EdgeMarket Unified Communications as a Service (UCaaS) RFP Bid no Bid no 269EMCPS- 25-002.pdf

EdgeMarket RFP

269EMPCS-25-002

Unified Communication as a

Service RFP (UCaaS)

This Procurement is issued by EdgeMarket as a Cooperative

Pricing System and Edge as Lead Agency

RFP Release Date: May 6, 2025

RFP Response Due Date: June 17, 2025

RFP Bid No. 269EMCPS-25-002

EdgeMarket RFP 269EMCPS-25-002 Unified Communications as a Service RFP (UCaaS)

269EMCPS-25-002

i UCaaS RFP

Contents Contents ....................................................................................................................................................................... i

Key Dates Form

RFP Official Contact

1 OVERVIEW

1.1 Statement of Purpose

Objectives

Goals

Key Drivers

Anticipated Award

Solution Pricing

Omnibus Procurement

1.2 About NJEdge (“Edge”)

Our Mission

Our Vision

Our Services

1.3 About Edge/EdgeMarket Procurements

Edge as a Lead Agency and EdgeMarket as a Cooperative Pricing System

Edge as a Cooperative Pricing System

Benefits of Becoming an EdgeMarket Vendor

How EdgeMarket RFPs Become EdgeMarket Master Agreements

EdgeMarket Participants

EdgeMarket Contracts Satisfy Procurement Requirements

1.4 Master Agreement

How Master Agreements Will Work

1.5 Casual Entity References

EdgeMarket; Cooperative Pricing System; Co-op

Clients

Vendor; Service Provider; Provider; Respondent et al

2 PROPOSAL SPECIFICATIONS

2.1 Method of Response; Bid Response Platforms

Electronic Bids via BidNet Direct

DecisionDirector®

2.2 Requirements Specifications

Executive Summary ii UCaaS RFP

Other Documents

Technical Proposal

Price Proposal

Attaching Additional Documents

3 BIDDER QUALIFICATIONS

3.1 References

3.2 Financials

3.3 Failure to Provide

4 BID SUBMISSION REQUIREMENTS

4.1 Submittal Instructions - BidNet

4.2 Additional Submittal Instructions - DecisionDirector

Online DecisionDirector Home Page for This RFP

Example DecisionDirector Screens

4.3 Bidder Questions

4.4 Pre-Bid Proposal Meeting

4.5 Site Visit

4.6 Bid Opening

4.7 Minor Irregularities

4.8 Extraneous Terms

5 METHOD OF EVALUATION AND AWARD

Administrative Review

Proposal Evaluation Committee

Solution Evaluation

Cost Evaluation

Oral Presentation/Clarification of Proposal

Demonstration

Evaluation and Selection

Contract Negotiation

6 INTENTIONALLY BLANK

7 GENERAL INFORMATION

7.1 EdgeMarket Reserved Rights

7.2 Contract Award

iii UCaaS RFP

7.3 Post-Award Procedures

Debriefing

Contract Award Protest Procedures

8 GENERAL TERMS, AND CONDITIONS FOR SUBMISSION

8.1 Free and Open Competition

8.2 Notification of Errors, Inquiries, and Interpretation

8.3 No Claims or Rights

8.4 Conflict of Interest

8.5 Acceptance of RFP Content

8.6 Services Outside THE Scope of the Contract Awarded

8.7 Binding Effect

8.8 Confidentiality/Freedom of Information Law

8.9 Data Privacy and Security

Data Privacy

Data Security

New Jersey Information Breach and Notification Requirements

Service Levels

Disaster Recovery

Data Portability

8.10 Office of Federal Contract Compliance Programs

8.11 Governing Law

8.12 Independent Contractor

8.13 Subcontracting

8.14 Compliance

8.15 Indemnification

8.16 Liability

8.17 Insurance

8.18 Termination

8.19 Smoke-Free Campus

8.20 Affirmative Action Requirements

8.21 Americans with Disabilities Act

iv UCaaS RFP

8.22 Bid Guarantee and Bonding Requirements (N.J.S.A.40A:11-21;22)

8.23 Statement of Ownership (N.J.S.A. 52:25-24.2 and 40A:11-23.2)

8.24 Proof of Registration

8.25 Non-Collusion Affidavit

8.26 Political Contributions Disclosure Form (Pay to Play

8.27 Acknowledgment of Receipt of Addenda N.J.S.A. 40A:11-23.2

8.28 Disclosure of prohibited activities in Russia and Belarus & Investment Activities in Iran

8.29 Disclosure of Activities in Northern Ireland (McBride Principles)

8.30 Bid Price Guarantee – Sixty (60) Days N.J.S.A. 40A:11-24

8.31 Bid Prices

8.32 Administrative Fee

8.33 Right to Audit

8.34 Quarterly Report of Sales

8.35 Questions, RFP Terms, Challenges, and Exceptions

8.36 Bid Submission Checklist

8.37 Document Development Matrix

1 UCaaS RFP

Key Dates Form

RFP #: 269EMCPS-25-002

RFP Title:

Unified Communication as a

Service RFP (UCaaS)

RFP Release Date: May 6, 2025

Electronic copies of this RFP are available at:

EdgeMarket - Bid Opportunities and RFPs |

BidNet Direct

Key Events

Questions/Requests for clarification last date June 3, 2025

Response to questions/requests for clarifications issued by date Issued via Addenda (latest) June 6, 2025

Pre-Bid Conference (if applicable) TBD

Site Visit (if applicable) N/A

Notice of Intent to Bid Due June 13, 2025

Proposal Due Date and Time June 17, 2025, at 2:00 pm EST

Presentation, Demonstration, Interview (if applicable) TBD

Anticipated Notification of Award Awards are scheduled to start in September

Anticipated Contract Start Date November 2025

Anticipated Term Length of Contract 5 years: Initial 3 years and Two (1) year renewals

EdgeMarket reserves the right, in its sole discretion, to modify the above schedule. Bidders will be notified in the BidNet platform of any changes in a timely manner.

