Request for Proposal for Telecommunication Services at Corning Community College.pdf

Request for Proposal (RFP)

Telecommunications Services:

Internet Access, Remote Site Connectivity, Local and Long Distance Service

February 1, 2024

Executive Director of Finance 1 Academic Drive Corning, NY 14830

Telephone: (607) 962-9443 FAX (607) 962-9485 Email: rfp@corning-cc.edu

Table of Contents

Section I: Administrative Information

1. Introduction

2. Contract Term

3. Profile of the College

4. Coordinating Department

5. Evaluation Committee

6. Administrative and Technical Questions

7. Timeframes

8. Number of Copies

9. Proposal Format

10. Selection Process

11. Award Criteria

12. RFP Policies and Procedures

Section II: Proposer Profile

1. General Information/Proposer History

2. Technical Approach

3. Expertise of Proposer, including Qualifications and Experience of Personnel

4. Quality Control

5. Financial Viability

Section III: Technical Proposal Requirements

1. Scope of Work

2. Current College Connectivity and Services

3. Service and Support Requirements

4. RFP Content Requirements

Section IV: Cost Proposal Form

Section V: Proposer Warranties

Section VI: Insurance Requirements

Section I: Administrative Information

1. Introduction:

Corning Community College (the College) is seeking competitive pricing for existing voice and data network services that provide the necessary connectivity and functionality for the College's faculty, staff, and students. The college’s operation and related business processes are dependent on fast, "always on", reliable internet and WAN connections for and between the college’s remote locations.

As the use of web-based applications and videoconferencing continues to grow, the college recognizes the need for a robust and comprehensive solution from providers with reliable, high-quality, secure networks, and excellent customer service, at a competitive price.

2. Contract Term for pricing consideration:

The contract will be in effect for a period of three (3) years with an option to renew for as much as two (2) additional years in one (1) year increments commencing at the anniversary date as long as both parties agree to the same terms and conditions in written documentation. If either party elects not to renew at any of the two (2) subsequent anniversaries they must do so in writing with not less than sixty (60) days notice prior to the anniversary date.

3. Profile of the College

SUNY Corning Community The main campus of SUNY Corning Community College is located

2.5 miles south of the City of Corning on Spencer Hill, and overlooks the Chemung River Valley.

The main campus, situated on approximately 500 acres, consists of several primary buildings: the Arthur A. Houghton, Jr. Library, with a collection that exceeds 60,000 bound volumes; Chemung Hall, Steuben Hall, Schuyler Hall, the Student Commons, the Gymnasium, the Planetarium, the Observatory, the Fredrick Parsons Administration Building and Perry Hall, a 320 bed residence hall.

Adjacent to the campus is the Spencer Crest Nature Center. We also have some off campus sites including Airport Corporate Park (ACP), the Elmira Center, and the Health Education Center (HEC).

The College was founded by the Corning-Painted Post School District in 1956. The College moved to the Spencer Hill campus in 1963. This growth was supported by a land gift from Arthur A.

Houghton, Jr. and a monetary gift from the Corning Glass Works Foundation. In 1985, local sponsorship of the College was transferred to a Regional Board of Trustees, in a region consisting of three contiguous counties: Chemung, Schuyler and Steuben.

Pursuant to Chapter 552 of the Laws of 1984 of the State of New York, the Regional Board of Trustees is deemed to be a municipal employer and a public employer under Civil Service Law.

4. Coordinating Department:

The Office of Administrative Services is responsible for coordinating the issuance of this request for proposal (RFP). All communications during the RFP process should be directed to the contact identified below, in the Office of Administrative Services. Communication with any other department, or employee, or any member of the College Evaluation Committee, or any incumbent Proposer for the goods and services being procured pursuant to the RFP may be cause for disqualification from the RFP process.

Contact:

Executive Director of Finance

Lisa Patrick SUNY Corning Community College

1 Academic Drive Corning, New York 14830

Tel: (607) 962-9443 E-mail: rfp@corning-cc.edu

5. Evaluation Committee:

A College Evaluation Committee will review all Proposals and make recommendations for the selection of a Proposer.

