RFP_8100_JNH3000_ATT_2_v2.pdf

Solicitation

INSTRUCTIONS RFP

Solicitation Instructions Page 1

Revised 06/06/2024

1 REQUEST FOR PROPOSALS

1.1 Invitation. The City of Austin invites all Responsible Offerors to submit Proposals to provide the goods and/or services described in this Solicitation.

1.2 Documents. This Request for Proposals (“RFP” or “Solicitation”) is composed of all documents listed in the Attachments section of the Solicitation Cover Sheet.

1.3 Process. The process described in this RFP is the Competitive Sealed Proposals process. This process is procedurally compliant with the competitive proposal processes prescribed by Texas Local Government Code Ch. 252 and Ch. 271.

1.4 Changes. The City may change or revise any of the contents of this Solicitation through the issuance of a written Addendum. Any Addenda issued will be added to the Attachments section of the Solicitation Cover Sheet. The Version number displayed in the Solicitation Cover Sheet will indicate the number of Addenda issued. Any explanation, clarification, interpretation or change to the Solicitation made in any other manner is not binding upon the City, and Offerors shall not rely upon such explanation, clarification, interpretation, or change. Oral explanations or instructions given before the award of the Contract are not binding.

1.5 Review of Documents. Offerors shall review the entire Solicitation, as revised. Offerors shall notify the Authorized Contact Person(s) listed on the Solicitation Cover Sheet in writing of any omissions, ambiguities, inconsistencies or errors in the Solicitation prior to the Offer Due Date and Time displayed in the Important Dates section of the Solicitation Cover Sheet. Offerors shall also notify the City of any Solicitation contents the Offeror believes may be unreasonably restrictive.

1.6 Cancellation. The City reserves the right to cancel this Solicitation at any time for any reason and to resolicit the goods and services included in this Solicitation.

2 PUBLICATION AND NOTICES

2.1 Publication. This Solicitation was published on the City’s financial services website, Austin Finance Online, as of the Published date displayed in the Solicitation Cover Sheet section.

2.2 Email Notices. On the Solicitation’s Published date, email notices regarding this Solicitation were issued to all vendors registered in Austin Finance Online, that had previously selected the NIGP Codes displayed in the Solicitation Cover Sheet section. All subsequent email notices regarding this Solicitation will be limited to those vendors or other persons that subscribe to this Solicitation in Austin Finance Online.

2.3 Newspaper Notices. If applicable, one or more notices of this Solicitation were published in the newspaper as required by statute.

2.4 Third-Party Notices. Austin Finance Online is the only source of official notices regarding this Solicitation.

Prospective Offerors shall not rely on any notices concerning this Solicitation received from sources other than Austin Finance Online.

3 COMMUNICATIONS AND MEETINGS

3.1 Authorized Contact Persons. The names and contact information for the authorized contact persons for this Solicitation are displayed in the Solicitation Cover Sheet. Offerors needing assistance contacting an Authorized

CITY OF

AUSTIN

Solicitation Instructions Page 2 Revised 06/15/2026

Contact Person regarding this Solicitation may also contact the Financial Services Department- Central Procurement’s main line at (512) 974-2500 and request assistance from any member of the Financial Services Department- Central Procurement’s management team. Offerors may direct specific questions concerning subcontractors and responding to the Minority-owned Business Enterprise and Women-owned Business Enterprise Procurement Program requirements to the SMBR contact, also listed on the Solicitation Cover Sheet.

3.2 Questions. Offerors shall submit any questions concerning this Solicitation in writing via e-mail to the Authorized Contact Persons displayed on the Solicitation Cover Sheet. The City will respond to all questions received by the Questions Due Date and Time displayed on the Solicitation Cover Sheet. The City will publish one or more Addenda displaying all timely received questions and the City’s responses to each for any information not already contained in the solicitation.

3.3 Vendor Help Desk. For general questions concerning the City’s online financial services system, Austin Finance Online, Vendor Connection (“Vendor Connection”), Offerors may contact the Vendor Help Desk at (512) 974- 2018. Assistance from the Vendor Help Desk is limited to navigating and using Vendor Connection only. The Vendor Help Desk will not respond to any questions concerning a specific Solicitation.

3.4 Pre-Offer Conferences. The City may hold one or more pre-offer conferences to review the Solicitation and to receive verbal questions. The Solicitation Cover Sheet will display if a Pre-Offer Conference is being held and if attendance at this meeting is mandatory. If a Pre-Offer Conference is planned, the date, location, time, and any other necessary information regarding this meeting will also be displayed in the Solicitation Cover Sheet.

Attendance at any Pre-Offer Conference will be recorded and will be included in an Addendum published following the meeting. As the Solicitation is subject to changes (See Solicitation Instruction, 1.4 Changes.)

Offerors shall not rely on verbal exchanges that may occur at a Pre-Offer Conference. Offerors shall continue to submit all questions in writing. (See Solicitation Instructions, 3.2 Questions.)

