REQUEST FOR QUOTATION AND QUALIFICATION

26-RFQQ-004

FOR

AVAYA PRODUCTS AND SERVICES

BY THE

WASHINGTON STATE

WASHINGTON TECHNOLOGY SOLUTIONS

Released: July 16, 2026

State of Washington Avaya Products and Services Washington Technology Solutions Page 1 26-RFQQ-004

Table of Contents

1. INTRODUCTION

1.1 Business Objective

1.2 Background

1.3 Acquisition Authority

1.4 Contract Term

1.5 Definitions

1.6 Single Award

1.7 Quantity/Usage

1.8 Overview of Solicitation Process

1.9 Funding

1.10 Award of Contract

1.11 Statements of Work

1.12 Additional Products and Services

2. SCHEDULE

3. ADMINISTRATIVE REQUIREMENTS

3.1 Request for Quotation and Qualification Coordinator (Proper Communication)

3.2 Vendor Questions

3.3 Preproposal Conference

3.4 Vendor Complaints Regarding Requirements and Specifications

3.5 Response Contents

3.6 Response Requirements

3.7 Delivery of Responses

3.8 Proprietary or Confidential Information

3.9 Cost of Response Preparation

3.10 Administrative Clarifications

3.11 Proprietary Information/Public Disclosure

3.12 Waive Minor Administrative Irregularities

3.13 Errors in Response

3.14 Amendments/Addenda

3.15 Right to Cancel

3.16 Contract Requirements

3.17 Incorporation of Documents into Contract

3.18 No Best and Final Offer

3.19 No Costs or Charges

3.20 Minority and Women’s Business Enterprises

3.21 No Obligation to Contract/Buy

3.22 Non-Endorsement and Publicity

3.23 Withdrawal of Response

3.24 Optional Vendor Debriefing

3.25 Protest Procedures

3.26 Selection of Apparently Successful Vendor

3.27 Electronic Availability

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3.28 Allowable Additions

4 VENDOR REQUIREMENTS

4.1 (M) Vendor Requirements

4.2 (M) Vendor Profile

4.3 (M) OEM Certifications and Experience

4.4 (M) Use of Subcontractors

4.5 (M) Insurance

4.6 (M) Invoice Requirements

4.7 (M) Vendor Account Manager

4.8 (M) Vendor Licensed to do Business in Washington

4.9 (M) Prior Contract Performance

4.10 (M) Highest Standard

4.11 (D) Vendor Employee Arbitration Clause

4.12 (M) Assumption of WaTech Account

4.13 (M) Account Support

4.14 (M) In-State Presence / Regional Support Location

4.15 (MS 5) In-State Customer Base

4.16 (M) Equipment, Components and Spare Parts

4.17 (M) IVR Application Development

4.18 (M) Software Programming

4.19 (M) Business Partners

4.20 (M) Statewide Vendor Registration

4.21 (M) Fulfillment Partner Management

5. TECHNICAL AND SERVICE REQUIREMENTS

5.5 (M) Hardware Useful Life

5.6 (MS 10) Logistical Support and Sparing

5.7 (MS 5) Emergency System Replacement

5.8 (MS 5) System Implementation

6. SYSTEM SUPPORT REQUIREMENTS

6.1 (M) System Delivery

6.2 (M) Acceptance Testing

6.3 (M) Equipment and Software Documentation

6.4 (M) Installation Overview

6.5 (M) Documentation

6.6 (M) Training

6.7 (M) Warranty

6.8 (M) Response Requirement

6.9 (M) Maintenance Plans

6.10 (M) Emergency Maintenance

6.11 (M) Routine Maintenance

6.13 (M) Common Features –All Maintenance Plans

6.14 (M) Plan 1: Business Hour PBX Maintenance

6.15 (M) Avaya Voice Messaging Maintenance

6.16 (M) IVR Maintenance

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6.17 (M) CMS Maintenance

6.18 (M) Software

6.19 (M) Other Maintenance Rates

6.20 (M) Discount for annual payment

6.21 (M) Performance Reporting

6.22 (M) Notification and Escalation Procedures

6.23 (M) Preventive Maintenance

6.24 (M) Scheduling Maintenance

6.25 (M) Maintenance Log

6.26 (M) Trouble Reporting

6.27 (M) Trouble Log

6.28 (M) Incident Reports

6.29 (M) Short Term Parts Availability

6.30 (M) Failure To Respond or Notify

6.31 (M) Emergency Replacement Program

6.32 (M) Invoicing

6.33 (M) Service Levels

7. FINANCIAL QUOTE REQUIREMENTS

7.1 Overview

7.2 Taxes

7.3 Responses

7.4 Miscellaneous Expenses

7.5 Presentation of All Cost Components

7.6 Financial Grounds for Disqualification

7.7 (MS 100) Cost Model

7.8 Price Protection

7.9 (M) Completion of Cost Model

7.10 (M) Avaya Pricing

8. EVALUATION PROCESS

8.1 Overview

8.2 Administrative Screening

8.3 Mandatory Requirements

8.4 Cost Model Evaluation

8.5 Qualitative Review and Scoring

8.6 Technical and Financial Evaluation

8.7 Allocation of Points

8.8 Vendor Response Total Score

8.9 Selection of Apparently Successful Vendor

8.10 Contract Negotiations

Appendix A: Certifications and Assurances Appendix B: Model Contract Appendix C: MWBE Participation Form [if applicable] Appendix D: Protest Procedures Appendix E: Cost Model Appendix F: Critical Items When Responding