Restricted Period

The restricted period for this procurement is now in effect. Therefore, all communications regarding this

Procurement must be handled through the designated contacts only.

Bid Submission

Responses to this RFP must be submitted electronically using the BidNet platform. See Section 4 of this document for a description of how to gain access to BidNet.

RFP Official Contact All communications regarding this RFP must be directed to and will come from the individual(s) listed below:

Walter Lewis

Purchasing Agent

(855) 832-3343 walter.lewis@njedge.net https://www.bidnetdirect.com/new-jersey/edgemarket/solicitations/open-bids?selectedContent=BUYER https://www.bidnetdirect.com/new-jersey/edgemarket/solicitations/open-bids?selectedContent=BUYER

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1 OVERVIEW

1.1 STATEMENT OF PURPOSE

EdgeMarket is soliciting proposals from qualified vendors to provide Unified Communication as a

Service (UCaaS). The service should be a cloud-based solution that integrates multiple and varied communication tools into a single, seamless platform. The service must enable Edge Members and

Participants to streamline their operations by combining voice, video conferencing, messaging, and collaboration tools into one unified system. The platform must be a fast-paced, multi-faceted digital environment, which is a reliable and scalable solution to support in-office work across multiple campuses in addition to remote work while enhancing collaboration, and improving interaction with all stakeholders.

Successful bidders will be offered a master purchasing agreement and inclusion as an awarded vendor in the EdgeMarket Cooperative Pricing System marketplace. This is an omnibus procurement where there may be multiple awards.

Objectives

Edge Members and Participants have varying needs and requirements. Some Members and Participants have legacy solutions and seek a gradual transition to UCaaS without replacing their entire onsite/PBX system. Others seek an entire replacement, whilst a third subset may have already transitioned to a VOIP solution and is seeking additional capabilities. This procurement is structured in such a way as to capture the requirements of these three types of users.

On this basis, EdgeMarket seeks through this RFP to identify vendors willing to provide the following:

UCaaS Services

a. VOIP telephony services

b. Provision of telephone handsets

c. Conference Calling

d. Call/Contact Center

e. Collaboration Capabilities

f. SIP Trunking

1. With SIP handoff

2. With PRI handoff

g. Services should include unlimited local and domestic calling

h. Service access delivered:

1. On-net via NJEdge’s network with the provider taking the first call for service issues

2. Via local carrier provided access as an option

i. Project management for new service deployments

j. Support Capabilities

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Goals

EdgeMarket seeks the following service goals:

a. Reliability and high availability of service

b. Economies of scale based on group purchasing power

c. Interoperability to allow for an integrated solution

Key Drivers

Key drivers for the selection of vendors will be:

a. Vendor’s responsiveness to the required and desirable functional specifications

b. Cost model(s) based on Members and Participants likely use cases

c. Demonstrated responsiveness to customers based on references and testimonials

Anticipated Award

EdgeMarket expects to make individual or multiple awards based on the responses to the requirements in this RFP. Contract negotiations may be pursued with a subset of compliant respondents whose proposals best meet the financial, contractual, technical, and support requirements of Edge Members and

Participants.

Solution Pricing

EdgeMarket is interested in a Consortium Buying Schedule for this procurement.

Under the Consortium Buying Schedule, Members and Participants could procure services at discounted rates under the buying schedule arrangement, with each Member/Participant being billed directly by the vendor for the services provided under this award and each Member’s subscription level contributing to the tiered consortium volume pricing. The Consortium Buying Schedule would allow Members to enter into a three-year contract for services with two further annual renewals. Vendors should indicate if this cost structure is a viable option.

Omnibus Procurement

This is an Omnibus procurement where EdgeMarket may select multiple vendors who are capable of partnering with Edge, its members, and participants in addressing the need for Unified Communications as a Service.

Vendors must respond to the Technical Specifications in the DecisionDirector platform. See Section 5, Bid

Submission Requirements. A listing of the requirements, (Appendix A) for review only, can be downloaded from the BidNet platform.

Vendors need not necessarily meet all stated requirements to be deemed a viable Provider for substantial segments of Edge Members and EdgeMarket Participants.

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1.2 ABOUT NJEDGE (“EDGE”)

NJEDGE.NET, Inc. (“NJEdge” historically, and “Edge” currently), is an Educational Research and

Services Corporation formed pursuant to N.J.S.A. 18A:3B-6.1.

Edge serves as a Member-owned, nonprofit provider of high-performance optical fiber networking and internetworking, Internet2, and a vast array of best-in-class technology solutions for Cybersecurity, educational technologies, cloud computing, and professional managed services. Edge provides these solutions to colleges and universities, K-12 school districts, government entities, hospital networks, and nonprofit business entities as part of a Membership-based consortium.

Edge’s Membership presently spans New York, New Jersey, Pennsylvania, Delaware, and Virginia.

Edge’s common good mission ensures success by empowering Members for digital transformation with affordable, reliable, and thought-leading purpose-built, advanced connectivity, technologies, and services.

Our Mission

Edge is dedicated to providing the individuals and organizations we serve with the access, expertise, and organizational capacity necessary to achieve their strategic goals and objectives with our technology products and service offerings.