3.5 Site Visits. The City may hold one or more site visits to allow prospective Offerors to inspect the location(s) where work under any resulting contract will be performed and to receive verbal questions. The Solicitation Cover Sheet will display if a Site Visit is being held and if attendance at this meeting is mandatory. If a Site Visit is planned, the date, location, time, and any other necessary information regarding this meeting will also be displayed in the Solicitation Cover Sheet. Attendance at any Site Visit will be recorded and will be included in an Addendum published following the meeting. As the Solicitation is subject to changes (See Solicitation Instruction, 1.4 Changes.) Offerors shall not rely on verbal exchanges that may occur at a Pre-Offer Conference.

Offerors shall continue to submit all questions in writing. (See Solicitation Instructions, 3.2 Questions.)

3.6 No-Lobbying. In accordance with Austin City Code, sec. 2-7-101, et. seq., Austin City Ordinance no. 20180614- 056, and applicable Administrative Rules, this Solicitation is subject to certain limits on communication by Offerors and their agents. The No-Lobbying period for this Solicitation starts on the Published Date displayed on the Solicitation Cover Page and continues through the earliest of the following: (i) the Solicitation is cancelled,

(ii) the last of any resulting contract(s) are executed, or (iii) 60-days following Council authorization of the last contract resulting from this Solicitation. The No-Lobbying Period continues throughout the completion of the solicitation process. During the No-Lobbying Period, Offerors, Respondents and/or their Agents shall not make any prohibited communications to City Officials or City employees other than the Authorized Contact Persons.

Respondents include both prospective and actual Offerors.

4 OFFER PREPARATION

4.1 Offer Submittals. Offerors intending to respond to this Solicitation shall download and complete each of the Submittal documents listed in the Solicitation Cover Sheet. Submittal documents will include additional Solicitation instructions specific to its contents. Offerors will complete each Submittal in accordance with the

Solicitation Instructions Page 3 instructions in the submittal. At a minimum, submittals will include a Price Offer, a Technical Offer, and an Offer and Certifications submittal.

4.2 Alternate Offers. Unless excluded elsewhere in the Solicitation, Offerors may submit alternative Offers, in addition to their primary Offer. Offerors seeking to submit an alternative Offer may include with their completed Submittals, any alternative Submittals as applicable.

4.3 Exceptions. Offerors shall indicate if they take exception to any portions of the Solicitation in their Proposal.

Any exceptions included in the Proposal may negatively impact the City’s evaluation of the Proposal or may cause the City to reject the Proposal entirely.

4.4 Offer Acceptance Period. All Offers are valid for a period of one hundred and eighty (180) calendar days subsequent to the RFP closing date unless a longer acceptance period is offered in the proposal.

4.5 Proprietary and Confidential Information. All Offers received and opened by the City are subject to the Texas Government Code, Ch. 552, and will be made available to the public. Offerors seeking to keep any portions of their Offer confidential shall mark each such portion as “Proprietary.” The City will, to the extent allowed by law, endeavor to protect such information from disclosure. The City may request a review and determination from the Attorney General’s Office of the State of Texas, of any Proposal contents marked as “Proprietary.” A copyright notice or symbol is insufficient to identify proprietary or confidential information.

4.6 Cost of Offer Preparation and Participation. Offerors are responsible for all costs related to the preparation of their Offer and incurred while participating in this Solicitation process.

4.7 Minority and Women Owned Business Enterprise (MBE/WBE) Procurement Program. If the solicitation includes an MBE/WBE Program Compliance Plan or Offeror intends to subcontract, the Offeror shall comply with the provisions of Chapters 2-9A and B, of the Austin City Code and the terms of the Compliance Plan or Subcontractor Utilization Plan as approved by the City (the “Plan”).

4.8 Living Wage. The City requires Contractors submitting Offers on this Contract to provide a certification (see the Living Wages Contractor Certification included in the Solicitation) with their Offer certifying that all Contractor Employees (and all tiers of Subcontracting) directly assigned to this City Contract will be paid a minimum living wage equal to or greater to the amount Living Wage Certification. The Living Wage Certification shall include a list of all Contractor Employees (and all tiers of Subcontracting) directly assigned to providing services under the resultant contract including their name and job title. The list shall be updated and provided to the City as necessary throughout the term of the Contract.

4.9 Wage Theft. This Solicitation is subject to City Code, Chapter 4-22 Wage Theft (Ordinance No. 20221201-031 | Code of Ordinances | Austin, TX | Municode Library). In accordance with City Code, Ch. 4-22, any Employer that submits an Offer to the City is required to provide certification (see the Employer Certification Wage Theft Ordinance – Responsibility Criteria included in this the Solicitation) that they have not been adjudicated for Wage Theft related incidents within five (5) years prior to the date set forth within the Employer Certification Wage Theft Ordinance – Responsibility Criteria. Additionally, City Code, Ch. 4-22 Wage Theft, requires all Employers to complete a training program designed by the Wage Theft Coordinator on federal and state wage laws and the provisions of City Code, Ch. 4-22 Wage Theft. All Employers must complete the City of Austin Wage Theft Training within 30 days of being awarded a contract with the City. Contact the Wage Compliance Training to register for training or additional information at wagetheft@austintexas.gov.

