RFQ-JH2627-0001.pdf

REQUEST FOR QUOTATION (THIS IS NOT AN ORDER)

Authorized User/Delivery Information:

University at Albany 1400 Washington Avenue, ITB 102

ALBANY, NY 12222

Designated Contacts:

Names: Jessica Hill

Email: jjhill@albany.edu

RFQ Title: ePlus UC Managed Services RFQ Number: RFQ-JH2627-0001

Send Questions & Submissions to Jessica Hill via email: jjhill@albany.edu

RFQ Release Date: Thursday, August 26, 2026 RFQ Questions Due Date: Tuesday, September 8, 2026, by 4:00PM ET SUNY Responses will be provided by: Friday, September 11, 2026, by 4:00PM ET

RFQ Due Date: Friday, September 18, 2026, by 4:00PM EST

The State University of New York intends to purchase the (goods/services) described below, pursuant to its discretionary authority under NYS Education Law § 355(5) (b). This procurement opportunity is open only to NYS Service-Disabled Veteran-Owned Businesses (SDVOBs) and that are certified pursuant to Article 17-B of the NYS Executive Law OR certified minority- and women-owned business enterprises pursuant to New York State Executive Law Article 15-A.

The Authorized Users will not be held liable for any cost incurred by the Vendor for work performed in the preparation of a response to this RFQ or for any work performed prior to the formal execution of an Authorized User Agreement. Responses to the RFQ must be received by the deadline specified above. Vendors assume all risks for timely, properly submitted deliveries. A Vendor is strongly encouraged to arrange for delivery of RFQ responses prior to the date of the RFQ opening. LATE RFQ responses may be rejected. The time received of an RFQ response will be determined by the Authorized User.

Vendors should be aware of “click through”, “shrink wrap” or other pass-through terms and conditions that will be imposed by the Product Manufacturer and if present, are encouraged to provide them to the Authorized User in their response to this RFQ.

The Authorized User reserves the right to require the Vendor to supply a copy of the quote received from the Manufacturer for any Products included in this RFQ.

A. SCOPE/MANDATORY REQUIREMENTS

The University seeks an agreement for EPlus UC Managed Services that will run from October 1, 2026, through September 30, 2031. The term of the contract will be 5 Years and to be billed annually at the beginning of the anniversary date.

Part Number MFG Description/Line Notes

SVC-PROSVCS SOLUTION EPLUS MANAGED SERVICES

mailto:jjhill@albany.edu jjhill@albany.edu

QTY (Manage SL) Description:

2 Cisco Contact Center Express Application (UCCX) 50 Cisco Contact Center Express (UCCX) Agent 2 Cisco IM & Presence Application (IM&P) 2 Cisco Unity Connection Application (CUC) 7 Cisco Unified Communications Manager (CUCM) 15 Cisco VG450 Analog Gateway 2 Cisco VG310 Analog Gateway 1 Cisco VG204XM Analog Gateway 2 Cisco VG202XM Analog Gateway 3 Cisco 4331 Series Integrated Services Router 3 Cisco 4351 Series Integrated Services Router 2 Cisco 4431 Series Integrated Services Router 2 Cisco TelePresence VCS Expressway-E (Virtual) 2 Cisco TelePresence VCS Expressway-C (Virtual) 1 Cisco Unified Attendant Console Advanced

BID QUOTE SHEET

**Please note we are a tax-exempt organization.

*Include all educational discounts.

It is the policy of the State University of New York to take affirmative action to ensure that minority and women-owned business enterprises are given the opportunity to demonstrate their ability to provide the University with goods and services at competitive prices.

Authorized User shall indicate if Procurement Lobbying Law/Restricted Period is in effect: Yes No Where Procurement Lobbying Law is deemed applicable by the Authorized User, by signing, Vendor affirms that it understands and agrees to comply with the Authorized User’s policies and procedures related to permissible contacts. Information may be accessed at: Procurement Lobbying Law | Office of General Services

IS THE RFQ BIDDER POOL LIMITED TO SDVOB/MWBE VENDORS: Yes No

BASIS FOR AWARD Pursuant to State Finance Law, NYS Procurement Council Guidelines, and SDVOB & MWBE discretionary purchasing authority, this procurement is conducted as a discretionary transaction.

Vendor selection will be based on lowest cost and meeting the requirements.

E-RATE ELIGIBLE Yes (E-Rate Discounts are Required) _______% No

AUTHORIZED USER TYPE This Authorized User is defined as “State Agency” or “State Government”

B. RFQ TERMS AND CONDITIONS

1. We reserve the right to accept all, part, or none of the entire quotation.

2. The Agency requires that the prices be held for 90 days from the date of tentative award.

3. Complete quotation must be made on this sheet. Only bids submitted on this sheet with signature

Description Year 1 Year 2 Year 3 Year 4 Year 5 Total 5-year Cost ePlus UC Managed Services Annual Fee https://ogs.ny.gov/acpl/procurement-lobbying-law sheet completed will be considered responsive to this RFQ. Any internal quote submitted with an RFQ response will not be reviewed or considered.