6. Administrative and Technical Questions:

a. Administrative Questions may be submitted in writing to rfp@corning-cc.edu.

b. Technical Questions must be submitted via email on or before February 15, 2024, to rfp@corning-cc.edu. The College Evaluation Committee will develop responses to the technical questions. Responses will be issued by the College in the form of an Addendum to this RFP.

7. Timeframes: (The College reserves the right to alter the times and activities):

Release of Request for Proposal (RFP) February 1, 2024

Notification of Interest February 14, 2024 Deadline for submission of Technical Questions February 15, 2024 Deadline for submission of Proposal March 1, 2024 The College will select the three best-qualified Proposers. and may then invite each of the three to make a presentation to review the proposal.

March 6-8, 2024

Selection of Proposer and finalization of contract March 20, 2024 Final Installation, Configuration and Testing Complete August 1, 2024

Proposals must be emailed to rfp@corning-cc.edu, by March 1, 2024, no later than 4:00 p.m. In the interest of fairness to all participants, no extensions or exceptions will be permitted, unless issued as an Addendum to this RFP and applicable to all Proposers.

8. Number of Copies:

One electronic copy of proposal in PDF, Microsoft Word, and/or Excel, format should be sent via email to rfp@corning-cc.edu.

mailto:rfp@corning-cc.edu mailto:rfp@corning-cc.edu mailto:rfp@corning-cc.edu mailto:rfp@corning-cc.edu

9. Proposal Format:

Proposals must include the following:

a. Transmittal Letter on Proposer Letterhead:

Transmittal letter must be signed by a corporate officer or an authorized agent of Proposer.

b. Proposer Profile: (response to questions set forth in Section II) This section will be used in the College’s evaluation of Proposer’s general qualifications. Use the format set forth in Section II, entitled Proposer Profile.

c. Proposer’s Services: (responses to items set forth in Section III) This section will be used in the College’s evaluation of Proposer’s services.

Use the format set forth in Section III, entitled Technical Proposal Requirements.

d. Proposer’s Cost Proposal: (responses to items set forth in Section IV)

i. This section will be used in the College’s evaluation of Proposer’s fees.

Use the format set forth in Section IV, entitled Cost Proposal Form. The Cost Proposal Form should be submitted in the same email as other items requested by this RFP, but should be a separate document labeled Cost Proposal Form.

ii. One electronic copy using PDF, Microsoft Word, and/or Excel format.

e. List of Subcontractors (if applicable):

Identify all subcontractors you plan to use and the function for which such subcontractors will be responsible. Provide qualifications, including prior relevant experience, for subcontractors anticipated to be used. Failure to include this information in the Proposal may be grounds for disqualification.

10. Selection Process

The College will evaluate the submission through a point rating system, based on criteria set forth below in Paragraph 10. Depending on the number and quality of the Proposals submitted, the College, at its sole discretion, may elect to interview all or some of the Proposers during the selection process and to request presentations, including demonstrations of products and services.

11. Award Criteria:

a. General Qualifications and Experience:

Including, but not limited to, the Proposer’s history, expertise, experience, financial viability, and references.

b. Overall Solution and Design:

Including, but not limited to, connectivity and performance, management of the project and timeline, strategies, methodologies, and services offered by the Proposer.

c. Cost Proposal Including recurring and one-time costs.

d. Presentation

12. RFP Policies and Procedures:

a. Any Proposer interested in submitting a Proposal should first submit a "Notification of

Interest" to the Office of Administrative Services via email to rfp@corning-cc.edu by February 14, 2024. The Office of Administrative Services has responsibility for maintaining a control list of all potential Proposers.

b. The College will select the Proposer that provides the best value solution for the College’s needs.

c. The Proposer’s response to this RFP, as may be subsequently modified in negotiations with the College, may be included as exhibits in any contracts that the College may execute with the Proposer.

d. The College reserves the right to amend this RFP.