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SECTION 1

1. INTRODUCTION

1.1 Business Objective

The objective of this Request for Quotation and Qualifications (RFQQ) is to establish a competitively acquired contract that can be used by Washington State Washington Technology Solutions (WaTech) to purchase Avaya hardware, software, maintenance and services. This contract is for use by the WaTech Local Telephone Services (LTS) section to provide shared telephone services to authorized WaTech customers. This Contract may be used only by WaTech and WaTech Customers, as listed in Appendix H, that receive managed Avaya PBX Services from WaTech. In order to be eligible to purchase under this Contract, WaTech Purchasing Customers must receive managed telephone services from WaTech’ Network Services Division (NSD) and be preauthorized in writing by WaTech to purchase from this Contract. Vendor agrees to not to provide products or services under this Contract to any entities other than those identified in writing by WaTech Purchasing Customers. For the avoidance of doubt, WaTech Customers who need independently obtain equipment as part of the WaTech managed service may use this Contract as a purchasing vehicle if the WaTech Purchasing Customer deems all competitive process requirements have been met.

This RFQQ will be run as a competitive process without advantage to any incumbent supplier. WaTech will ensure competitive pricing for all products and services that are not purchased direct from the original technology or service providers, while reserving the right to negotiate terms direct with the original technology or service providers.

WaTech reserves the right to purchase the specific Professional Services from the Apparently Successful Vendors (ASV) at WaTech’ discretion.

1.2 Background

WaTech, also known as Washington Technology Solutions (WaTech), provides telecommunications, computing, and digital government services to more than 300 state agencies, boards and commissions, local governments, tribal organizations, and qualifying non-profits. WaTech operates a secure, statewide standards-based telecommunications network providing reliable, economical voice, data and video communications.

The WaTech data center is one of the largest in the Northwest, combining both client server and mainframe computing in a secure, controlled environment. For more information, visit the WaTech Web site at www.watech.wa.gov.

Washington Technology Solutions provides telecommunications, computing and digital government services to more than 200 government agencies, boards and commissions, local governments, tribal organizations and qualifying non-profits. WaTech is a full cost recovery service provider. All of the costs associated with WaTech services to include personnel, facilities, contracted service costs, equipment, taxes and maintenance are recovered in the rates that WaTech charges its customers for its various services.

The WaTech telephony network currently includes:

http://www.watech.wa.gov/

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• 16 Avaya Communications Manager with over 30,000 stations connected on an enterprise class network.

• System and Session manager and Session border controllers with SIP connections between switches, devices and networks.

• 30,000 + Avaya station licenses.

• 16,000 + Avaya Messaging Voice mail licenses.

• 2500 + call center agents that use direct connections and IP agents.

• 1 Avaya Call Management Systems (CMS) connected to multiple Avaya

Communication Manager.

• 2 Experience Portals systems with multiple custom applications.

A listing of these sites and their ST numbers is included as two workbooks in Appendix E WaTech maintains a professional staff of project managers, technicians and customer service representatives on staff. The technicians monitor the system, respond to customer trouble tickets and repair most service affecting software issues statewide. Project managers are responsible for new installations, tailoring complex applications and helping customers plan for new services and assisting them with any service issues they encounter. The Customer Service staff provides advice on system features and implements orders for moves, adds and changes and enters order activity in billing. They also provide advice and assistance on available services.

1.3 Acquisition Authority

The Department of Enterprise Services (DES) has authority over goods and services under RCW 39.26 and sets processes for procuring information technology based on the policies and standards set by the Technology Services Board. Chapter 43.41A of the Revised Code of Washington (RCW) as amended establishes the Washington State Technology Services Board (TSB). While the TSB does not purchase for agencies, it establishes policies and standards addressing how the manner in which state agencies may acquire information technology equipment, software, and services.

RCW 39.26.100(2) provides WaTech with an exemption from the DES’ procurement rules and requirements. Specifically, the competitive procurement rules stated by Department of Enterprise Services do not apply to WaTech. Thus WaTech is contracting for the following:

Services and activities that are necessary to establish, operate, or manage the state data center, including architecture, design, engineering, installation, and operation of the facility, that are approved by the Technology Services Board (TSB).

The acquisition of proprietary software for or part of the provision of services offered by WaTech.

The acquisition of information technology services necessary for or part of the provision of services offered by WaTech.

This RFQQ is issued in good faith, but it does not guarantee an award of contract, nor does it represent any commitment to purchase whatsoever.

http://app.leg.wa.gov/rcw/default.aspx?cite=39.26.100

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1.4 Contract Term

If a Contract is awarded, the Contract’s initial term shall be three (3) years commencing upon the date of execution by WaTech. After the initial term, WaTech may extend the Contract for up to four (4) additional years.

1.5 Definitions

“ACD” shall mean Automated Call Distribution.

“Acceptance Testing” shall mean the process for ascertaining that the Product meets the standards set forth in the section titled Technical Requirements, prior to Acceptance by WaTech.

“Apparently Successful Vendor” (ASV) shall mean the Vendor(s) who: (1) meets all the requirements of this RFQQ, and (2) receives the highest number of total points.

“Business Days” shall mean Monday through Friday, excluding state holidays.

“Business Hours” shall mean 7:00 A.M, through 6:00 PM, Pacific Time, Monday through Friday, excluding state holidays.

“CMS” shall mean Call Management System.

“Contract” shall mean the RFQQ, the Response, Contract document, all schedules and exhibits, and all amendments.

