ARFQ HHR25 3 Mass Notification RFQ.docx

REQUEST FOR QUOTATION

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Office of Shared Administration is soliciting bids on behalf of the West Virginia Departments of Health, Human Services and Health Facilities (Departments) to establish a contract for the purchase of an employee mass notification system for up to 6,000 employees.

THIS SOLICITATION MAY BE FUNDED IN WHOLE OR IN PART WITH FEDERAL FUNDS. THUS, THIS SOLICITATION AND ITS RESULTING AWARDED CONTRACT ARE SUBJECT TO THE REQUIREMENTS OF ATTACHMENT A: FEDERAL FUNDS ADDENDUM.

THE AGENCY HAS DEVELOPED AN EQUAL EMPLOYMENT OPPORTUNITY POLICY (EEOP) UTILIZATION REPORT, AND IT IS AVAILABLE AT:

HTTP://WWW.WVDHHR.ORG/PDFS/H1.5%20UTILIZATION%20REPORT%20AND%20EEO%20POLICY.PDF

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Item” means an employee mass notification system as more fully described by these specifications.

2.2 “Pricing Page” means the pages, contained in wvOASIS or attached as Exhibit A, upon which Vendor should list its proposed price for the Contract Items.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the Purchasing Division.

3. GENERAL REQUIREMENTS:

3.1 Mandatory Contract Item Requirements: Contract Item must meet or exceed the mandatory requirements listed below.

3.1.1 System Functionality

3.1.1.1 Vendor’s solution must be cloud-hosted.

3.1.1.2 Vendor’s solution must work across all major wireless carriers and wireless phone models.

3.1.1.3 Vendor’s solution must support both Android and iOS mobile operating systems.

3.1.1.4 System must have the ability to send unlimited notifications via multiple channels: SMS, email, voice calls.

3.1.1.5 Vendor’s solution must provide the ability to initiate and deliver a notification message to all registered users on a 24/7 basis.

3.1.1.6 System must support two-way communication capabilities for recipient response, such as polling options.

3.1.1.7 System must provide support for scheduled, recurring, and ad-hoc messages.

3.1.1.8 System must comply with the Americans with Disabilities Act (ADA) to the extent feasible with currently available technology. https://www.ada.gov/law-and-regs/ada/

3.1.1.9 System must provide predefined and customizable message templates.

3.1.1.9.1 Templates must be customizable with Departments’ logos, which will be provided by the Departments.

3.1.1.10 System must provide real-time delivery tracking and reporting of notifications.

3.1.1.11 System must have remote panic button functionality.

3.1.1.11.1 Panic button must allow a worker to be able to notify the system of an emergency.

3.1.1.12 Vendor’s solution must include a hosted, web-based registration portal for employees.

3.1.1.13 Vendor’s solution must support the ability to send alerts to selected users as well as other logical delivery groups.

3.1.1.14 Must provide the ability to configure the onset and duration of alerts so that they remain active as long as needed for a specific event.

3.1.1.15 Vendor’s solution must allow the creation, saving and editing of “canned” alerts.

3.1.1.16 Vendor’s solution must allow users to set their own communication preferences (e.g., email and SMS, no email, etc.).

3.1.1.17 Vendor’s solution must support the use of rich text, images and access to other content and resources in email messages.

3.1.1.18 Vendor’s solution must support file attachments to email messages, either by attaching or linking the files. File attachments include (but are not limited to):

3.1.1.18.1 .pdf

3.1.1.18.2 .doc

3.1.1.18.3 .docx

3.1.1.18.4 .xls

3.1.1.18.5 .xlsx

3.1.1.18.6 .txt

3.1.1.18.7 .jpeg

3.1.1.18.8 .gif

3.1.2 User Management

3.1.2.1 System must provide role-based access control for administrators and users.

3.1.2.2 System must provide capability to create groups or segments for targeted notifications.

3.1.2.3 System must provide automatic synchronization of employee data, including updates to contact information.

3.1.3 Security and Compliance

3.1.3.1System must provide for secure login with multi-factor authentication for administrators.

3.1.3.2 System must provide detailed audit logs for all system activities, including:

3.1.3.2.1 Notifications sent

3.1.3.2.2 Notifications received

3.1.3.2.3 Method of receipt

3.1.3.3 Vendor’s solution must store data within the United States or its territories. Data must not be stored on systems residing outside the US.

3.1.3.4 Vendor solution and platform must have undergone a SSAE-18 (Statement on Standards for Attestation Engagements) audit.