Our Vision

Inspiring personal, professional, organizational, and social growth and development with technology transformation in the digital era.

Our Services

Edge directly provides a variety of services as a nonprofit technology consortium.

1.2.3.1 Network Connectivity & Internet2

The comprehensive scope of EdgeNet product solutions places an emphasis on our full-service approach and understanding of our Member’s needs. The Edge optical fiber network, EdgeNet, is a purpose-built, high-performance network designed to meet the unique needs of Edge Members. By offering lightning-fast connectivity, a host of unique features, and hands-on service unique to EdgeNet, we are able to deliver connected Members a network connectivity experience above and beyond what traditional ISPs can offer.

• Internet Connectivity

• WAN & LAN Networking

• Access to Internet2

• Transport

• DNS Services

1.2.3.2 Cybersecurity

Edge Cybersecurity services provide Participants with a Cybersecurity and information security strategy designed to manage risk for the entire enterprise ecosystem. Edge provides executive strategy, diagnostic services, and consultative services to improve Members’ security posture and outcomes.

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• Dark Web Vulnerability Assessment

• Cybersecurity Pen Test

• Cybersecurity Assessment

• Internal Cybersecurity Scan

• Cybersecurity Vulnerability Health Check

• Vendor Risk Management Program

• Cybersecurity Insurability Assessment

1.2.3.3 Digital Learning & Collaboration

Edge provides an evolving suite of learner-centric solutions and services that provide faculty, instructional designers, educational technologists, and technology support personnel the platforms and tools they need to create a personalized and powerful learning experience for students. Edge digital learning and collaboration solutions support, our Member institutions in developing enhanced student engagement and authentic teaching and learning ━ anytime, anywhere.

• Course Assessment

• Course Development

• Training & Professional Development (Reusable)

• Training & Professional Development (Live)

• Space Design & Integrated Technology

• Educational Technology Support

• Accessibility Readiness Assessment

• Accessibility Training

• Accessibility Policy & Procedure Development

• OCR Audit Rapid Response Service

• Online Program Readiness Assessment

1.2.3.4 Cloud

Edge provides support for Members developing cloud architecture and migration strategies, to take full advantage of emerging cloud solutions and today’s software as a service (SaaS) model of computing.

Edge provides connectivity to leading cloud providers as well as strategic guidance on the use of cloud solutions.

• Cloud Readiness Assessment

• Cloud Connect

1.2.3.5 Digital Transformation

Edge digital transformation services aim to provide our Members with the solutions and tools they need to achieve operational efficiency while providing the highest levels of support and services throughout the student lifecycle. With institutional effectiveness as the driving force, our solutions aim to help institutions provide 24/7 service, meet strategic goals through the use of technology, improve enrollment yields, increase student retention rates, and grow student engagement.

• E360 Assessment

• Business Process Management & Optimization

• Fractional/Virtual CIO

• Fractional/Virtual CISO

• Fractional/Virtual Chief Digital Learning Officer (CDLO)

• IT Staff Augmentation

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• Data Analytics Services

1.2.3.6 Consortium Buying & eProcurement

EdgeMarket provides Participants the ability to obtain solutions and services that are in high demand at the most cost-competitive pricing available. EdgeMarket routinely searches for opportunities to procure new solutions and service offerings. This RFP is being managed through EdgeMarket.

1.3 ABOUT EDGE/EDGEMARKET PROCUREMENTS

Edge as a Lead Agency and EdgeMarket as a Cooperative Pricing System

As an Educational Research and Services Corporation, per N.J.S.A. 18A:3B-6.1, Edge is authorized to:

“act as a lead agency or contracting unit for the procurement of goods or services concerning educational technology systems and related services by municipalities, fire districts, counties, local authorities subject to the "Local Authorities Fiscal Control Law," P.L.1983, c.313 (C.40A:5A-1 et seq.), school districts, county colleges, State colleges, public research universities, nonprofit independent institutions of higher education that receive direct State aid, or any combination of those entities.”

Accordingly, under its Lead Agency designation, Edge issues request for proposals (“RFPs”) and negotiates pricing contracts for strategic partnerships on behalf of its participating entities (“Members”), enabling them to obtain products and services that are in high demand at the most cost-competitive pricing available.

Edge as a Cooperative Pricing System

Edge is an Educational Research and Services Corporation, per N.J.S.A. 18A:3B-6.1, and in December 2018 formed The EdgeMarket Cooperative Pricing System (“EdgeMarket”), a Cooperative Purchasing System

(DCA #269EMCPS) approved by the New Jersey Department of Community Affairs (DCA).

Entities that join EdgeMarket as referred to generally and herein as “Participants”. EdgeMarket publicly procured contract vehicles are used by Participants throughout the United States.

Edge issues RFPs, including this RFP, jointly on behalf of EdgeMarket and Edge as Lead Agency.

Accordingly, for the purposes of this RFP, the terms “EdgeMarket” or “Edge” shall each be meant to refer to both Edge and EdgeMarket insofar as actions, communications, and decisions regarding this RFP are concerned.

As of this date, EdgeMarket has participants from 19 states.

Benefits of Becoming an EdgeMarket Vendor

Through the public procurement process, EdgeMarket seeks and forms partnerships with well-qualified

Vendors that deliver excellent value to our growing list of Edge Members and EdgeMarket Co-op

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Participants. Becoming an EdgeMarket Vendor is a highly competitive process, and results in a strong commitment to mission and mutual success.