“CTI” shall mean Computer Telephone Integration.

“Delivery Date” shall mean the date by which the ordered Products and/or services must be delivered.

“Desirable” or “(D)” shall mean the requirement is important but not mandatory. The Response will not be scored.

“Desirable Scored” or “(DS)” shall mean the requirement is important but not mandatory, and the Response will be scored.

“Equipment” shall mean the Avaya Branded Private Branch Exchange, Call Management System, and Interactive Voice response products as set forth in this RFQQ, Section 4.11, titled (M) Equipment, Components and Spare Parts “IDF” shall mean Intermediate Distribution Frame.

“Installation Date” shall mean the date by which all Products ordered as a result of this RFQQ shall be in place, in good working order, and ready for Acceptance Testing.

“IVR” shall mean Interactive Voice Response.

“License” shall mean the right to use the Software, firmware, or other microcode necessary to the effective functioning and operations of the Equipment.

“MDF” shall mean Main Distribution Frame.

“NOC” shall mean Vendor’s Network Operation Center.

“Normal Business Hour(s)” shall mean the State of Washington normal business day, 8:00 a.m. to 5:00 p.m., Pacific Time.

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“PBX” shall mean Private Branch Exchange System.

“UPS” shall mean Uninterruptible Power System.

“Mandatory” or “(M)” shall mean the Vendor must comply with the requirement, and the Response will be evaluated on a pass/fail basis.

“Mandatory Scored” or “(MS)” shall mean the Vendor must comply with the requirement, and the Response will be scored.

“Purchaser” shall mean the Washington State Washington Technology Solutions (WaTech).

“RCW” shall mean the Revised Code of Washington.

“Response” shall mean the written proposal submitted by Vendor to WaTech in accordance with this RFQQ. The Response shall include all written material submitted by Vendor as of the date set forth in the RFQQ schedule or as further requested by WaTech.

“Services” shall mean those Services provided by Vendor relating to the solicitation, deployment, development and/or implementation activities that are appropriate to the scope of this solicitation.

“Software” shall mean the object code version of computer programs Licensed pursuant to the Contract. Software also means the source code version, where provided by Vendor.

Embedded code, firmware, internal code, microcode, and any other term referring to software residing in the equipment that is necessary for the proper operation of the Equipment is not included in this definition of Software. Software includes all prior, current, and future versions of the Software and all maintenance updates and error corrections.

“State” shall mean the state of Washington.

“Statement of Work” (SOW) shall mean a separate written agreement describing installation or development services between Vendor and WaTech or End User(s) for Vendor’s Services to be accomplished under the terms and conditions of the resulting Contract.

“Subcontractor” shall mean one not in the employment of Vendor, who is performing all or part of the Equipment and/or Services under the resulting Contract under a separate contract with Vendor. The term “Subcontractor” means Subcontractor(s) of any tier.

“Vendor” shall mean a company, organization, or other entity submitting a Response to this RFQQ.

“WaTech” shall mean the Washington State Washington Technology Solutions.

“WaTech Purchasing Customer” shall mean Customers must receive managed telephone services from TSD and be preauthorized in writing by WaTech to purchase from this Contract.

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1.6 Single Award

WaTech will award one (1) contract to the vendor who meets all RFQQ requirements and offers the User Experience Consultant Service at the best value to the State as detailed in Section 7.

1.7 Quantity/Usage

Since the Contract resulting from this solicitation will be designated as “optional-use,” no guarantee of volume or usage can be given.

1.8 Overview of Solicitation Process

The evaluation process will comprise of successive steps of evaluation that will narrow the pool of competitors to assure only the highest scoring finalists’ move to the next Step in the evaluation process. WaTech, at its sole discretion, will determine the number of top scoring competitors to move to the next Step.

Step 1: A preliminary examination of the completeness and validity of responses. All responsive vendors will move to Step 2.

Step 2: An evaluation to determine compliance with requirements and financial evaluation. The financial review will look at commercial risk and cost analysis of all pricing, project schedules, terms and conditions contained within the Response. WaTech may conduct a reference check of the vendors.

Step 3: Announce ASV.

1.9 Funding

Any contract awarded as a result of this procurement is contingent upon the availability of funding.

1.10 Award of Contract

After completing the evaluation phase of the process, we will enter into contractual negotiations with one ASV with a view to finalizing contract. Award of contract will depend on a satisfactory outcome to these negotiations.

1.11 Statements of Work

Any services performed for a Purchaser under the resulting Contract shall be documented in a SOW established between the Purchaser and the Vendor. The SOW will reference the Contract by number, the SOW term, provide a description of the scope of work to be performed, and provide the estimated total cost of the project. Multiple SOWs may be entered into between the parties to document the activities necessary to perform the work herein.

1.12 Additional Products and Services

Additional Products or Services that are determined by WaTech to be appropriate to the scope of this acquisition may be added to the Contract.

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SECTION 2

2. SCHEDULE

This RFQQ is being issued under the following Schedule. The Response deadlines are mandatory and non-negotiable. Failure to meet any of the required deadlines will result in disqualification from participation. All times are local Olympia time.

EVENT DATE

RFP Issued July 16, 2026 Preproposal Conference July 23, 10am PST

Final Vendor Questions & Comments July 29, by 12:00pm (noon) PST State’s Final Written Answers issued August 3, 2026

Responses due by NOON August 6, by 12:00pm (noon) PST Evaluation period August 6-17, 2026

Announcement of ASV August 20, 2026 Vendor Request for Optional Debriefing due August 24, 2026

Optional Vendor Debriefings August 25, 2026 Contract available for work on or before September 1, 2026

WaTech reserves the right to revise the above schedule.