4.10 Pricing Requirements – Non-Specified Items.

4.10.1 The City may purchase additional related items that are available from the Contractor in various quantities. Pricing for these non-specified items will be calculated based on a percentage markup over Contractor’s cost as identified in the Price Sheet under the Non-Specified Parts Section.

https://library.municode.com/tx/austin/ordinances/code_of_ordinances?nodeId=1201313 https://library.municode.com/tx/austin/ordinances/code_of_ordinances?nodeId=1201313

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4.10.2 Offeror shall bid a percentage markup to their cost.

4.10.2.1 The percentage markup shall be fixed throughout the term of the Contract and are not subject to increase. They shall also remain firm through subsequent renewal periods if the City and the Contractor choose to renew the Contract.

4.10.2.2 The Offeror may offer a different percentage discount or markup amount per manufacturer for any Non-Specified Part; however, parts within each manufacturer’s product line shall be priced by taking the stated list price and applying that percentage discount or markup.

5 OFFER SUBMISSION

5.1 Electronic Offers. All Offers in response to this solicitation shall be submitted electronically (electronic documents) to the City of Austin using the Solicitation’s eResponse function, available through the City’s online financial system, Austin Finance Online. To submit Electronic Offers using the eResponse function, Offeror’s must first be registered as a vendor with the City of Austin in Austin Finance Online. See Instructions, Submitting Offers in Austin Finance Online. For any questions or problems concerning eResponse, please contact vendor@austintexas.gov and copy the Procurement Specialist listed on the Cover Sheet. For immediate attention, call 512-974-2467.

5.2 Due Date and Time for Electronic Offers. Electronic Offers in response to this Solicitation shall be submitted via eResponse by the Offer Due Date and Time displayed in the Important Dates section of the Solicitation Cover Sheet. The system time within Austin Finance Online shall be the official time of record for Electronic Offers.

5.3 Withdrawing Electronic Offers. Electronic Offers submitted online in response to this Solicitation may be withdrawn, revised, and resubmitted using the eResponse function any time prior to the Solicitation’s Due Date and Time. Withdrawn Electronic Offers may be resubmitted, with or without modifications, up to the Solicitation’s Due Date and Time.

5.4 Late Electronic Offers. The Solicitation’s eResponse function in Austin Finance Online will not allow Electronic Offers to be submitted past the Solicitation’s Due Date and Time.

5.5 Opening Electronic Offers. The information regarding Electronic Offers will become available on or shortly after the Offer Opening Date and Time stated on the Solicitation’s Cover Sheet. When Electronic Offers are opened, the names of each Offeror would be displayed within the Solicitation’s eResponse section. For Solicitations conducted via Competitive Sealed Bidding, the Price Offer for each Offeror will also be displayed in the eResponse section.

6 OFFER EVALUATION

6.1 Basis of Competition. The City may compare Offers based on groups or categories and will choose the basis of competition that best meets the City’s needs for the resulting contracts. The basis of competition for each RFP will be described in section 11, Evaluation of Offers below.

6.2 Minimum Responsiveness. Proposals are Minimally Responsive when they include all of the Submittals listed in this Solicitation, completed and with sufficient detail in each to evaluate the Proposal in accordance with the Solicitation’s Instructions. Proposals that are not Minimally Responsive may be deemed non-responsive and rejected.

6.3 Responsibility. An Offeror is responsible if they have the financial and practical ability, resources, expertise, past performance, and positive compliance history with all City ordinances. An Offer may be rejected if an Offeror is determined to not be responsible.

https://assets.austintexas.gov/purchase/downloads/Submitting-Offers-in-AFO.pdf https://assets.austintexas.gov/purchase/downloads/Submitting-Offers-in-AFO.pdf mailto:vendor@austintexas.gov

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6.4 Clarifications. Any time after the opening of Proposals, the City may contact Offerors to ask questions about their Proposal’s contents in order to better understand these contents as-written. Responses to clarification questions, whether done verbally or submitted in writing, do not change the Proposal’s contents. Clarifications are not to be confused with Discussions as described herein.

6.5 Evaluation. Proposals that are Minimally Responsive will be evaluated based on the Evaluation Factors listed in Section 11.1 of the Solicitation Instructions. Evaluation Factors correspond to their specified Submittals and shall indicate their respective weighting next to each. Proposal submittals not identified as Evaluation Factors will be evaluated on a pass / fail basis in accordance with the Solicitation’s Instructions and any further instructions within each Solicitation. Although minimum responses are required in all Submittals, the Submittals identified as Evaluation Factors will be used to differentiate the Proposals and to identify which Proposal(s) represent the Best Value to the City. The City’s evaluation may be made without Clarifications or Discussions with Offerors. Proposals should, therefore, include the Offeror’s most favorable terms.

6.6 Discussions and Proposal Revisions. After completing initial evaluations, the City may enter into discussions (communications which may include negotiations and feedback about the Proposal submitted) with one or more Offerors submitting the highest rated Proposal(s). Following the completion of Discussions, the City may request Proposal revisions from these Offerors. The City may seek multiple rounds of Discussions and Proposal revisions as deemed necessary by the City. The City may revise its initial evaluations depending on the contents of any Proposal revisions received following these Discussions.