Any contracting unit in New Jersey, that is, any county, municipality, special district, school district, fire district, State college or university, public research university, county college, or any board, commission, committee, authority, or agency except for those at the State level, may purchase from EdgeMarket, thus enabling Participants and awarded Vendors to bypass the time-consuming and expensive public procurement process for awards issued through EdgeMarket as a result of the competitive procurement process.

Further, EdgeMarket awards issued as a result of the competitive procurement process are also available to entities throughout the U.S. To support this expansion beyond New Jersey, NJEdge has rebranded itself as, simply, “Edge”.

How EdgeMarket RFPs Become EdgeMarket Master Agreements

To learn more about how EdgeMarket RFPs become EdgeMarket Master Agreements, visit the link below:

• https://edgemarket.njedge.net/home/how-edgemarket-rfps-produce-edgemarket-contracts

EdgeMarket Participants

Respondents to this procurement who receive an award may sell to all EdgeMarket Participants in New

Jersey and beyond. Entities in New Jersey wishing to purchase from EdgeMarket contracts may do so after adopting a resolution authorizing the entity to join the co-op and executing the co-op agreement.

Others, outside the State of New Jersey, wishing to participate may do so by signing the EdgeMarket

Affiliate Participation Agreement which establishes the contractual relationship between the organization and Edge.

EdgeMarket Contracts Satisfy Procurement Requirements

Contracts awarded through EdgeMarket must comply with all procurement laws of the State of New

Jersey. All participating entities may thereafter use EdgeMarket contracts without resorting to their own procurement process because the EdgeMarket process has already met all New Jersey procurement requirements. New Jersey law permits EdgeMarket Participants to purchase from EdgeMarket contracts in any amount as long as the purchase conforms to the original contract specifications. Participating entities do not have to conduct their own procurements or solicit other quotations when purchasing through EdgeMarket. Similar to state contract purchases, Participants may make efficient and cost-effective purchases from the EdgeMarket contracts without the necessity and difficulty of drafting technical specifications and conducting their own procurement process.

https://edgemarket.njedge.net/home/how-edgemarket-rfps-produce-edgemarket-contracts https://edgemarket.njedge.net/home/join-edgemarket https://edgemarket.njedge.net/home/new-participant-registration-affiliate https://edgemarket.njedge.net/home/new-participant-registration-affiliate

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1.4 MASTER AGREEMENT

Edge seeks to enter into an EdgeMarket Master Agreement (or “EdgeMarket Agreement”, “EdgeMarket

Master Contract“, or “Master Contract”) with the successful Bidders to provide solutions or services to

Edge, its Members, and EdgeMarket Participants.

Further:

• The term of EdgeMarket Master Agreements resulting from this procurement is a statutory maximum of five (5) years, per N.J.S.A. 40A:11-15 et seq.

• Multiple Master Contract awards are anticipated as a result of this solicitation.

Upon the award of a Master Contract, the awarded Bidder(s) will deal directly with the buying Member or Participant regarding the Buying Entity’s specific requirements for the solutions or services in accordance with the Buying Entity’s procurement and contracting process, procedures, and policies.

Nothing in this RFP shall preclude Edge or any Buying Entity from soliciting quotes or proposals for similar services outside of any Master Agreement when deemed appropriate by Edge or the Buying

Entity.

How Master Agreements Will Work

Each Master Agreement will set forth the business terms between Edge and each awarded Bidder. Each

Master Agreement will contain the awarded Bidder(s) customer agreement, SLA, order form, and other documents necessary for the transaction between the awarded Bidder and the interested Edge Member or

EdgeMarket Participant.

Edge will work with each awarded Bidder to craft these documents in such a way as to expedite the transactions and, most importantly, to establish the foundation for the mutual success of the Members, Participants, awarded Bidders, and Edge.

All Bidders are advised that Edge makes no guarantee that any purchase orders will be issued, or any minimum dollar amount will be spent under any of the resulting Master Agreements, however, Edge anticipates that its Members and Participants will elect to utilize the resulting Master Agreements for a variety of reasons due to the ease of using such Master Agreements including, but not limited to favorable pricing.

1.5 CASUAL ENTITY REFERENCES

EdgeMarket; Cooperative Pricing System; Co-op

For the sake of clarity, the terms “EdgeMarket”, “Cooperative Pricing System” or “Co-op” are used herein to refer to the EdgeMarket Cooperative Pricing System (#269EMCPS).

9 UCaaS RFP

Clients

For the sake of clarity, the terms “the Client”, “Clients”, “Customer”, “Buying Member”, “Buying Entity”, and “Ordering Institution” are used hereinafter to refer to Members and Participants who may seek to use these services. This casual usage does not imply a commitment to purchase any products or services by any Member or Participant or by Edge itself.

Vendor; Service Provider; Provider; Respondent et al

For the sake of clarity, in certain sections of this RFP, the capitalized terms “Vendor”, “Service Provider”, “Provider”, “Consultants”, “Contractor”, “Respondent”, or “Proposer” in both the singular and plural are used synonymously and interchangeably with the term “Bidder.”

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2 PROPOSAL SPECIFICATIONS

2.1 METHOD OF RESPONSE; BID RESPONSE PLATFORMS

Edge intends to obtain proposals, pursuant to the Competitive Contracting process N.J.S.A. 40A:11-4.1 et seq., in the form of bids to be submitted in accordance with the requirements set forth herein.

Electronic Bids via BidNet Direct

Edge utilizes the BidNet Direct platform (“BidNet”) to publish and manage its bid events. All interested

Bidders will be required to access the bid materials and submit their bids through BidNet.