State of Washington Avaya PBX Washington Technology Solutions Page 10 26-RFQQ-004

SECTION 3

3. ADMINISTRATIVE REQUIREMENTS

COMPLIANCE WITH ALL SECTIONS OF SECTION 3 IS REQUIRED. FAILURE TO FOLLOW

THESE ADMINISTRATIVE REQUIREMENTS MAY RESULT IN IMMEDIATE

DISQUALIFICATION.

3.1 Request for Quotation and Qualification Coordinator (Proper Communication) Upon release of this RFQQ, all Vendor communications concerning this solicitation must be directed to the RFQQ Coordinator listed below. With the exception of the Office of Minority and Women’s Business Enterprises, (reference Subsection 3.20), unauthorized contact regarding this solicitation with other state employees involved with the solicitation may result in disqualification. All oral communications will be considered unofficial and non-binding on the State. Vendors should rely only on written statements issued by the RFQQ Coordinator.

Jessica Smith RFQQ Coordinator Washington Technology Solutions (WaTech) Phone: 360.407.8765 Email: jessica.smith@watech.wa.gov

Backup RFQQ Coordinator Washington Technology Solutions (WaTech) Contact Name: Joanna Colvin Phone: 360.485.1955 E-mail Address: joanna.colvin@watech.wa.gov

3.2 Vendor Questions

It is the Vendor’s responsibility to remedy any ambiguity, inconsistency, error or omission within this document before submitting their Response. Vendors shall submit all requests to the contact above no later than 12:00 pm (noon) on the closing date stated in Section 2. An official written WaTech response will be provided for Vendor questions received by this deadline.

Written responses to Vendor questions will be posted on the WaTech website:

http://watech.wa.gov/procurement-announcements.

3.3 Preproposal Conference

WaTech shall conduct a pre-proposal conference on the time and date provided in the Schedule, via a teleconference, which is also listed below. Attendance is not mandatory, however a pre-proposal amendment, and amended RFP, if applicable, will be posted by the timeline stated in the Schedule.

Join: https://teams.microsoft.com/meet/287365006749912?p=vjHHshHCIxT7FhM6iE Meeting ID: 287 365 006 749 912 Passcode: rd9yB6n8

Need help? | System reference mailto:jessica.smith@watech.wa.gov mailto:joanna.colvin@watech.wa.gov http://watech.wa.gov/procurement-announcements https://teams.microsoft.com/meet/287365006749912?p=vjHHshHCIxT7FhM6iE https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODdlMTdiM2QtYWUwZC00YmUyLThhMWEtMjk5YzlkZDBmZjhl%40thread.v2/0?context=%7b%22Tid%22%3a%2211d0e217-264e-400a-8ba0-57dcc127d72d%22%2c%22Oid%22%3a%22eb0baf8e-d4ed-4d02-a04b-92e6d0f0c330%22%7d

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Dial in by phone +1 564-999-2000,,606743125# United States, Olympia Find a local number Phone conference ID: 606 743 125# For organizers: Meeting options | Reset dial-in PIN

3.4 Vendor Complaints Regarding Requirements and Specifications Vendors may submit specific complaints in writing to the RFQQ Coordinator, if Vendor believes requirements exist that unduly constrain competition. The complaint must be made in writing to the RFQQ Coordinator before the Response due date. The complaint must state how the requirement unduly constrains competition and provide the relevant facts, circumstances and documentation. The solicitation process may continue.

3.5 Response Contents

The Response must contain information responding to all mandatory requirements contained in this RFQQ, and must include the signature of an authorized Vendor representative on all documents required in the appendices.

The Response should be submitted in two (2) volumes containing what is listed below. This separation of documentation protects the integrity of the State’s evaluation process. No mention of the cost response may be made in Volume 1.

Volume 1:

• Vendor’s cover letter explicitly acknowledging receipt of all RFQQ revisions issued, if any.

• The Response to the Vendor Requirements (Section 4).

• The Response to Technical and Service Requirements (Section 5).

Volume 2:

• The Responses to the Financial Requirements (Section 6) and Cost Model (Appendix E).

• Vendor’s signed and completed Certifications and Assurances (Appendix A).

• Vendor’s exceptions and/or proposed revisions to the Proposed Contract (Appendix B).

• Vendor’s MWBE Certification (Appendix C), if applicable.

Failure to provide any requested information in the prescribed format may result in disqualification of the Vendor.

3.6 Response Requirements

Please pay attention to the following:

The signature block in Certifications and Assurances (Appendix A), must be signed by a representative authorized to bind the company to the offer.

Vendor must respond to each requirement. Failure to comply with any applicable item may result in the Response being disqualified. In each requirement title is a designation indicating how the Response will be evaluated:

For Mandatory Requirements (M), the Response must always indicate explicitly whether or not the Vendor’s proposed Software/Services meet the requirement. A statement, “(Vendor Name) has read, understands, and fully complies with this requirement” is acceptable, along with any additional information requested.

tel:+15649992000,,606743125 https://dialin.teams.cloud.microsoft/811a9140-4f87-4b3b-b4e5-c0df12d33f3f?id=606743125 https://teams.microsoft.com/meetingOptions/?organizerId=eb0baf8e-d4ed-4d02-a04b-92e6d0f0c330&tenantId=11d0e217-264e-400a-8ba0-57dcc127d72d&threadId=19_meeting_ODdlMTdiM2QtYWUwZC00YmUyLThhMWEtMjk5YzlkZDBmZjhl@thread.v2&messageId=0&language=en-US https://dialin.teams.cloud.microsoft/usp/pstnconferencing

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For Mandatory Scored (MS) and Desirable Scored (DS) items, the Response must always indicate explicitly whether or not the Vendor's proposed Vendor’s Software/Services will accomplish each requirement or are desirable as it relates to the service(s) proposed.