3.1.3.5 Vendor must provide 99.9% service availability.

3.1.3.6 Vendor must confirm that subscriber information will not be used for advertising or released to third parties not connected to the system for marketing or other purposes.

3.1.3.7 Vendor systems must prevent unauthorized physical contact with solution architecture.

3.1.3.8 Vendor’s solution must perform scheduled and encrypted backups of subscriber data.

3.1.3.9 Product must be authorized for FedRAMP (Federal Risk and Authorization Management Program) compliance.

3.1.4 Reporting and Analytics

3.1.4.1 System must have a real-time reporting dashboard to monitor notification delivery status and response rates.

3.1.4.2 Vendor solution shall provide a comprehensive voice call, SMS and email reporting capability.

3.1.4.3 System must provide exportable reports for management review.

3.1.5 Training and Support

3.1.5.1 Vendor must provide comprehensive onboarding and training for system administrators.

3.1.5.2 Vendor must provide user manuals, video tutorials, and FAQ resources.

3.1.5.3 Vendor must provide a support team with multiple communication channels (e.g. email, phone, chat).

3.1.5.4 Vendor must provide 24/7/365 phone support.

3.1.6 Vendor Qualifications

3.1.6.1Vendor must have a minimum of five (5) years of experience in commercial or government accounts.

3.1.6.2 Vendor must have successfully implemented three (3) systems of a similar or larger size and scope as described herein.

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide Agencies with a purchase price for the Contract Items. The Contract shall be awarded to the Vendor that provides the Contract Items meeting the required specifications for the lowest overall total cost as shown on the Pricing Pages.

4.2 Pricing Page: Vendor should complete the Pricing Page by entering the unit price for each commodity line and multiplying by the quantity listed for each line. The subtotal for each commodity line should be entered in the extended price column. The Grand Total should be the sum of all extended prices. Vendor should complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified.

Vendor should type or electronically enter the information into the Pricing Page to prevent errors in the evaluation.

5. PAYMENT:

5.1 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

6. DELIVERY AND RETURN:

6.1 Shipment and Delivery: Vendor shall ship the Contract Items immediately after being awarded this Contract and receiving a purchase order or notice to proceed. Vendor shall deliver the Contract Items within forty-five (45) working days after receiving a purchase order or notice to proceed. Contract Items must be delivered to Agency at One Davis Square, Charleston, WV 25301.

6.2 Late Delivery: The Agency placing the order under this Contract must be notified in writing if the shipment of the Contract Items will be delayed for any reason. Any delay in delivery that could cause harm to an Agency will be grounds for cancellation of the Contract, and/or obtaining the Contract Items from a third party.

Any Agency seeking to obtain the Contract Items from a third party under this provision must first obtain approval of the Purchasing Division.

6.3 Delivery Payment/Risk of Loss: Vendor shall deliver the Contract Items F.O.B. destination to the Agency’s location.

6.4 Return of Unacceptable Items: If the Agency deems the Contract Items to be unacceptable, the Contract Items shall be returned to Vendor at Vendor’s expense and with no restocking charge. Vendor shall either make arrangements for the return within five (5) days of being notified that items are unacceptable, or permit the Agency to arrange for the return and reimburse Agency for delivery expenses. If the original packaging cannot be utilized for the return, Vendor will supply the Agency with appropriate return packaging upon request. All returns of unacceptable items shall be F.O.B. the Agency’s location. The returned product shall either be replaced, or the Agency shall receive a full credit or refund for the purchase price, at the Agency’s discretion.

6.5 Return Due to Agency Error: Items ordered in error by the Agency will be returned for credit within 30 days of receipt, F.O.B. Vendor’s location. Vendor shall not charge a restocking fee if returned products are in a resalable condition. Items shall be deemed to be in a resalable condition if they are unused and in the original packaging. Any restocking fee for items not in a resalable condition shall be the lower of the Vendor’s customary restocking fee or 5% of the total invoiced value of the returned items.

7 VENDOR DEFAULT:

7.1 The following shall be considered a vendor default under this Contract.

7.1.1 Failure to provide Contract Items in accordance with the requirements contained herein.

7.1.2 Failure to comply with other specifications and requirements contained herein.

7.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

7.1.4 Failure to remedy deficient performance upon request.

7.2 The following remedies shall be available to Agency upon default.

7.2.1 Immediate cancellation of the Contract.

7.2.2 Immediate cancellation of one or more release orders issued under this Contract.

7.2.3 Any other remedies available in law or equity.

Revised 10/27/2014