion. The email may have multiple invoices for the contract. Invoices must be in one of the following formats: PDF, TIFF, or Word. No Excel formats will be accepted. The electronic file cannot contain multiple invoices; example, 10 invoices requires 10 separate files (PDF, TIFF, or Word).

Additionally, the Contractor is required to include its Data Universal Numbering System (DUNS) number on each invoice. For additional information about the Dun & Bradstreet (D&B) DUNS number, please visit http://fedgov.dnb.com/webform.

E. Terms and Conditions

E.1. Provision 52.212-1, Instructions to Offerors – Commercial (JUL 2021), applies to this acquisition.

E.2. Offers shall include a completed copy of the provisions FAR 52.212-3 Offeror Representation and Certifications – Commercial Items (JAN 2017) with their offer. This is available electronically at the following address: http://www.acquisition.gov/far/index.html

Note, unless exempt per Federal Acquisition Regulation [FAR] Part 4.11, all contractors must be registered and have an active registration in the System for Award Management (SAM) to be considered for an award against this solicitation. SAM combines data that was formerly contained in the Central Contractors Registration (CCR) and Online Representation and Certifications (ORCA) systems. For information please review the SAM website at https://www.sam.gov. A Data Universal Numbering System (DUNS) number is utilized for registration. To register go to https://www.acquisition.gov.

E.3. 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998)

The Following FAR and HHSAR clauses are incorporated by Reference:

52.203-6 Restriction on Subcontractor Sales to the Government JUNE 2020 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber MAY 2011 Content Paper 52.204-7 System for Award Management OCT 2018 52.204-8 Annual Representations and Certifications MAR 2020 52.212-1 Instructions to Offerors—Commercial Items JUL 2021 52.212-4 Contract Terms and Conditions—Commercial Items OCT 2018 52.212-5 Contract Terms and Conditions Required to Implement JUL 2021 Statutes or Executive Orders—Commercial Items 52.216-18 Ordering OCT 1995 52.216-22 Indefinite Quantity OCT 1995 52.217-8 Option to Extend Services NOV 1999 52.217-9 Option to Extend the Term of the Contract MAR 2000 52.222-3 Convict Labor June 2003 52.222-21 Prohibition of Segregated Facilities APR 2015 52.222-26 Equal Opportunity SEP 2016 52.222-36 Equal Opportunity for Workers with Disabilities JUL 2014 52.222-50 Combating Trafficking in Persons MAR 2015 52.223-5 Pollution Prevention and Right-to-Know Information MAY 2011 52.223-6 Drug-free Workplace MAY 2001 52.224-1 Privacy Act Notification APR 1984 52.224-2 Privacy Act APR 1984 52.229-3 Federal, State, and Local Taxes FEB 2013 52.232-3 Payments under Personal Services Contracts APR 1984 52.232-33 Payment by Electronic Funds Transfer—System OCY 2018 http://www.acquisition.gov/far/index.html https://www.sam.gov/ https://www.acquisition.gov/ for Awards Management 52.232-40 Providing Accelerated Payments to Small Business DED 2013 Subcontractors 52.237-2 Protection of Government Buildings, Equipment, APR 1984 and Vegetation 52.237-3 Continuity of Services JAN 1991 52.237-7 Indemnification and Medical Liability Insurance JAN 1997 52.242-15 Stop-Work Order AUG 1989 52.242-17 Government Delay of Work APR 1984 52.245-1 Government Property JAN 2017 52.249-12 Termination (Personal Services) APR 1984 352.215-70 Late Proposals and Revisions JAN 2006 352.223-70 Safety and Health JAN 2006 352.224-70 Privacy Act JAN 2006 352.270-2 Indian Preference APR 1984 352.270-3 Indian Preference Program JAN 2006

Signature Block

I, the undersigned, do hereby attest that all representations and certifications made in this Section are true.

Also, I, the undersigned, am aware of the penalties prescribed in 18 U.S. Code 1001 for making false statements in offers; and I am legally authorized to bind the company or organization represented.

(Signature) (Date)

(Typed or Printed Name)

(Title)

(Solicitation Number)

(Name of Company/Organization Represented)

(Address, including Zip Code)

(Telephone Number, including Area Code)

F. Evaluation Factors

F.1. How to respond

F.1.1. Complete Attachment A and complete section A of this proposal. Carefully review all sections of this proposal and return any questions to paul.carr@ihs.gov.

F.1.2. Multiple sections of this proposal require additional documentation be provided. Please include them as separate attachments in your quotes.

F.1.3. No consideration will be given for incomplete proposal packets. Items unaddressed, including signature blocks, will be considered nonresponsive and weighted accordingly

F.2. Received proposals will be evaluated in descending order of precedence. Cost, technical ability, and past performance.

mailto:paul.carr@ihs.gov