Response prices must be submitted using form provided. Separate price quotes attached to this document or submitted in some other form will not be accepted as a valid Response.

The Response, as well as any reference materials presented by Vendor, must be written in English and Vendor must provide all rates in United States dollars.

3.7 Delivery of Responses

All proposals must arrive via an attachment to e-mail to the RFQQ Coordinator at the email address above, on the proposal due date and time stated in Section 2. Vendors should allow sufficient time to ensure timely receipt of the proposal by the RFQQ Coordinator. Responses arriving in in the RFQQ Coordinator’s inbox after the time stated in Section 2 will be considered to be Late Reponses, will not be accepted, and will automatically be disqualified from further consideration. The "receive date/time" posted by WaTech’ email system will be used as the official time stamp but may not reflect the exact time received.

WaTech assumes no responsibility for delays caused by Vendor’s e-mail, network problems or any other party. All Responses must strictly adhere to the format and file naming conventions set forth herein. Zipped files cannot be received by WaTech and cannot be used for submission of Responses.

3.8 Proprietary or Confidential Information

Any information contained in the Response that is proprietary or confidential must be clearly designated. Marking of the entire Response or entire sections of the Response as proprietary or confidential will not be accepted nor honored. WaTech will not accept Responses where pricing is marked proprietary or confidential, and the Response will be rejected.

To the extent consistent with chapter 42.56 RCW, the Public Disclosure Act, WaTech shall maintain the confidentiality of Vendor’s information marked confidential or proprietary. If a request is made to view Vendor’s proprietary information, WaTech will notify Vendor of the request and of the date that the records will be released to the requester unless Vendor obtains a court order enjoining that disclosure. If Vendor fails to obtain the court order enjoining disclosure, WaTech will release the requested information on the date specified.

The State’s sole responsibility shall be limited to maintaining the above data in a secure area and to notify Vendor of any request(s) for disclosure for so long as WaTech retains Vendor’s information in WaTech records. Failure to so label such materials or failure to timely respond after notice of request for public disclosure has been given shall be deemed a waiver by Vendor of any claim that such materials are exempt from disclosure.

3.9 Cost of Response Preparation

WaTech will not reimburse Vendors for any costs associated with preparing or presenting a Response to this RFQQ.

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3.10 Administrative Clarifications

WaTech reserves the right to contact Vendor for clarification of Response contents.

3.11 Proprietary Information/Public Disclosure

Any information contained in the Response that is proprietary or confidential must be clearly designated. Marking of the entire Response or entire sections of the Response as proprietary or confidential will not be accepted nor honored. WaTech will not accept Responses where pricing is marked proprietary or confidential, and the Response will be rejected.

To the extent consistent with Chapter 42.56 RCW, the Public disclosure Act, WaTech shall maintain the confidentiality of Vendor’s information marked confidential or proprietary. If a request is made to view Vendor’s proprietary information, WaTech will notify Vendor of the request and of the date that the records will be released to the requester unless Vendor obtains a court order enjoining that disclosure. If Vendor fails to obtain the court order enjoining disclosure, WaTech will release the requested information on the date specified.

The State’s sole responsibility shall be limited to maintaining the above data in a secure area and to notify Vendor of any request(s) for disclosure for so long as WaTech retains Vendor’s information in WaTech records. Failure to so label such materials or failure to timely respond after notice of request for public disclosure has been given shall be deemed a waiver by Vendor of any claim that such materials are exempt from disclosure.

3.12 Waive Minor Administrative Irregularities

WaTech reserves the right to waive minor administrative irregularities contained in any Response. Additionally, WaTech reserves the right, at its sole option, to make corrections to Vendors’ Responses when an obvious arithmetical error has been made in the price quotation.

Vendors will not be allowed to make changes to their quoted price after the Response submission deadline.

3.13 Errors in Response

Vendors are liable for all errors or omissions contained in their Responses. Vendors will not be allowed to alter Response documents after the deadline for Response submission. WaTech is not liable for any errors in Responses. WaTech reserves the right to contact Vendor for clarification of Response contents.

3.14 Amendments/Addenda

WaTech reserves the right to change the Schedule or other portions of this RFQQ at any time.

Any changes or corrections will be by one or more written amendment(s), dated, and attached to or incorporated in and made a part of this solicitation document. If there is any conflict between amendments, or between an amendment and the RFQQ, whichever document was issued last in time shall be controlling.

3.15 Right to Cancel

With respect to all or part of this RFQQ, WaTech reserves the right to cancel or reissue at any time without obligation or liability.

http://apps.leg.wa.gov/RCW/default.aspx?cite=42.56

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3.16 Contract Requirements

To be responsive, Vendors must indicate a willingness to enter into a Contract substantially the same as the Contract in Appendix B, by signing the Certifications and Assurances (Appendix A). Any specific areas of dispute with the attached terms and conditions must be identified in the Response and may, at the sole discretion of WaTech, be grounds for disqualification from further consideration in the award of a Contract.