e. The College reserves the right to reject any or all of the Proposals, or any part thereof, submitted in response to this RFP, and reserves the right to waive formalities, if such action is deemed to be in the best interest of the College. The College reserves the right to request additional information from any Proposer.

f. The College reserves the right to award negotiated contracts to one or more Proposers for the service the college is seeking (Internet, Site-to-site Connectivity, and Local and Long-Distance, Toll-free Calling Services).

g. This RFP is not intended and shall not be construed to commit the College to pay any costs incurred in connection with any Proposal or to procure or contract for any services.

h. The decision to award a contract shall be based on the Proposer’s ability to provide quality services and products and to comply with all applicable laws, rules, and regulations, including without limitation local preferences.

i. The award of any contract will be made as judged to be in the best interest of the College.

i. Each Proposal will be examined to determine whether it is responsive to the requirements of this RFP. All responsive Proposals will be evaluated in accordance with criteria deemed to be in the College’s best interests.

j. While the College is under no obligation to contact Proposers for clarifications, it reserves the right to do so. Depending on the number and quality of the Proposals submitted, the College, at its sole discretion, may elect to interview all or some of the Proposers during the selection process and to request presentations, including demonstrations of products and services.

k. The College at its sole discretion shall be allowed to increase or decrease its bandwidth or contracted services at any time during the contract by giving thirty (30) days written notice with the successful proposer obligated to provide such service at the price proposed for the applicable level of service.

End of Section I

Section II: Proposer Profile

1. General Information/Proposer History:

a. Proposer Name, main address, and all branch office addresses.

b. Describe the nature of your organization (e.g. a business corporation, not-for-profit corporation, proprietorship, etc.). If applicable, identify all principals and the ownership interest of each.

c. Year in which the Proposer was founded and a brief history.

d. Total number of employees and if applicable, total number of licensed professionals.

Include an organization chart as relevant.

e. Location(s) from which services will be performed.

f. Annual fee income for the past three (3) years.

g. Provide the Proposer’s outage metrics over the last two years for proposed services.

2. Technical Approach

Indicate your understanding of the project requirements and demonstrate a thorough recognition of the problems to be addressed. Discuss any specific or special qualifications for this project. Describe the level of continual two-way communication you will maintain with the College, including a timeframe for the completion of the various aspects of the Proposal.

3. Expertise of Proposer, including Qualifications and Experience of Personnel:

a. Describe your experience in providing services similar to those requested in this RFP, particularly any projects for colleges or universities.

b. Provide three professional references including the client name, address, a contact name with title, telephone number, and email address. The College reserves the right to contact any client referenced.

c. Provide a list of professionals including principals assigned to the project, professional qualifications, title and role, and years of experience for each.

d. Any and all sub-proposers or subcontractors to be employed must be identified in similar detail.

e. Provide a list of all contracts with the College within the last five years (regardless of type of service) and the time period for those services.

4. Quality Control

a. Operational Plan: Describe how you will ensure performance through adequate management, supervision, review and control.

b. Record and Reporting Systems: Describe your system for self-monitoring necessary to ensure maintenance of complete and accurate records.

c. Operating Problems: Discuss any operating problems, other than litigation, which you have experienced within the past five years, and their resolution.

5. Financial Viability:

a. Financial Statements:

Submit current financial statements as certified by an independent CPA, or submit internal statements if certified statements are unavailable or have not been issued within the past twelve (12) months.

b. Indebtedness, Liens and Litigation:

i. Submit a statement as to indebtedness, if any, to the College.

ii. Submit a listing of all outstanding liens, if any.

iii. Submit a summary of litigation, if any, and its disposition.