6.7 Interviews/Presentations. The City may require that one or more Offeror submitting the highest rated Proposals participate in interviews and/or presentations.

7 CONTRACT AWARD AND EXECUTION

7.1 Award Determination. City staff will recommend Contract award to the Offeror(s) submitting the highest rated Proposal(s) based on the Evaluation Factors set forth in this Solicitation. The Award Determination will be published to Austin Finance Online and notice will be sent to all Offerors subscribed to the Solicitation.

7.2 Multiple Awards. If the City determines that multiple contracts are needed, the City will award one or more additional contracts to the Offeror(s) submitting the next highest rated Proposal(s).

7.3 Contract Execution. Contracts within the City Manager’s authority will be awarded and executed simultaneously. Contracts above the City Manager’s authority will be executed following their authorization by the Austin City Council.

8 ADMINISTRATIVE MATTERS

8.1 Solicitation File. All documents included in this Solicitation, and all timely received Offers in response to this Solicitation, except for Offer contents deemed by Offerors to be proprietary and confidential, will be available for public inspections upon the execution of the contract.

8.2 Debriefings. Offerors may request a debriefing meeting to ask any questions concerning the Solicitation’s contents, process, or the evaluation of their Offer. Debriefing meetings are informal exchanges and may be requested anytime following the earlier of (i) after the contract resulting from this Solicitation is executed, or in the case of multiple awards, the last contract is executed; (ii) the date the Solicitation is cancelled. Debriefings are not public called meetings in accordance with the Texas Open Meetings Act and are usually limited to a single Offeror and any of their representatives. Only information regarding the Solicitation documents and the Offeror’s Offer (including City’s evaluation of the Offer) in response to the Solicitation will be discussed.

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8.3 Reservations. The City reserves the right to: (i) specify approximate quantities in the Solicitation; (ii) extend the Solicitation due date and time; (iii) add additional terms or modify existing terms in the Solicitation; (iv) reject an Offer containing exceptions, additions, qualifications or conditions not called for in the Solicitation; (v) reject an Offer received from an Offeror who is currently debarred or suspended by the City, State, or Federal Government; (vi) reject an Offer that contains fraudulent information; (vii) reject an Offer that has material omissions; (viii) reject any or all Offers; (ix) procure any goods or services included in this Solicitation by other means; (x) consider and accept alternate Offers, if specified in the Solicitation, when most advantageous to the City; (xi) reject an Offer if prices in the Offer are unbalanced (some prices are significantly high and other prices are significantly low) and/or (xii) waive any minor informality in any Offer or procedure so long as the deviation does not affect the competitiveness of the Solicitation process.

8.4 Protests. The Financial Services Department - Central Procurement has the authority to settle or resolve any claim of an alleged deficiency or protest. The procedures for notifying the City of Austin of an alleged deficiency or filing a protest are listed below. If you fail to comply with any of these requirements, the Financial Services Department - Central Procurement may dismiss your complaint or protest.

8.4.1 Protest regarding the Solicitation (Pre-Submittal Protest). Any protest regarding the Solicitation by the City shall be filed no later than five (5) business days prior to the due date and time for proposals. Any protest filed after that date which raises issues regarding the Solicitation will not be considered.

8.4.2 Protests regarding the evaluation of Proposals. Any protest regarding the evaluation of Proposals by the City shall be filed with the City no later than five (5) business days after the notification of award recommendation is posted on Austin Finance Online, or notification that the protestor’s status as a Offeror has changed, such as notification that an Offer has been found to be non-responsive or an Offeror has been found to be non-responsible. Any protest filed after such date which raises issues regarding the evaluation will not be considered. Offerors may only protest the evaluation of their Proposal.

8.4.3 Protest Regarding Award of Contract (Post-Award Protest). Any protest regarding the award of the contract shall be filed no later than ten (10) business days after the date of award. Any protest regarding the award of the contract filed after such date will not be considered.

8.4.4 You shall submit your protest in writing, and it shall include the following information: (i) your name, address, telephone, and email address; (ii) the Solicitation number; (iii) the specific facts and/or law upon which the protest of the Solicitation or the award is based, including all pertinent documents and evidence thereto; and (iv) the form of relief requested.

8.4.5 Your protest shall be concise and presented logically and factually to help with the City’s review.

8.4.6 When the City receives a timely written protest, the Financial Services Department - Central Procurement will determine whether the grounds for your protest are sufficient. If the Financial Services Department

- Central Procurement decides that the grounds are sufficient, the Financial Services Department - Central Procurement will schedule a protest hearing, usually within five (5) business days. If the Financial Services Department - Central Procurement determines that your grounds are insufficient, the City will notify you of that decision in writing.