Vendor must explain why each item proposed as additional contract terms is in WaTech’ best interest as a customer and how it will support WaTech’ business objectives. Under no circumstances is a Vendor to submit their own standard contract terms and conditions as a response to this solicitation.

Instead, Vendor must review and identify the language in Appendix B that Vendor finds problematic, state the issue, and propose the language or contract modification Vendor is requesting. WaTech expects the final Contract signed by the ASV to be substantially the same as the contract located in Proposed Contract (Appendix B).

If Responses are from a Reseller, wherever the suppliers offers selected customers more suitable terms and conditions of supply, Vendors shall recommend these terms and help WaTech to obtain them wherever possible.

Where terms and conditions cannot be changed and may have negative consequences on the quality of goods and services or their supply, Vendors are required to recommend methods of mitigating or limiting these negative consequences.

The foregoing should not be interpreted to prohibit either party from proposing additional contract terms and conditions during negotiation of the final Contract.

The ASV will be expected to execute the Contract within ten (10) Business Days of its receipt of the final Contract. If the selected Vendor fails to sign the Contract within the allotted ten

(10) days’ time frame, WaTech may elect to cancel the award, and award the Contract to the next ranked Vendor, or cancel or reissue this solicitation.

3.17 Incorporation of Documents into Contract

This solicitation document and the Response will be incorporated into any resulting Contract.

3.18 No Best and Final Offer

WaTech reserves the right to make an award without further discussion of the Response submitted; i.e., there will be no best and final offer request. Therefore, the Response should be submitted on the most favorable terms that Vendor intends to offer.

3.19 No Costs or Charges

No costs or charges under the proposed Contract may be incurred before the Contract is fully executed.

3.20 Minority and Women’s Business Enterprises

WaTech strongly encourages participation of minority and women businesses. Vendors who are Minority and Women’s Business Enterprises (MWBE) certified or intend on using MWBE

Washington Technology Solutions Page 15 26-RFQQ-004 certified Subcontractors are encouraged to identify the participating firm on Appendix C. No minimum level of MWBE participation is required as a condition of receiving an award and no preference will be included in the evaluation of Responses in accordance with chapter 39 RCW. For questions regarding the above, contact Office of MWBE at (360) 753-9693.

3.21 No Obligation to Contract/Buy

WaTech reserves the right to refrain from Contracting with any and all Vendors. Neither the release of this solicitation document nor the execution of a resulting Contract obligates WaTech to make any purchases.

3.22 Non-Endorsement and Publicity

In selecting a Vendor to supply Products to the state of Washington, the State is neither endorsing Vendor’s Products, nor suggesting that they are the best or only solution to the State’s needs. By submitting a Response, Vendor agrees to make no reference to WaTech or the state of Washington in any literature, promotional material, brochures, sales presentation or the like, regardless of method of distribution, without the prior review and express written consent of WaTech.

3.23 Withdrawal of Response

Vendors may withdraw a Response that has been submitted at any time up to the Response due date and time (identified on the Schedule, Section 2). To accomplish Response withdrawal, a written request signed by an authorized representative of Vendor must be submitted to the RFQQ Coordinator. After withdrawing a previously submitted Response, Vendor may submit another Response at any time up to the Response submission deadline.

3.24 Optional Vendor Debriefing

Vendors who submit a Response may request an optional debriefing conference to discuss the evaluation of their Response. The requested debriefing conference must occur on or before the date specified in the Schedule (Section 2). The request must be in writing (fax or e-mail acceptable) addressed to the RFQQ Coordinator.

The optional debriefing will not include any comparison between the Response and any other Responses submitted. However, WaTech will discuss the factors considered in the evaluation of the requesting the Response and address questions and concerns about Vendor’s performance with regard to the solicitation requirements.

3.25 Protest Procedures

Vendors who have submitted a Response to this solicitation and have had a debriefing conference may make protests. Upon completion of the debriefing conference, a Vendor is allowed five (5) Business Days to file a formal protest of the solicitation with the RFQQ Coordinator. Further information regarding the grounds for, filing and resolution of protests is contained in Protest Procedures (Appendix D).

http://apps.leg.wa.gov/rcw/default.aspx?Cite=39 http://apps.leg.wa.gov/rcw/default.aspx?Cite=39

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3.26 Selection of Apparently Successful Vendor

All Vendors responding to this solicitation will be notified by mail or e-mail when WaTech has determined the ASV(s). The ASV(s) will be the respondent who:

• Meets all the requirements of this RFQQ; and

• Submits the response that achieves the highest total score (see Section 7).

The date of announcement of the ASV(s) will be the date the announcement letter is postmarked, or if emailed the date the e-mail is sent.

3.27 Electronic Availability

The contents of this RFQQ and any amendments/addenda and written answers to questions will be available on the WaTech web site at: http://watech.wa.gov/procurement-announcements. The document(s) will be available in Microsoft Word & Excel.