BidNet supports the following procurement functions:

1. Bid Publication

2. Bid Document Download

3. Addenda Publication, including answers to bidder questions

4. Bidder Response Collection, as directed herein

Bid proposals must be submitted via the BidNet platform to be received by EdgeMarket on the date and time specified in the Key Dates Form.

Detailed information, including instructions and guidelines, is provided in Section 4.1. Submittal

Instructions - BidNet. Please read this section carefully.

DecisionDirector®

For certain bid events or activities, Edge will use the DecisionDirector platform provided by Advantiv

Solutions - in conjunction with BidNet - to collect and analyze responses to a subset of the bid requirements, typically those requirements that represent highly detailed functional and technical specifications.

Access to DecisionDirector, if needed, will be provided by EdgeMarket and Advantiv under the terms of its existing licenses at no cost to Bidders.

See Section 4.2 Additional Submittal Instructions - DecisionDirector. Please read this section carefully.

This RFP ☒ Does ☐ Does Not utilize DecisionDirector.

https://bidnetdirect.com/ https://www.advantiv.com/ https://www.advantiv.com/

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2.2 REQUIREMENTS SPECIFICATIONS

Responses to the requirements specified in this RFP will consist of:

1. An Executive Summary

2. Other Documents

3. Technical Proposal

4. Price Proposal

Executive Summary

Bidder must provide an Executive Summary of its proposed approach. The Executive Summary may be in a format of the Bidder’s choosing and should, at minimum, address the following topics:

1) An introduction and general description of your Company's background, nature of business activities, and experience in providing requested services to institutions of Higher Education, K12

Districts, Local Government, and Healthcare.

- Include corporate profile details about your company’s experience in these market niches, such as year founded, how many years it has been providing similar services, total number, and type of employees, and any other relevant details.

2) The Bidder’s approach to meeting the requirements of this RFP and the needs and opportunities facing our Members and Participants, as understood by the Bidder.

3) A discussion of the positive business outcomes experienced by customers using your services, including financial, strategic, operational, and competitive advantages gained.

4) The qualifications and experience of the Bidder’s professionals, supervisory, or other key personnel who may be assigned to the contract, with the emphasis on documented experience in successfully delivering the same or similar scope of services as required in this RFP.

5) The Bidder’s thoughts and ideas for how the Bidder and Edge can work together to innovate, accelerate, and maximize the value of the proposed solution to the growing Edge community, both in

New Jersey and also nationally.

6) Any assumptions made by the Bidder in order to respond to this RFP.

7) In the event of an award, Bidder's response to this RFP will be incorporated by reference into the resulting Master Agreement. Please affirm your understanding and agreement with this provision.

Bid Response Platform: Bidder will upload the Executive Summary on the BidNet platform.

Other Documents

1) Please provide copies of your Standard Customer Agreement, including Order Form, Scope of Work

Form, standard SLAs, and Personal and Data Protection, Privacy, and Security policies.

2) Other items as determined helpful and relevant by the Bidder.

3) Bidder should also submit audited financial statements for the previous full year (or equivalent data) to establish financial capability to provide the required products and/or services on a long-term contract basis.

Bid Response Platform: Bidder will provide these Other Documents through the BidNet platform.

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Technical Proposal

Bidder must respond to the Solution Requirements.

If section 2.1.2 indicates that DecisionDirector is utilized then:

• Bid Response Platform: Bidder will respond to the Solution Requirements via

DecisionDirector.

• A read-only version of the requirements in DecisionDirector is presented in Appendix A.

• See 4.2 Additional Submittal Instructions - DecisionDirector

If section 2.1.2 indicates that DecisionDirector is not used then Bidder must respond to the

Solution Requirements as presented in Appendix A.

• Bid Response Platform: Bidder will upload their Solution Requirements response through the

BidNet platform.

Price Proposal

EdgeMarket is interested in the following pricing models:

• Flat Rate Pricing: Vendor offers a single product at a single flat rate billed monthly.

• Usage-Based Pricing: Vendor offers a Pay-as-You Use model. Prices are billed monthly.

• Tiered Pricing: Vendor offers multiple packages with different combinations of users and product features at different price points.

• Per User Pricing: Vendor prices the platform based on the number of staff and may include student workers

• Consortium Buying Schedule: Vendor offers pricing at a discounted rate under a buying schedule arrangement, with each Member/Participant subscription level contributing to the tiered consortium volume pricing.

• Other pricing models: Describe the basis of this pricing model if applicable.

Bidders shall indicate in their response which of these pricing models they can address using the Vendor

Pricing Options Checklist provided via BidNet. Bidders should also attach to the Vendor Pricing

Options Checklist a Detailed Description of how prices are calculated. If Bidder offers different pricing models, Bidder may submit multiple cost responses, provided the pricing basis is clearly indicated and the elements of pricing are clearly described.

2.2.4.1 Importance of the Pricing Format

Edge understands and acknowledges that Vendors have varied and well-reasoned pricing models and strategies. The pricing format provided serves to simplify pricing such that proposed offerings can be evaluated uniformly.

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2.2.4.2 Pricing Requirements

Vendors are required to complete the Vendor Pricing Options Checklist with a description of How

Price is Calculated, and the pricing MS-Excel spreadsheet, Attachment A – Costs 269EMCPS-25-001.

Both documents are provided in BidNet.

Instructions for completing the pricing worksheet are found on the first tab. Responses shall be in the form of a file upload, using the Excel template provided. Bidders are required to provide a price quotation for all proposed options. The prices quoted shall be the net price including the various services to be provided. There shall be no separate charges, fees, handling, or other incidental costs.