End of Section II

Section III: Technical Proposal Requirements

1. Scope of Work

The following services shall be required in the performance of this contract, and in achieving the College’s project objectives:

a. Proposals shall maximize the performance of the college infrastructure.

b. Proposals shall provide for 99.9% uptime.

c. Proposals shall accommodate all current services listed under the Current College Services section.

d. Proposals shall provide for the ability to expand services.

e. Proposals shall provide monthly billing.

f. The college will not share any bandwidth with other customers and requires the bandwidth level being purchased is available 24 hours per day, 7 days per week, 365 days per year.

g. Remote Site Connectivity: The College intends to maintain two PRIs with 941 DIDs while reducing costs.

h. Internet: The College intends to maintain the 2 gig connection while reducing costs. The College at its sole discretion shall be allowed to increase or decrease its bandwidth or contracted services at any time during the contract by giving thirty (30) days written notice with the successful proposer obligated to provide such service at the price proposed for the applicable level of service.

i. Dark Fiber: The goal is to maintain the same level of connectivity for the key off-campus sites (ACP, Elmira, and HEC) with reduced costs.

j. Toll, Local, and Long-Distance Usage Service: The goal is to reduce costs, with no expected growth in Toll, local and long-distance calls.

k. The college intends to maintain its one 800 number.

l. Combined service offerings, one point of contact, and one monthly bill. The College aims to consolidate its telecommunications services to a single point of contact and one monthly bill. Vendors are encouraged to provide proposals that encompass multiple options, but this approach is not mandatory.

m. Telecommunications services and connections will be provided at the following locations:

Spencer Hill Campus (Main Campus) 1 Academic Drive Corning, NY 14831

Physical Plant 2310 Marland Road Corning, NY 14830

Airport Corporate Park (ACP) 360 Daniel Zenker Drive Bigflats, NY 14845

Academic and Workforce Development Center (Elmira) 318 Madison Ave Elmira, NY 14901

Health Education Center (HEC) 132 Denison Parkway East Corning, NY 14830

2. Current College Connectivity and Services A diagram of current connectivity/services available upon request.

a. Remote Site Connectivity: The current connections are two PRI circuits located at the college's Physical Plant building on Marland Rd and the Main Campus Chemung building. These connections are load balanced for 941 inbound DIDs and outbound calling and allow for a failover scenario.

b. Internet: The main campus site has a 2 gig connection.

c. Dark Fiber: Three of the off-campus sites (ACP, Elmira, and HEC) utilize one strand each of Dark Fiber for their 10 gig connectivity to the main campus.

d. Toll, Local and Long-Distance Usage Service: Toll, Local and long-distance subscription.

e. 800 Number: The college currently uses a toll number of 800-358-717.

f. The services the college supports over the Internet connections include:

● Internet and videoconferencing for instruction

● VPN for remote work

● Website

● Student Information System (Banner) Self-service

● Learning Management System

● College document repository

● Third party software services

● Connection to SUNYNet via VPN

● Library services

● Cloud-based videoconferencing

● Streaming Video

● WiFi

● E-sports

● Residential Hall WiFi

3. Service and Support Requirements

a. Proposers will provide and maintain all equipment required to deliver service to the college.

b. Proposers must provide all costs associated with the required Customer Provided Equipment (CPE). Note: CPE must ONLY be provided, obtained, or purchased as required for the provisioning and operation of the proposed service. No individual purchases of CPE may be made under this contract.

c. Proposers must be able to provide 24 X 7 technical support via a toll-free number and/or mobile phone.

d. Proposers must provide a dedicated customer service representative for the account with 8 X 5 access weekdays and emergency access via mobile phone during off-hours.

e. Proposers must have a Network Operations Center (NOC) where circuit is monitored 24 X 7 with agreement to notify the College immediately of any degradation in service or equipment failures.

f. Proposers must provide five (5) business days advance notice for scheduled interruptions to service.

g. Reasonable diligence will include the contractor communicating to the college when maintenance and/or repairs have been completed.

h. Proposers will monitor the connection to the college and will be aware of outages before the college contacts them.

i. The contractor shall credit the college, the next billing cycle for any outages of more than four (4) hours in duration. A written explanation must be provided to the college for outages exceeding four hours.

Network Management

j. Proposers must describe all management services and reports available to the college with the proposed service and associated costs. These management reports must be available to the college upon request.

k. Proposers must describe, in their proposal, how real-time monitoring of the network is conducted (i.e., alarm notification, performance statistics, etc.)

l. Proposers will explain how they certify their testing results for any cabling and fiber installations.

m. Proposers shall comply with current cabling industry standards.