3.28 Allowable Additions

Vendors who have executed a Contract may revise their offerings to reflect changed Products and Services appropriate to the scope of the Contract, and may submit new Products and Services with associated prices subject to provisions set forth in the Contract terms and conditions. New or changed Products and Services submitted by Vendor shall meet mandatory requirements established in this solicitation document or subsequent revisions, and may be included in the Contract at the option of WaTech and shall be accomplished via an amendment to the Contract. A Contract amendment shall not be required for products added to the Avaya price list, if such products are in one of the categories covered in the scope of this acquisition. Any new products approved by the Contract Administrator will be subject to the product discount in effect at that time.

http://watech.wa.gov/procurement-announcements

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SECTION 4

4 VENDOR REQUIREMENTS

COMPLIANCE WITH ALL SECTIONS OF SECTION 4 IS REQUIRED. FAILURE TO FOLLOW

THESE ADMINISTRATIVE REQUIREMENTS MAY RESULT IN IMMEDIATE

DISQUALIFICATION

4.1 (M) Vendor Requirements Vendors must state in their response that they have read, understand, and will fully comply with each of the following Requirements.

4.1.1 Vendor’s RFQQ response has been signed by an individual authorized to bind the responding organization in a Contract.

4.1.2 Vendor has read, understands, and fully accepts the procedures, review criteria, and all other administrative requirements set forth in this RFQQ.

4.1.3 Vendor will be the single focal point for all issues related to purchase of service, billing, and problem resolution.

4.2 (M) Vendor Profile

4.2.1 Vendor must provide a description of their company (including business locations, size, areas of specialization and expertise, client base, and any other pertinent information that would aid an evaluator in formulating a determination about the stability and strength of the entity), including the Vendor organization’s experience and history with providing Avaya Products and Services.

4.2.2 The legal entity – for example, a private or public corporation – together with its name and registered address.

4.2.3 The total number of years the legal entity has been in business and, if appropriate, the number of years under the present business name.

4.3 (M) OEM Certifications and Experience

4.3.1 Vendors selected to perform work under this contract, must be the original equipment manufacturer or, as of the response due date, be an Avaya Diamond Business Partner in the United States. WaTech will verify this status using the partner locator on the Avaya website http://www.avaya.com/usa/partner-locator/ or if necessary through written correspondence with Avaya.

4.3.2 In the event that the vendor loses its Diamond rating the State at its sole discretion may decide whether or not to terminate any contract resulting from this RFQQ.

4.3.3 Vendor must have a minimum of thirty-six (36) months’ experience supplying, installing, servicing and maintaining Avaya PBXs & equipment substantially similar to those listed in Appendix E.

http://www.avaya.com/usa/partner-locator/

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4.4 (M) Use of Subcontractors

WaTech will accept Responses that include third party involvement only if the Vendor submitting the Response agrees to take complete responsibility for all actions of such Subcontractors. Vendors must state whether Subcontractors are/are not being used. WaTech reserves the right to approve or reject any and all Subcontractors that Vendor proposes.

Specific restrictions apply to contracting with current or former state employees pursuant to chapter

42.52 RCW. Vendors should familiarize themselves with the requirements prior to submitting a Response.

4.5 (M) Insurance The ASV will be required to obtain insurance to protect the State should there be any claims, suits, actions, costs, or damages or expenses arising from any negligent or intentional act or omission of the Vendor or its Subcontractor(s), or their agents, while performing work under the terms of any Contract resulting from this solicitation. Vendors will find a complete description of the specific insurance requirements in the proposed contract terms in Appendix B, Terms and Conditions.

4.6 (M) Invoice Requirements The ASV will submit properly itemized electronic invoices to each purchaser/agency. Invoices shall include, at a minimum:

1) Account number;

2) Invoice number;

3) Bill date;

4) Due date;

5) Vendor name, address and phone number, remittance address if different;

6) Contract number;

7) Net invoice price for each item without applicable Contract discounts;

8) Net invoice price for each item with applicable Contract discounts;

9) Total invoice price excluding sales tax;

10) Sales or other applicable taxes;

11) Total invoice price including sales and other applicable taxes.

4.7 (M) Vendor Account Manager Vendor shall appoint a dedicated Account Manager who will provide oversight of Vendor contract activities. Vendor’s Account Manager will be the principal Point of Contact (POC) concerning Vendor’s performance under this Contract. Vendor shall notify the WaTech Contract Administrator, in writing, when there is a new Vendor Account Manager assigned to this Contract. The Vendor Account Manager information is:

Name of Account Manager:

Address:

Phone:

Email:

Fax:

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4.8 (M) Vendor Licensed to do Business in Washington Within thirty (30) days of being identified as the ASV, Vendor must be licensed to conduct business in the State of Washington, including registering with the Washington State Department of Revenue (DOR). The Vendor must collect and report all applicable taxes.

4.9 (M) Prior Contract Performance

4.9.1 Vendor must submit full details of all Terminations for Default for performance similar to the

Products requested by this RFQQ experienced by the Vendor in the past five (5) years, including the other party’s name, address and telephone number.

4.9.2 “Termination for Default” is defined as notice to Vendor to stop performance due to the Vendor’s non-performance or poor performance and the issue was either: (a) not litigated; or

(b) litigated and such litigation determined the Vendor to be in default.

4.9.3 Vendor must describe the deficiencies in performance and describe whether and how the deficiencies were remedied. Vendor must present any other information pertinent to its position on the matter.

4.9.4 WaTech will evaluate the information and may, at its sole discretion, reject the Response if the information indicates that completion of a Contract resulting from this RFQQ may be jeopardized by selection of the Vendor.

4.9.5 If the Vendor has experienced no such Terminations for Default in the past five years, so declare.

4.10 (M) Highest Standard

Vendor shall abide by the highest standards of care when accessing and working with WaTech and its Customer’s data.