8.4.7 The protest hearing is informal and is not subject to the Open Meetings Act. The purpose of the hearing is to give you a chance to present your case, it is not an adversarial proceeding. Those who may attend from the City are: representatives from the department that requested the purchase, the Department of Law, the Financial Services Department- Central Procurement, and other appropriate City staff. You may bring a representative or anyone else that will present information to support the factual grounds for your protest with you to the hearing.

8.4.8 A decision will usually be made within fifteen (15) calendar days after the hearing.

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8.4.9 The City will send you a copy of the hearing decision after the appropriate City staff has reviewed the decision.

8.4.10 When a protest is filed, the City usually will not make an award until a decision on the protest is made.

However, the City will not delay an award if the City Manager or the Financial Services Department - Central Procurement determines that the City urgently requires the supplies or Services to be purchased, or failure to make an award promptly will unduly delay delivery or performance. In those instances, the City will notify you and make every effort to resolve your protest before the award.

8.5 Interested Parties Disclosure. As a condition to entering the Contract, the Business Entity constituting the Offeror must provide the following disclosure of Interested Parties to the City prior to the award of a contract with the City on Form 1295 “Certificate of Interested Parties” as prescribed by the Texas Ethics Commission for any contract award requiring council authorization. The Certificate of Interested Parties Form must be completed on the Texas Ethics Commission website, printed, and signed by the authorized agent of the Business Entity with acknowledgment that disclosure is made under oath and under penalty of perjury. The City will submit the “Certificate of Interested Parties” to the Texas Ethics Commission within 30 days of receipt from the successful Offeror. The Offeror is reminded that the provisions of Local Government Code 176, regarding conflicts of interest between the Offerors and local officials remain in place. Link to Texas Ethics Commission Form 1295 process and procedures below: https://www.ethics.state.tx.us/File/

9 DEFINITIONS. Whenever a term defined by the Uniform Commercial Code, as enacted by the State of Texas, is used in the Contract, the UCC definition shall control, unless otherwise defined in the Contract.

“Addendum” means a written instrument issued by the Contract Awarding Authority that modifies or clarifies the Solicitation prior to the Due Date. “Addenda” is the plural form of the word.

“Best Offer” means the best evaluated Offer in response to a Request for Proposals or Request for Qualifications/Statements.

“Best Offeror” means the Offeror submitting the Best Offer.

“City” means the City of Austin, a Texas home-rule municipal corporation.

“Offer” means a complete signed response to a Solicitation including, but not limited to, a Request for Proposals.

“Offeror” means a person, firm, or entity that submits an Offer in response to this Solicitation. Any Offeror may be represented by an agent after submitting evidence demonstrating the agent’s authority. The agent cannot certify as to his own agency status.

“Proposal” means a complete, properly signed Offer to a Request for Proposals.

“Financial Services Department - Central Procurement” refers to the line of business within the City of Austin’s Financial Services Department, responsible for the City’s procurement business function.

“Chief Procurement Officer” means the officer of the Financial Services Department – Central Procurement and the principal recipient of procurement authority from the City Manager.

“Request for Proposals” means all documents utilized for soliciting Proposals.

“Responsible Offeror” means the financial and practical ability of the Offeror to perform the Contract and takes into consideration resources, expertise, and past performance of the Offeror as well as compliance with all City ordinances concerning the purchasing process.

“Responsive” means meeting all the requirements of a Solicitation.

https://www.ethics.state.tx.us/File/

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“Solicitation” means this Request for Proposals or RFP.

“Wage Theft” means any action by an employer that secures performance of a service by agreeing to provide compensation for the service and, after the service is rendered, fails to make full payment.

10 PROPOSAL SUBMITTALS.

10.1 Minimum Qualifications.

Offeror shall have been in the business of designing, installing, and maintaining enterprise-grade telephony systems for a minimum of seven (7) years and shall have completed at least three (3) successful enterprise telephony implementations comparable in scale, complexity, and functionality as described in the Scope of Work.

10.2 Executive Summary. Provide an Executive Summary, limited to a maximum of two (2) pages, that summarizes the Offeror’s RFP response and confirms the Offeror will comply with the requirements, provisions, terms, and conditions specified in this solicitation. The Executive Summary should be in the form of a standard business letter on official business letterhead and signed by an authorized representative of Offeror.

10.3 Authorized Negotiator. Include name, address, email, and telephone number of a person in your organization authorized to negotiate Contract terms and render binding decisions on Contract matters.

10.4 Company Experience and References, Personnel Experience. Provide a description of the Offeror’s qualifications to assume the responsibilities required for this opportunity, including:

10.4.1 Firm History and Presence. Provide the Offeror’s legal name, headquarters address, local office addresses if any, and state of incorporation.

10.4.1.1 Provide a list the principal officers of the Offeror including name, title, and tenure.

10.4.1.2 Provide a brief overview of your company (furnish the Offeror’s business philosophy, mission statement, management structure, organization chart, etc.).

10.4.1.3 Describe the Offeror’s primary line of business including:

10.4.1.3.1 Number of years the company has been in business

10.4.1.3.2 Number of years providing telephone systems

10.4.1.3.3 Percentage of the Offeror’s business that is telephony

10.4.1.3.4 Total number of employees and their total years of experience in providing telephony services and the average years of experience

10.4.1.4 Confirm that the Offeror is legally authorized, pursuant to the requirements of the Texas Statutes, to do business in the State of Texas.