Network Security

n. Proposers must describe the measures it will take to ensure the confidentiality of the

College’s traffic.

4. RFP Content Requirements

All proposals shall include at least the following:

a. Description of the overall solution/approach being proposed including the level of service to each campus and between campuses and how the solution will be implemented.

b. Acknowledgment that the proposer can meet all the Service and Support Requirements (Section III, 3, a-n).

c. Diagrams/schematic drawings and associated explanations of the proposed project including a schedule of recommended equipment and brands and identification of any ancillary work that will need to be performed to make the new configuration of equipment and software operable. This includes specification of installed or to be installed electricity, wiring, and ventilation and cooling.

d. A project plan indicating the timetable for implementation.

e. All recurring and non-recurring costs associated with the proposed services.

f. All costs associated with installation.

g. All costs including all equipment, labor, and project management costs.

The proposal must include contractual documentation required by the Proposer (with terms and conditions not conflicting with this RFP), sample traffic (including utilization percentages, errors, and delays), condition, and error reports, a block diagram of the Proposer's infrastructure showing routing points, information about the College's connection warranties and service agreements.

End of Section III

Section IV Cost Proposal Form

1. Cost Proposals must be provided with the Proposal as a separate document. E-mail:

rfp@corning-cc.edu

Contract Term for Pricing Consideration:

The contract will be in effect for a period of three (3) years with an option to renew for as much as two (2) additional years in one (1) year increments commencing at the anniversary date as long as both parties agree to the same terms and conditions in written documentation. If either party elects not to renew at any of the two (2) subsequent anniversaries they must do so in writing with not less than sixty (60) days notice prior to the anniversary date.

We, _________________________________________, hereby submit our proposal for Telecommunications Services. This proposal is in compliance with your advertisement for RFP.

Internet

Monthly Recurring Costs $___________

Installation Costs: $___________ Specify one time/ monthly/yearly/etc.

Management Services Costs: $___________ Specify one time/ monthly/yearly/etc.

Security Services Costs: $___________ Specify one time/ monthly/yearly/etc.

Other Costs: $___________ Specify one time/ monthly/yearly/etc.

Site to Site Connectivity

Monthly Recurring Costs $___________

Installation Costs: $___________ Specify one time/ monthly/yearly/etc.

Management Services Costs: $___________ Specify one time/ monthly/yearly/etc.

Security Services Costs: $___________ Specify one time/ monthly/yearly/etc.

Other Costs: $___________ Specify one time/ monthly/yearly/etc.

Local and Long-Distance, Toll-free Calling Services

Per minute charges for each area and any unlimited calling plans: $___________ monthly.

Flat-rate PRI circuits charges: $___________ Specify one time/ monthly/yearly/etc.

Other charges: $___________ Specify one time/ monthly/yearly/etc.

The proposal must include contractual documentation required by the Vendor.

The award will be made to the best value proposer. The College reserves the right to reject any or all proposals, to waive any informalities in, or to accept the Proposal deemed most advantageous to the College, without notification to the Proposer or reason for rejection.

The College reserves the right to award negotiated contracts to one or more Proposers for the service the college is seeking (Internet, Site-to-site Connectivity, and Local and Long-Distance, Toll-free Calling Services).

The College at its sole discretion shall be allowed to increase or decrease its bandwidth or contracted services at any time during the contract by giving thirty (30) days written notice with the successful Proposer obligated to provide such service at the price proposed for the applicable level of service.

Deadline for RFP Submittal: 4:00 pm, March 1, 2024

Questions regarding proposal requirements should be directed to: rfp@corning-cc.edu

The undersigned proposes to furnish all materials as detailed in the aforementioned documents at the prices stated above.

Signature ____________________________ Title _________________________________

Printed Name ____________________

End of Section IV

Section V Proposer Warranties

The Proposer warranties as follows:

A. That it is willing and able to comply with the laws of New York State.

B. That it is willing and able to obtain an errors and omissions insurance policy providing a prudent amount of coverage for the willful or negligent acts, or omissions of any officers, employees or agents thereof.