2.2.4.2.1 Representative Pricing

Given that the purpose of this RFP is to produce a Master Agreement from which Edge Members and

EdgeMarket Participants can acquire the desired solution or services, each with their own needs and circumstances, Bidders are requested to provide representative pricing that is based on information provided.

Bid Response Platform: Bidder will upload Pricing and Pricing Options on the BidNet platform.

Attaching Additional Documents

Bidders may attach additional documents in support of their response. If a Bidder elects to provide a number of additional documents, the inclusion of a listing of those documents would be helpful.

Bid Response Platform: Bidder will upload any Additional Documents on the BidNet platform.

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3 BIDDER QUALIFICATIONS

3.1 REFERENCES

1) All Bidders must complete and submit Exhibit A: Bidder References and Terminations Form, as provided in BidNet. Provide a minimum of three (3) references from Buying Entities with a similar profile to Edge Participants (https://njedge.net/Membership/current-Members/). The references should demonstrate the Bidder’s ability with projects similar in scope, size, and nature to this RFP and must provide evidence of its depth and breadth of experience, and evidence of successful past performance.

2) All Bidders must provide a list of accounts where a contract was terminated by the customer within the past 5 years. This should include failed projects, suspensions, debarments, and where there has been significant litigation. Indicate “NONE” in the “Client” column if this does not apply. Edge understands this is sensitive information and Edge is willing to sign the vendor’s NDA (see Section

5.1.6.2 Non-Disclosure Agreement) so a response of “this is confidential information” is not an acceptable response.

Bid Response Platform: Bidder will upload Exhibit A: Bidder References and Terminations Form on the BidNet platform.

3.2 FINANCIALS

Bidder must attach a copy of the most recent annual financial statement or other such document that demonstrates the company’s financial stability to support the contract.

Prior to the award of the contract(s), Edge may, at its sole discretion, request that the shortlisted

Proposers and/or the selected Contractor(s) submit complete audited financial statements (if not already provided) for the most recent fiscal years showing the true condition of the Proposer’s assets, liabilities, and net worth. If requested, the financial statements must include a balance sheet and income statement.

If the Proposer is a partnership or joint venture, individual financial statements must be submitted for each general partner or joint venture.

Bid Response Platform: Bidder will upload Financials on the BidNet platform.

3.3 FAILURE TO PROVIDE

A failure to provide the information above (Exhibit A and Vendor Financials) may be cause for considering your proposal “Non-Responsive”. Edge is willing to sign the vendor’s NDA (see Section

5.1.6.2 Non-Disclosure Agreement) so a response of “this is confidential information” is not an acceptable response.

https://njedge.net/membership/current-members/

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4 BID SUBMISSION REQUIREMENTS

4.1 SUBMITTAL INSTRUCTIONS - BIDNET

A Vendor’s bid proposal must be submitted electronically by the due date.

Responses to this RFP must be submitted electronically using the BidNet platform. Access to BidNet will be provided by EdgeMarket under the terms of its existing licenses at no cost to Bidders.

Registration and training can be found on the BidNet site.

https://www.bidnetdirect.com/new-jersey/edgemarket

The following list identifies the Bidders’ requirements and responsibilities for bid submission:

1) Bidders must provide clear, concise, and direct answers to all requirements and questions.

2) Bidders must prepare a clear readable proposal that includes all required information.

3) Proposals must be complete, accurate, and in the form requested.

4) If Bidder determines that an attachment would be appropriate or required to include as part of a response to a specific requirement, Bidder will utilize the BidNet document attachment function, being sure to name the document clearly and provide a clear reference to that named document in the response.

a) Bidders are encouraged to provide a listing of such attachments with a cross-reference to the requirement(s) to which each attachment pertains.

5) If the Bidder cannot fulfill any part of a requirement as specified, this must be clearly stated.

Responses should indicate any deficiencies, enhancements, or other differences that exist between the proffered products and services and those that EdgeMarket has described in its specifications.

Bidders may present alternate and innovative approaches to meeting the requirement that may result in greater value, efficiency, or cost savings. These alternatives must be clearly identified.

6) The Bidder’s proposal shall address the Bidder’s ability and methodology for providing the requested solution or services. To be deemed “responsive” to this RFP, a Bidder must meet all mandatory requirements and qualifications and its written proposal must address all points and questions appearing in this RFP. In the event a Bidder’s proposal is determined by EdgeMarket to be

“non-responsive,” EdgeMarket is required by its contracting procedures to disqualify the proposal. A disqualified proposal will not be further evaluated or considered for contract award.

7) Bidders are encouraged to be innovative in their response but are cautioned to propose solution(s) that are practical and readily deployable.

8) The proposal must be fully and properly executed by an authorized person, and the authorized person’s signature must be notarized. By signing, you certify (i) your express authority to sign on behalf of yourself, your company, or other entity; (ii) your full knowledge and acceptance of this RFP, and (iii) that all information provided is complete, true, and accurate. By signing you further affirm that you understand and agree to comply with the procedures on permissible contacts relating to this procurement. (NOTE: EdgeMarket will accept an electronic notary.)

https://www.bidnetdirect.com/new-jersey/edgemarket https://www.state.nj.us/treasury/revenue/pdf/NotaryPublicManual.pdf#page=14

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9) Bidders must submit the completed proposal. Proposals must be submitted by the due date and time provided on the Key Dates Form. Submission of all bids and related documents are managed in

BidNet and Decision Director, see section 8.37 Document Development Matrix.

10) Incomplete bids, i.e., missing required items or required responses, will not be eligible for submission.