10.4.1.5 Provide a list and describe all bankruptcy petitions (voluntary or involuntary) which have been filed by or against the Offeror, its parent or subsidiaries, predecessor organization(s), or any wholly owned subsidiary during the past five (5) years. Include in the description the deposition of each such petition.

10.4.1.6 Provide a list all claims, arbitrations, administrative hearings, and lawsuits brought by or against the Offeror, its predecessor organization(s), or any wholly owned subsidiary during the last five (5) years. The list shall include all case names; case, arbitration, or hearing identification numbers; the name of the project over which the dispute arose; a description of the subject matter of the dispute; and the final outcome of the claim.

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10.4.1.7 Provide a list and describe all criminal proceedings or hearings concerning business related offenses in which the Offeror, its principals, officers, predecessor organization(s), or wholly owned subsidiaries were defendants.

10.4.1.8 Has the Offeror ever failed to complete any work awarded to them? If so, where and why?

10.4.1.9 Has the Offeror ever been terminated from a contract? If so, where and why?

10.4.1.10 Has the Offeror ever done business using another corporation/company name?

10.4.2 Relevant Company Experience. Provide a written narrative, limited to a maximum of six (6) pages, detailing the Offeror’s experience in the implementation, maintenance, and support of enterprise telephony and unified communications systems, including large-scale PBX and IP/VoIP platforms (NEC, Cisco, or equivalent), and related voice network infrastructure. Include details of the Offeror’s experience with system upgrades, migrations, and integration projects involving both traditional PBX and VoIP environments, as well as experience providing multi-year maintenance and support for large-scale, mission-critical communications systems. Include experience with system monitoring, troubleshooting, patch and upgrade management, and compliance with defined service level agreements (SLAs). Length of experience must be at least seven (7) years.

10.4.2.1 Provide evidence of experience with at least three (3) comparable projects of similar size and scope. For the purposes of this requirement, a comparable project is one in which the Offeror implemented a system meeting the following minimum criteria:

10.4.2.2 Enterprise Class System IP telephony system supporting integration with Microsoft and other unified communication platforms.

10.4.2.3 High-Availability architecture with redundancy appropriate for enterprise operations.

10.4.2.4 Premises-based (on-premises) deployment model.

10.4.2.5 Support of VoIP handsets and endpoints.

10.4.2.6 Support of Automatic Call Distribution and call queuing functions.

10.4.2.7 Support for advanced call routing capabilities, including skills-based, rules-based, or intelligent routing features.

10.4.2.8 A currently offered, commercially supported product line using the manufacturer’s latest available software versions.

10.4.2.9 Experience within an airport or similar complex, 24/7 operational environment is strongly preferred. The Offeror should highlight any previous work supporting communications systems in aviation, transportation, or other environments requiring high availability, redundancy, and emergency communications reliability.

10.4.2.10 Describe only relevant corporate experience and individual experience for personnel who will be actively engaged in performing the project work. Where personnel proposed for this project actively participated in a referenced corporate project, the Offeror should identify their role; personnel continuity is

Solicitation Instructions Page 10 preferred but not required for a project to qualify as comparable experience.

Do not include experience prior to 2020.

10.4.2.11 For each project, supply the project title, description, year, and the following contact information for each project listed: reference name, title, e-mail address, present address, and phone number of principal person for whom prior work was accomplished.

10.4.3 References. Provide a minimum of three (3) additional customer references, for which the Offeror is currently providing, or has provided services of comparable size and scope as listed in the Scope of Work. All client reference information must be supported and verified. Reference contacts must be aware they are being used and agreeable to City follow-up. Each reference must include the following:

10.4.3.1 Name of Company

10.4.3.2 Number of personnel

10.4.3.3 Contact name- sponsor or IT Lead

10.4.3.4 Contact address

10.4.3.5 Contact telephone number

10.4.3.6 Contact e-mail

10.4.4 Personnel. Complete Attachment A-Personnel List.

10.4.4.1 Provide the names and qualifications of all professional personnel proposed for this project.

10.4.4.2 Identify key personnel by name and title and include current vendor certification documents for those individuals.

10.4.4.3 Provide evidence of any required or preferred manufacturer or platform certifications applicable to the proposed role, including certifications related to enterprise IP/VoIP systems, call processing platforms, gateways/SBCs, ACD, voicemail, unified communications, and network-based voice environments.

10.4.4.4 Provide details describing each individual’s relevant work experience on projects of similar size, scope, and complexity. Include the estimated commitment percentage for each proposed individual.

10.5 Project Concept and Strategy. Provide a detailed and technical narrative of how your firm will modernize and consolidate Austin Aviation’s existing telephony environment by upgrading or replacing current systems to deliver a unified, reliable, and future-ready communications platform. The Offeror may address these objectives through one or more of the following solution approaches:

Upgrade the NEC Platform: Convert the existing NEC phone system to a premises-based IP telephony platform using a new IP-based call server. The Offeror shall propose a system that should utilize existing Voice over Internet Protocol (VoIP)-capable handsets and eliminate the need for Time Division Multiplexing (TDM) -based voice infrastructure. The proposed solution shall provide unified messaging, integration with Microsoft Teams, call recording, improved ACD capabilities, and dedicated maintenance and support.

