75H70525R00013-Amendment One (001).pdf

(x)

75H70525R00013 x x

1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE

RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR

OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

Bemidji MN 56601 2225 Cooperative Ct NW, Rm 200 Indian Health Service

07/10/20250001

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.

Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended,

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

07/10/2025

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

Hosted VoIP and Voicemail System

Amendment one (001) is issued for question and answer. The solicitation will be extended to Friday, July 18th, 4:00 pm CST.

(Offeror's must acknowledge receipt of the amendment by completing Items 8 and 15, and returning 1 copy of the amendment with proposal.)

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

Questions:

1. DIDs and Numbering Plan:

Can you please confirm how many Direct Inward Dialing (DID) numbers are required for this project? Will all ~919 phones require DIDs, or will a subset operate as extensions only? If there are existing DID blocks, will the government be porting those numbers or requesting new blocks? This will be a site specific answer, in terms of how many DID lines are required. It is a mixed environment at each facility where some phones require DIDs others operate as a subset/extensions only (Ring/Hunt Groups, etc.). all phones require a DID and the SOW lists out the total numbers

2. Existing Infrastructure Readiness:

Are POE switches currently available at each site to support SIP phones, or should vendors include POE switches in their pricing? No POE switches are not available, they should be provided as part of the contract, adjust pricing accordingly.

3. Paging System Integration:

Does the government currently have functional paging amplifiers and speakers at each site compatible with SIP or analog integration, or should vendors include paging hardware in their proposals? I know that we have some analog paging amps here at Cass Lake, but I do not know if we own them or if PB owns them.

4. Analog Port Utilization:

Please confirm the exact devices requiring analog connectivity (fax, alarms, postage machines, etc.) at each site and the quantity per device to ensure accurate provisioning of analog gateway ports. Information is included in the SOW.

5. Access and Site Requirements:

Will the government provide escorted access to all sites for installation, or are there additional badging or clearance processes vendors and subcontractors should plan for?

Are there any facility restrictions we should be aware of (e.g., after-hours work limitations)? Escorted access at all times

6. Cutover and Transition Expectations:

Does the government expect a phased cutover site-by-site, or a simultaneous cutover across all sites? Is there a required blackout period for cutover to minimize patient care disruptions? We’d accept a phased cutover, site-by-site. If any disruption is to occur we would have to schedule this, preferably outside of normal business hours (8-5pm M-F)

7. Existing Cabling Condition:

Can you confirm that existing structured cabling to user locations is functional and available for SIP handset deployment, or should vendors include potential recabling costs in pricing? Cabling not discussed in requirement.

8. WAN or Circuit Clarification:

The SOW states the system must be standalone and not cloud-based, while also mentioning WAN connectivity pricing if applicable. Can you confirm that vendors are not required to provide or install WAN circuits for this VOIP solution? As a standalone network and phone system, we require WAN circuits specifically for this voice traffic.

9. Post-Award Support Expectations:

For the required 24/7 support at two sites, can you confirm which sites require this level of support, and whether remote support will meet this requirement, or if on-site support within a specified timeframe is required? Cass Lake and Red Lake – 24 hour hospitals with ERs. Remote support will meet the requirement, unless onsite support is required to ensure the site has a functional phone system.

10. Proposal Submission Technical Details:

Are there any file size limitations or naming conventions required for electronic submission of the proposal via email? No limitations, requirements are that all documents identify the RFP number, must also include ALL amendments to the solicitation and must be signed and submitted with proposal.

11. Acceptable Makes/Models:

Are there any restrictions or preferences regarding VOIP phone makes/models, or are vendors free to propose any SIP-compliant phones meeting Section 508 requirements?

Free to propose any SIP-compliant phones/phone systems meeting Section 508 requirements.

12. Common Area and Shared-Use Phones Could you please confirm if any of the phones across your 7 sites are intended for use in shared spaces such as: Breakrooms, Reception/lobby areas, Hallways or conference rooms. We do not mention conference rooms, patient rooms, lobbies, etc. within the SOW

13. It states a "Hosted Solution" and then refers to on-premises hardware so as not to be dependent on the Carriers or WAN circuits. Will you accept two proposals from one vendor? One fully hosted and one on-premises. The scope of work defines that the

(7) facilities need a hosted solution (that is not cloud based). That solution will be comprised of on-prem hardware: phones, POE switches, operator console, WAN circuit equipment, etc. Section 2.2.1 Network, bullet number #7 states “The proposed solution must not have any negative impact on current data connectivity between various locations.” and furthermore bullet #8 states required features “Include pricing of any WAN connectivity requirements.”. This indicates that a hosted solution would be dependent upon the proposal, with the assumption that said proposal would include a, or multiple, WAN circuit(s) for the VoIP phone system’s connectivity between (7) facilities and the vendor, if the vendor’s proposal was to be hosted at the vendors location.

14. Is there a current incumbent for this contract?

Karen.McDonald Stamp