C. That it will not delegate or subcontract its responsibilities under an agreement without the prior written permission of the College.

D. That all information provided by it in connection with this Proposal is true and accurate.

The Proposer affirms as true, under the penalties of perjury, as follows:

A. The prices in this Proposal have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition as to any matter relating to such prices, with any other contractor or with any competitor;

B. The prices which have been quoted in this Proposal have not been disclosed knowingly by the Proposer, and will not be disclosed knowingly by the Proposer, directly or indirectly, to any other Proposer or to any competitor, prior to the opening;

C. No attempt has been made or will be made by the Proposer to induce any other person, partnership or corporation to submit a Proposal for the purpose of restricting competition;

D. Neither the undersigned, nor any partner, principal, officer, director, employee, stockholder, or any other person authorized by the undersigned or any of the foregoing persons, has offered or given any gratuity to any official, employee or agent of SUNY Corning Community College or New York State or of any political party, with the purpose or intent of securing an agreement or securing favorable treatment with respect to the awarding or amending of an agreement or the making of any determinations with respect to the performance of an agreement.

Signature of Official:

Name (typed):

Title:

Proposer:

Date:

End of Section V

Section VI

Insurance Requirements

Before commencing work, the successful firm shall furnish evidence of insurance coverage in the kinds and amounts hereinafter specified with a Certificate of Insurance (ACORD Form 25 or 25-S), acceptable to the College, that said firm will maintain in effect until final acceptance of the work or until released in writing at the time of “Notice of Substantial Completion”.

A. Worker’s Compensation

1. Statutory Coverage A applying in the State of New York.

2. Employer’s Liability (Coverage B) applicable to the State of New York in the amount of $1,000,000 per occurrence.

3. Disability Benefits – Statutory Coverage required by New York State

B. Auto Liability (on all owned, non-owned and hired licensed vehicles).

1. Liability – Monetary Limits

2. Bodily Injury - $500,000 per person; $1,000,000 per accident

3. Property Damage - $500,000 per occurrence

4. If coverage for Bodily Injury and Property Damage is combined on a Single-Limit

Basis - $1,000,000 per accident.

5. No-Fault – New York Statutory Personal Injury Protection.

C. General Liability – Comprehensive or Commercial Form Coverage to be provided:

1. Premises – Operations

2. Independent Contractors

3. Products – Completed Operations

4. Contractual Liability (Blanket Basis)

5. Broad Form Property Damage Endorsement

Monetary Limits:

1. Bodily Injury - $1,000,000 per occurrence

2. Property Damage - $1,000,000 per occurrence

3. If Bodily Injury and Property Damage are combined - $2,000,000 combined single limit per occurrence.

4. Each Certificate of Insurance evidencing General Liability coverage must contain the following language verbatim:

“The Contractor hereby agrees to defend and indemnify SUNY Corning Community College, its officers, agents and employees, and shall hold them harmless from any and all risks SUNY of every kind, nature and description resulting from or arising out of the work and/or service performed by the Contractor, or its subcontractors, under this contract.”

D. Umbrella/Excess Liability-Certificate Required

Monetary Limit: $5,000,000 Excess of Basic Limits required above for Auto & General Liability on a Following Form basis.

E. Signature – Cancellation – Additional Insured States

Each policy or certificate of insurance hereinbefore required, and a licensed resident agent thereto, must sign each endorsement. Autograph signatures are required; facsimile or stamped signatures are not acceptable.

Each policy or certificate of insurance hereinbefore required shall contain the following endorsement:

“In the event of any material alteration or cancellation of this policy, thirty (30) days written notice shall be given to SUNY Corning Community College, Administrative Services, 1 Academic Drive, Corning, New York 14830.”

Under “REMARKS” on each Certificate evidencing Commercial General Liability Coverage, SUNY Corning Community College must be named as an additional insured.

End of Section VI