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Expand the Cisco UC Platform: Upgrade and expand the existing Cisco Unified Communications Manager (CUCM) to support entire AUS campus. The proposed solution would provide unified messaging, integration with Microsoft Teams, call recording, and improved ACD capabilities, and dedicated maintenance and support.

Alternative Solution: Propose an alternative premises-based IP telephony system that meets or exceeds Austin Aviation functional requirements for unified messaging, Microsoft Teams integration, call recording, ACD capabilities, and dedicated maintenance and support. The proposed solution shall support business continuity by providing a planned transition from existing voice platforms with minimal disruption to Airport operations and in accordance with applicable Airport IT standards, security policies, and operational requirements.

Propose one or more of the identified solution approaches. Each proposal shall be a complete, stand-alone system design and implementation proposal, including ongoing maintenance and support, meeting the requirements detailed in this Scope of Work.

The contractor shall propose a system that provides a single enterprise voice system in terms of dialing, feature access, and administration.

Demonstrate how the Offeror can provide local or regional support presence, including on-site support when required and timely access to qualified technical personnel for maintenance, troubleshooting, and incidence response throughout the contract term.

10.5.1 Network Assessment Approach: Describe the network assessment services provided, including the assessment methodology and scope, tools and techniques to be used, how network readiness for enterprise VoIP will be evaluated, how results will be documented and presented to Austin Aviation, and how findings will be used to inform final system design and cutover planning.

10.5.2 Core System Solutions and Equipment Overview:

10.5.2.1 Describe the proposed technical solution for each core system and service, including Call Accounting, Voicemail, Call Recording, Automatic Call Distribution (ACD), Unified Messaging and integration with Microsoft Exchange, and auto attendant or call intake capabilities.

10.5.2.2 For each system, identify the products proposed, key capabilities and limitations, integration approach with the core telephony platform, licensing model, and any dependencies on third-party products or services. Any required licensing or upgrades needed to support required integrations defined in the Scope of Work should be identified and included in the Offeror’s proposal.

10.5.2.3 Provide a high-level recommended equipment list, including call servers and appliances, gateways and Session Border Controllers (SBCs), endpoints and handsets, and any other major system components. Where existing AUS infrastructure is available (including Ribbon SBCs and deployed handset inventory), identify reuse, compatibility, and any required upgrades or replacements. Include product models, estimated quantities, and each component’s role within the overall system architecture.

10.5.2.4 Include high-level manufacturer product data sheets or technical summaries for major proposed components to support validation proposed capabilities.

10.5.3 System Design and Technical Architecture: Provide a high-level system design describing the proposed overall platform architecture, including core call processing components, redundancy and resiliency approach, voice quality assurance methodology, integration architecture and security and

Solicitation Instructions Page 12 access control concepts. Include diagrams that illustrate call flows, major system components and network integration points.

10.5.4 Feature Compliance Matrix. Complete and submit Attachment B – Feature Compliance Matrix, addressing all required features defined in the Scope of Work. The matrix shall not be reformatted or altered.

10.5.5 Training Approach: Describe the training solution proposed for AUS, including overall training strategy and methodology; training for end users, administrators, and support staff; number and type of training sessions; training formats (instructor-led, hands-on, virtual, etc.); types and quantities of manuals or reference materials; method for obtaining additional training materials post go-live; and the availability of instructional videos or digital learning resources. The proposed training approach should be consistent with the training requirements defined in the Scope of Work.

10.5.6 Maintenance and Support Services: Provide a detailed description of the proposed maintenance and support services including warranty and Initial Maintenance and Support services, on-site and remote support model, staffing approach, escalation and response structure and alignment with service level objectives.

10.5.6.1 This section should align with the requirements in the Scope of Work.

10.5.6.2 Provide a high-level Preventative Maintenance Plan describing routine maintenance activities, monitoring approach, patch and upgrade strategy, system health checks, and how preventative maintenance will be coordinated with Aviation change management processes.

10.5.7 Artificial Intelligence.

10.5.7.1 Does the technology in the proposed solution use or incorporate Artificial Intelligence (AI) or Machine Learning (ML), including but not limited to Generative AI, internal models, third party models, or publicly available applications?

10.5.7.2 List all Artificial Intelligence (AI) or Machine Learning (ML) capabilities used by the technology and advise whether it can be disabled.

10.5.8 Provide a response confirming your compliance with the Service Level Agreement (SLA) outlined in the Scope of Work.

10.5.9 Provide a statement of the Offeror’s compliance with all applicable rules and regulations of Federal, State and Local governing entities.

10.6 Project Management and Organization Structure. Provide a general overview, accompanied by an organizational chart that specifies project leadership, reporting responsibilities, and how the project team will interface with Airport contract management and technical personnel. If subcontractors are proposed, identify their roles within the primary management structure and provide a description of the internal management approach for each subcontractor.