4.11 (D) Vendor Employee Arbitration Clause Pursuant to Executive Order 18-03, WaTech seeks to contract with qualified Vendors that can demonstrate or will certify that their employees are not required to sign, as a condition of employment, mandatory individual arbitration clauses and class or collective action waivers. Please demonstrate or certify.

4.12 (M) Assumption of WaTech Account Vendor must be able to assume responsibility for the WaTech account upon contract award.

Because all of the Avaya systems owned by WaTech are currently in production and are covered by Avaya maintenance contracts, we do not envision the need for a transition period.

4.13 (M) Account Support Vendor must provide the State with each of the following:

4.1.1 A dedicated account manager to oversee all aspects of the State account and who will be the primary contact for resolution of account support issues; and

4.1.2 A dedicated service representative who will assist with support issues or problems; and

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4.1.3 A system engineer to serve as a single point of contact for design and engineering issues.

4.14 (M) In-State Presence / Regional Support Location The Apparently Successful Vendor must have or agree to establish within forty-five (45) days of award notification, a place of business within Washington State. All Authorized Purchaser orders and communications will be through an in-state location and all services provided to Authorized Purchasers will be initiated from an in-state location. Authorized Purchasers shall not be required to deal with any persons other than the contracted Vendor. A Subcontractor cannot fulfill this requirement for Vendor.

As part of the Contract resulting from this RFQQ, the Apparently Successful Vendor must provide the address, phone number, e-mail contact and FAX number of the place of business that meets this requirement.

4.15 (MS 5) In-State Customer Base Describe your current customer base for the Avaya product line in the State of Washington, including number and type of systems located in the state, ports/licenses under maintenance in-state, and functionality supported. Responses detailing supported systems in locations where Purchaser has significant Avaya PBX operations (Reference Appendix E) will receive the highest scores.

4.16 (M) Equipment, Components and Spare Parts Vendor must be an authorized distributor of all Avaya PBX, Voicemail, IVR, Call Recording and CMS systems and products. Vendor must have at least one year experience at providing, installing, monitoring and maintaining Avaya PBXs and associated hardware (UPS, routers, data switches, etc.) and software, IVR systems, Call Recording and Call Management systems.

4.1.4 All PBXs, components, spare parts and ancillary equipment purchased under this agreement must be of new manufacture and in current standard production, unless a requirement for used or refurbished equipment is specifically stated by WaTech in writing.

4.1.5 System and application software purchased for new systems under this agreement must be the most current released version as of the date of purchase unless otherwise stated

Washington Technology Solutions Page 21 26-RFQQ-004 by the purchaser. Vendor must also be able to upgrade WaTech systems to current release software within three (3) months upon request.

4.1.6 Vendor is responsible for ensuring that all PBXs, components, spare parts, software and ancillary equipment purchased under this agreement are operable and installed in accordance with manufacturers’ specifications.

4.1.7 Vendor is responsible for resolving any Avaya equipment compatibility issues associated with interfacing a PBX purchased under this agreement with public or private networks or transmission facilities.

4.17 (M) IVR Application Development

Vendor must be an Experience Portal Application Developer and a member of the Avaya Developer Connection or must provide subcontracted access to Avaya Developer Connection members (http://www.devconnectmarketplace.com/) who are capable of developing integrated IVR applications. Developer must be able to maintain current Experience Portal applications and provide design, development, and maintenance services for new Experience Portal applications. Interactive Northwest, Inc. is the current developer of most of the state’s Avaya Experience Portal applications.

4.18 (M) Software Programming

WaTech may perform station reviews and do some or all of the programming required for new installations or contract with the vendor, at a rate not to exceed Vendor's hourly labor rate shown in Vendor's price list, to do some or all of this work. WaTech will work with the vendor to ensure responsibilities for tasks and timelines are clear. WaTech will be given administrative access to the PBX software to do system programming in advance of system cutover as required.

4.19 (M) Business Partners

Vendor warrants that WaTech will have a direct license, warranty, and or maintenance contract with Avaya. If a Non-OEM Vendor is reselling Avaya maintenance from the Price List, it must arrange with Avaya for a direct license or pass through of the Avaya warranties/terms for the Products/Services and shall obtain the written commitment of Avaya to provide maintenance and support. Vendors must provide a written statement (if Vendor is not Avaya, then the statement must be from the Avaya) that Avaya has dedicated resources during the contract negotiation period set forth in Section 2 to negotiate all applicable terms directly with WaTech prior to the Contract Effective date. For the avoidance of doubt, this clause does not restrict

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WaTech’ ability to procure Avaya goods and services directly from Avaya Fulfillment Partners through other contracts or other competitive processes.

4.20 (M) Statewide Vendor Registration Vendors who are awarded a Contract under this RFQQ must register in the Statewide Vendor Payment Registration system prior to being awarded a contract. The Washington State Office of Financial Management (OFM) maintains a central Vendor registration file for Washington State agencies to process Vendor payments. Purchasers who are Washington state agencies cannot make payments to vendors until the vendor is registered.

To obtain registration materials go to http://www.ofm.wa.gov/isd/vendors.asp. The form has two parts; Part 1 is the information required to meet the above mandatory registration requirement. Part 2 allows the state to pay invoices electronically with direct deposit. The State of Washington urges all vendors to sign up for this payment option. The State of Washington currently makes direct deposit payments using the CCD (Cash Concentration or Disbursement) format and mails invoice / account information to vendors two days prior to the date of deposit.

4.21 (M) Fulfillment Partner Management The Vendor shall manage multiple fulfillment partners to fulfill the Purchasers orders.