11) Late Bids: BidNet will automatically close the RFP response and submission environment on exactly the due date and time as provided on the Key Dates Form, unless otherwise amended by Edge. Edge reserves the right, in its sole discretion, to accept Late Bids in the event that: (i) no timely Bids meeting the requirements of this RFP are received, or (ii) in the case of a multiple-award, an insufficient number of timely bids were received to satisfy the multiple-award; (iii) and acceptance of the Late Bid is in the best interest of Edge and participating entities. Determinations related to bid timeliness shall be at the sole discretion of the CEO of Edge or designee.

12) All prices and conditions must be included in the original proposal. Prices and conditions not included in the original proposal will be rejected unless that adjustment is in response to

EdgeMarket’s request for clarifying information in the course of evaluation and/or selection under the RFP.

13) The submission of a proposal constitutes a non-revocable, binding offer to perform and provide said services. Such a binding offer shall be firm and not revocable for a period of sixty (60) days from bid opening. After sixty (60) days, the proposal may remain in effect, subject to withdrawal communicated in writing and signed by the Bidder.

14) Bidder is responsible for all costs that it incurs, direct or indirect, related to the preparation and submission of a proposal in response to this RFP.

15) Bidder is responsible for providing all required forms and documents as detailed in section 5.

4.2 ADDITIONAL SUBMITTAL INSTRUCTIONS - DECISIONDIRECTOR

The following applies for procurements that require the use of DecisionDirector, as indicated in Section

2.1.2 DecisionDirector®.

1) To obtain access to DecisionDirector, Bidders must send an email request to support@advantiv.com and copy walter.lewis@njedge.net with "DecisionDirector Access Request for EdgeMarket Unified

Communications as a Service (UCaaS) for Bidder Name" as the subject line, where "Bidder Name" is the name of the Bidder's company. Familiar names and abbreviations are acceptable. The email request must include the name and contact information of the person who will serve as the

DecisionDirector bid administrator (or “Engagement Manager”) for this RFP.

2) Access to DecisionDirector, along with instructions for access and responding to the requirements for this RFP, will be provided to the Bidder.

3) Bidders MUST respond using the requested question formats. Any deviation from this defined format may cause the Bidder's proposal to be non-responsive, causing the proposal to be rejected.

4) Some questions will provide Bidders with an option to attach supporting documentation to their question response. However, it is not acceptable to simply attach a document and provide a question response that states, “See attachment.” If a Bidder provides such responses, its proposal may be deemed non-responsive and disqualified from further consideration.

https://help.decisiondirector.com/help/submitting-bids mailto:support@advantiv.com mailto:walter.lewis@njedge.net

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5) Before submitting your response in DecisionDirector include a statement confirming that your response to the items in DecisionDirector is complete and has been submitted as instructed in Section

4.2 Additional Submittal Instructions - DecisionDirector.

When the response to the requirements in DecisionDirector is complete the Bidder will:

☒ Utilize the Submit function in DecisionDirector, generate a downloadable response archive from DecisionDirector, and then upload the response archive to

BidNet as part of the overall BidNet response.

When uploaded to BidNet, the response archive shall then be deemed part of the bidder’s official response.

DecisionDirector serves only to collect and organize the responses in a uniform format for all bidders.

Responses entered into DecisionDirector will not be considered the official response.

☐ Utilize the Submit function in DecisionDirector without uploading a response archive to BidNet.

When this option is selected, the bidder’s response in DecisionDirector shall then be deemed part of the bidder’s official response.

Online DecisionDirector Home Page for This RFP

The DecisionDirector home page for this RFP provides instructions for access and other informational resources, and can be found at:

• https://help.decisiondirector.com/help/edgemarket-ucaas-rfp-269emcps-25-002

Example DecisionDirector Screens

The following images are examples only, drawn from an early draft of this EdgeMarket RFP in

DecisionDirector.

https://help.decisiondirector.com/help/submitting-bids https://help.decisiondirector.com/help/submitting-bids https://help.decisiondirector.com/help/edgemarket-ucaas-rfp-269emcps-25-002

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Figure 1: RFP Response Summary

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Figure 2: Line-Item Responses in DecisionDirector

4.3 BIDDER QUESTIONS

If a Question-and-Answer period is provided for this solicitation, the schedule will be shown on the Key

Dates Form provided on the first page of this RFP. All questions must be submitted in writing on the

BidNet platform, citing the particular RFP page, section, and paragraph numbers where applicable.

Questions must be input using BidNet to arrive no later than 5:00 p.m. Eastern Time on the date.

Questions received after the closing date for inquiries will not be answered. Only written answers are official. All Questions and Answers will be made available to all registered Bidders in BidNet as addenda.

4.4 PRE-BID PROPOSAL MEETING

If a mandatory or optional Pre-Bid Conference is held for this solicitation, the date, time, and whether the conference is mandatory or optional is reported on the Key Dates Form provided on Page 1 of this RFP.

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4.5 SITE VISIT

If a site visit is required for this solicitation, the date and time is reported on the Key Dates Form provided on Page 1 of this RFP.

4.6 BID OPENING

Bids may, as applicable, be opened publicly. EdgeMarket reserves the right at any time to postpone or cancel a scheduled Bid opening.

4.7 MINOR IRREGULARITIES

Bids that contain minor irregularities, such as those submitted without a proper Bid Security, in the wrong form, or executed improperly, shall be considered informal. Informal proposals may be considered in selecting a low Bidder where Edge or its participating entities' interest will be promoted thereby.