10.6.1 Identify the location(s) of primary support center(s), on-site support staff, and any remote or off-site technical resources that will support AUS.

10.6.2 Staffing Plan. Provide a detailed staffing plan describing how project support resources will be assigned, managed, and transitioned across project phases (design, implementation, cutover, Solicitation Instructions Page 13 stabilization, warranty, and ongoing maintenance). Include back-up staffing arrangements and continuity planning for key roles.

10.6.3 Escalation Plan. Provide an escalation process, including a list of upper management names, job titles, email addresses, phone numbers to be contacted in the event an issue cannot be resolved by the on-site or primary support staff.

10.6.4 Risk and Cutover Management. Provide a risk identification and mitigation approach for the project, including key technical, operational, and organizational risks. Describe strategies for minimizing service disruption during migration and cutover, maintaining continuity of operations, and managing rollback or recovery in the event of system issues.

10.6.5 Knowledge Transfer and Transition. Describe the approach for knowledge transfer to Aviation staff, including documentation, shadowing, training, and handover activities to ensure long-term operational sustainability.

10.7 Price Proposal. Whichever Offeror offers the City the most competitive price will be awarded the maximum number of points. Remaining points will be distributed on a pro-rated basis.

10.7.1 The quantities noted below are estimates and not a guarantee of actual volume. The City does not guarantee the purchase of the quantities listed, actual purchases may be more or less. Quantities are provided as a guide based on historical or anticipated usage. Order quantities will be as-needed and specified by the City for each order.

10.7.2 A response of "0" (zero) will be interpreted by the City as a no-charge (free) item and the City will not expect to pay for that item. A response of "no bid" or no response (space left blank) will be interpreted by the City that the Offeror does not wish to bid on that item. Be advised, a "no bid" or no response may be considered as non-responsive and may result in disqualification of the bid.

10.7.3 Prices offered on the Pricing Submittal Sheet shall be all inclusive of fees not expressly allowed in the scope of work. The Offeror shall not charge separately for administrative, overhead, per diem, and shipping or transportation costs (travel time, fuel surcharges, mileage, stop-fee, etc.) to deliver services or items to the Austin, Texas area. The Offeror shall provide all tools, labor, travel, and equipment necessary to perform the services required.

10.7.4 Implementation Services pricing shall be provided as Firm Fixed Price amounts for each implementation phase.

10.7.4.1 Pricing shall include all labor, project management, configuration, documentation, testing, training, travel, and other services required to complete the deliverables associated with each phase.

10.7.4.2 Offerors shall include in their implementation pricing all costs associated with the Year-1 Warranty and Initial Maintenance and Support Period, including OEM software maintenance, hardware support contracts, software licensing and subscriptions, on-site and remote support labor, and escalation services. No separate pricing or invoicing for Year- 1 maintenance will be permitted

10.7.5 Provide a price list for the hardware and equipment that may be used in the implementation of the system. Include discounts available for bulk purchases.

10.7.6 Altering the Pricing Submittal Sheet or taking exceptions to any portion of the solicitation may jeopardize acceptance of your Offer.

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10.8 Local Business Preference – Optional. The City of Austin seeks to promote additional opportunities for Local Businesses to participate under City contracts. Local Businesses responding to this Solicitation may be eligible to receive preference as described in the Local Business Preference Form, included with this Solicitation (see Offer and Certification Form). To receive this preference, Offerors must complete the form and include the completed form with their Offer.

Note: Local Business Preference may not be allowable, and will not be provided, in solicitations subject to federal funding.

10.9 Small Business Preference – Optional. The City of Austin seeks to promote additional opportunities for Small Businesses to participate under City contracts. Small Businesses responding to this Solicitation may be eligible to receive preference as described in the Small Business Preference Form, included with this Solicitation. To receive this preference, Offerors must complete the form and include the completed form with their Offer. If the Solicitation includes an MBE/WBE Program Compliance Plan, only the Offeror/Prime is eligible for Small Business preference.

10.10 Local and Small Businesses Points. Proposals from Local Business and Small Businesses will be assigned points based on the following.

Total Proposal Value (Aggregate) Local Points Small Points (highest of either Prime or Sub)

Prime Sub

$78,000 to $499,999 10 10 4

$500,000 to $50 million 6 6 2

Above $50 million 0 0

11 EVALUATION OF OFFERS

11.1 Evaluation Criteria

11.2 Interviews and/or presentations, Optional. The City will score proposals on the basis of the criteria listed above. The City may select a “short list” of Offerors based on those scores. “Short-listed” Offerors may be invited for presentations, demonstrations, or discussions with the City. The City reserves the right to re-score “short-listed” proposals as a result, and to make award recommendations on that basis.

RFP Evaluation Factors Maximum Points Company Experience and References, Personnel Experience 30 Project Concept and Strategy 20 Project Management and Organization Structure 15 Price 15 Local Business Preference Up to 10 Small Business Preference Up to 10 Total Up to 100