4. This quotation is signed by the vendor with full knowledge and acceptance of all the provisions of the current general specifications the Request for Quotation, Exhibit A – Standard Contract Clauses for the State University of New York, and attachments, including modifications, if any, and the provisions of Part 316 of Title 8 NYCRR.

5. The resulting contract will be governed by and interpreted according to the laws of the State of New York.

6. Notwithstanding anything to the contrary contained in Reseller’s Channel Partner Agreement, reseller terms, order forms, online terms, click-through terms, or future amendments thereto, the New York State Standard Contract Clauses (Exhibit A) and applicable New York State mandatory contract provisions shall govern and control.

7. If you do not wish to quote, please explain why and return inquiry promptly.

8. Is price quoted the same or lower than that quoted other corporations, institutions or governmental agencies on similar equipment and like quantity?

Yes, No If “No”, please explain.

9. Price must include all customs, duties, and charges and is net, F.O.B. destination any point in New York State, for orders, as designated by the ordering agency including Inside Delivery Quoted prices should reflect all discounts.

10. Substitutes will be considered at the University’s discretion only.

11. The Vendor is responsible for including, with their response proposal, any and all Vendor required Agreements, such as, but not limited to User Agreements, License Agreements, Terms and Conditions Agreements, Software Source Code Agreement, etc. The University may, at its discretion, agree to incorporate any Vendor included Agreement in the final Contract, provided the University has vetted and approved the Agreement language. Vendor agrees, by submitting any such Agreement(s), that they are willing to allow the University to negotiate and edit such Agreement(s).

12. By signing this document, you agree to all terms and conditions of this RFQ

13. The University reserves the right to accept best and final offer.

C. QUOTE REQUEST INFORMATION

All reseller requests for Quotes shall be directed to:

Whit Sprague (ePlus) via email to: whit.sprague@eplus.com

D. AUTHORIZED USER DISPUTE RESOLUTION PROCESS

Should a dispute arise regarding this RFQ, the dispute will be considered and decided by the Authorized User.

Disputes or Controversies Occurring During the Term of the Authorized User Agreement.

In the event there is a dispute or controversy during the term of the Authorized User Agreement resulting from this RFQ, the Vendor and Authorized User agree to exercise their best efforts to resolve the dispute as soon as possible. The Vendor and Authorized User shall, without delay, continue to perform their respective obligations under the resulting Authorized User Agreement which are not affected by the dispute.

Primary responsibility for resolving any dispute arising under the Authorized User Agreement shall rest with the persons designated by the

Authorized User and the Contract’s Contract Administrator and/or Account Manager.

In the event the Authorized User is dissatisfied with the Vendor’s Products provided under the Authorized User Agreement, the Authorized User shall notify the Vendor in writing pursuant to the terms of the Contract. In the event the Vendor has any disputes with the Authorized User, the Vendor shall so notify the Authorized User in writing. If either party notifies the other of such dispute or controversy, the other party shall then make good faith efforts to solve the problem or settle the dispute amicably, including meeting with the party’s representatives to attempt diligently to reach a satisfactory result.

If negotiation between such persons fails to resolve any such dispute to the satisfaction of the parties within fourteen (14) business days or as otherwise agreed to by the Vendor and Authorized User, of such notice, then the matter shall be submitted to the persons designated by the Authorized User and the Vendor’s senior officer of the rank of Vice President or higher as its representative. Such representatives shall meet in person and shall attempt in good faith to resolve the dispute within the next fourteen (14) business days or as otherwise agreed to by the parties.

This meeting must be held before either party may seek any other method of dispute resolution, including judicial or governmental resolutions.

Notwithstanding the foregoing, nothing in this section shall be construed to prevent either party from seeking and obtaining temporary equitable remedies, including injunctive relief.

The Vendor shall extend the dispute resolution period for so long as the Authorized User continues to make reasonable efforts to cure the breach, except with respect to disputes about the breach of payment of fees or infringement of its or its licensors’ intellectual property rights.

Vendor Information

This Page is to be Completed By the Vendor Responding to the RFQ

The RFQ Response must be fully and properly executed by an authorized person. By signing you certify your express authority to sign on behalf of yourself, your company, or other entity and full knowledge and acceptance of this RFQ (including any Questions/Answers or addenda) and that all information provided is complete, true and accurate. Quotes received by RFQ due date/time are binding and non-retractable for 180 days or as stipulated in the RFQ.

Vendor Name

Vendor Signature: Date:

Phone Number:

E-Mail:

Printed or Typed Name:

Title:

If you are not providing a RFQ Response: place an “x” in the box, please clarify why you are not responding, and return this page only.

WE ARE UNABLE TO RESPOND AT THIS TIME BECAUSE:

After fully completing the information above, please submit Bid Quote Page and this page via e-mail to the Authorized User indicated on the Cover Page.

Authorized User reserves the right to request the original executed page of this RFQ.

*If an eligible SVDOB/MWBE vendor and choosing not to bid, kindly offer a reason and return this page to the Authorized User indicated on the Cover Page promptly.