4.8 EXTRANEOUS TERMS

Bids must conform to the terms set forth in this RFP. Extraneous terms or material deviations (including additional, inconsistent, conflicting, or alternative terms) may render the Bid non-responsive and may result in the rejection of the Bid. Extraneous term(s) submitted on standard, pre-printed forms (including but not limited to product literature, order forms, license agreements, contracts, or other documents) that are attached or referenced with submissions shall not be considered part of the Bid or resulting Contract but shall be deemed included for informational or promotional purposes only.

Only those extraneous terms that meet all the following requirements may be considered as having been submitted as part of the Bid:

1) Each proposed extraneous term (addition, deletion, counteroffer, deviation, or modification) must be specifically enumerated in writing which is not part of a pre-printed form; and

2) The writing must identify the particular specification requirement (if any) that Bidder rejects or proposes to modify by the inclusion of the extraneous term; and

3) The Bidder shall enumerate the proposed addition, counteroffer, modification, or deviation from the

Bid Document, and the reasons, therefore.

No extraneous term(s), whether or not deemed “material,” shall be incorporated into a Contract or

Purchase Order unless submitted in accordance with the above, and the Edge CEO or designee expressly accepts each such term(s) in writing. Acceptance and/or processing of the Bid shall not constitute such written acceptance of the Extraneous Term(s).

Bid Response Platform: Bidder will upload Extraneous Terms on the BidNet platform.

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5 METHOD OF EVALUATION AND AWARD

This RFP is part of a competitive procurement process designed to serve the best interests of Edge and its

Members and EdgeMarket and its participating entities. It is designed to provide all Bidders with a fair and even opportunity to have their services considered. EdgeMarket will conduct a comprehensive review of each responsive bid submitted in accordance with the terms of this RFP.

The methodology for an award is based on an evaluation and ranking, which shall include technical, functional, and other related criteria, and shall include a weighing of criteria all developed in a way to meet the specific needs of EdgeMarket and designed so such criteria shall not unfairly or illegally discriminate against or exclude otherwise capable Bidders. N.J.S.A. 40A:11-4.4(b).

Edge reserves the right to make awards to multiple Bidders or make no award to any Bidder.

Administrative Review

Each proposal received by the due date and time will be screened for completeness of submission in accordance with this RFP and for determination of whether the Bidder has met the administrative requirements of the RFP. The administrative review ensures that bidders have submitted all information requested including exhibits.

Proposal Evaluation Committee

Proposals shall be evaluated by an Evaluation Committee composed of NJEdge.Net personnel.

Representatives from participating entities may also serve on the Evaluation Committee. On occasion, the

Evaluation Committee may choose to make use of the expertise of outside consultants in an advisory role.

Solution Evaluation

Each proposal shall be reviewed and evaluated by an Evaluation Committee. The committee's primary responsibility is to assess and evaluate the bids, proposals, or offers submitted by bidders. The goal of the

Evaluation Committee is to ensure a fair, transparent, and objective selection process that results in the best value for EdgeMarket Members and Participants.

The Evaluation Committee will use a predefined evaluation criteria to score or rank bid submissions.

These criteria are established based on the needs and requirements of EdgeMarket, Members, and

Participants. Each criterion may be assigned a weight to reflect its relative importance. The Evaluation

Committee may set minimum requirements for all bids to advance to Cost Evaluation.

Cost Evaluation

The Cost Proposal for each bid proposal will be independently reviewed. Attachment A - Costs

Worksheet must be completed by the Bidder in accordance with the following instructions:

• Each cost must be itemized (add new lines if necessary).

• Costs must be as detailed as possible.

• If there is more than one option for pricing, then each option should use a separate line with an appropriate description.

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• Bidders must not modify the structure of the Costs Worksheet beyond that which is allowed in the instructions provided within the Costs Worksheet.

• Any cost which uses a rate must show the rate used. You may explain what the rate means i.e., hourly, daily, weekly in the “Notes” column.

Oral Presentation/Clarification of Proposal

A Bidder may be required to give an oral presentation to the Evaluation Committee concerning its bid proposal. The Evaluation Committee may also require a Bidder to submit written responses to questions regarding its proposal. The purpose of such communication with a Bidder, either through an oral presentation or a letter of clarification, is to provide an opportunity for the Bidder to clarify or elaborate on its bid proposal. Original bid proposals submitted, however, cannot be supplemented, changed, or corrected in any way.

No comments regarding other bid proposals are permitted. Bidders may not attend presentations made by their competitors.

It is within the Evaluation Committee’s discretion whether to require a Bidder to give an oral presentation or require a Bidder to submit written responses to questions regarding its proposal. Action by the Evaluation Committee in this regard shall not be construed to imply acceptance or rejection of a proposal. The RFP Official Contact will be the sole point of contact regarding any request for an oral presentation or clarification.

All official communications to the bidder regarding any aspect of this solicitation will be done through the bidder’s representative indicated in Exhibit L.

Demonstration

If a demonstration is required, this will be indicated on the Key Dates Form.

The Bidders that are deemed viable for an award following the summation of the technical and functional scoring and the cost scoring, may be invited to demonstrate their proposed solution(s). Demonstrations may be scheduled together with or separately from Oral Presentations.

EdgeMarket will notify the selected subset of Bidders and schedule the time, format, and location (if applicable) for their demonstration or oral presentation. EdgeMarket may request that Vendors include an Edge designed script as part of their demonstration. The Edge script will be supplied to the selected subset of Bidders prior to the agreement of a demonstration date.

The format of the demonstration may be in-person or by video and will be at EdgeMarket’s discretion.

The demonstration will provide an opportunity for these Bidders to clarify or elaborate on their proposals but shall in no way change their original proposals. The demonstration will be evaluated and scored by the evaluation committee.