UTA2025-013 Enterprise Telephony _ WAN Connectivity Expansion.pdf

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REQUEST FOR PROPOSAL

by

The University of Texas at Arlington for

Selection of a Vendor to Provide UTA2025-013 Enterprise Telephony & WAN Connectivity Expansion

RFP No. UTA2025-013

Submittal Deadline: June 12, 2025

Issued: May 1, 2025 http://www.ascnet.com/

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REQUEST FOR PROPOSAL

TABLE OF CONTENTS

SECTION 1: INTRODUCTION

SECTION 2: NOTICE TO PROPOSER

SECTION 3: SUBMISSION OF PROPOSAL

SECTION 4: TERMS AND CONDITIONS

SECTION 5: SPECIFICATIONS AND ADDITIONAL QUESTIONS

SECTION 6: PRICING AND DELIVERY SCHEDULE

Attachments:

APPENDIX ONE: PROPOSAL REQUIREMENTS

APPENDIX TWO: TERMS AND CONDITIONS

APPENDIX THREE: HUB SUBCONTRACTING PLAN

APPENDIX FOUR: ACCESS BY INDIVIDUALS WITH DISABILITIES

APPENDIX FIVE: ELECTRONIC AND INFORMATION RESOURCES ENVIRONMENT

SPECIFICATIONS

APPENDIX SIX: SECURITY CHARACTERISTICS AND FUNCTIONALITY OF

CONTRACTOR’S INFORMATION RESOURCES

APPENDIX SEVEN: INFORMATION SECURITY APPLICATION RISK ASSESSMENT

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SECTION 1

INTRODUCTION

NOTE:

As part of conducting business with the University, supplier will be required to on-board through the University’s supplier registration portal PaymentWorks. Failure or refusal to do so may result in supplier not being selected for contract/order award.

1.1 Description of University

Founded in 1895, The University of Texas at Arlington is a Carnegie Research-1 “Very High Research Activity” institution with more than 100 years of academic excellence and tradition.

It is a comprehensive research, teaching, and public service university whose mission is the advancement of knowledge and the pursuit of excellence.

With a global enrollment of more than 60,000, UT Arlington is the largest university in North Texas. It also has one of the most diverse campus populations in the country. Students come from every state and more than 100 countries, contributing to U.S. News & World Report ranking it with the fifth-highest undergraduate ethnic diversity index in the country. UT Arlington is a Hispanic-Serving Institution and is ranked No. 1 in the U.S. for veterans and their families by Military Times.

The University has research centers in every discipline and state-of-the-art facilities in Arlington and Fort Worth that enable our faculty and students to help solve the world’s most urgent challenges. Of its 220,000-plus alumni, approximately 65% percent live in North Texas. Their presence helps the University create an annual economic impact of almost $17.1 billion in the region.

1.2 Background and Special Circumstances

Our University currently utilizes a 10Gbps circuit and seeks to implement a 100Gbps circuit, implement native Microsoft Teams SMS functionality, and maintain geo-diversity in ISP and locations.

NOTE: The University reserves the right to make a dual award if deemed to be in the best interest of, and the best value for, our needs.

1.3 Objective of Request for Proposal

The University of Texas at Arlington (University) is soliciting proposals from qualified vendors to perform work (Work) more specifically described in Section 5 (Scope of Work) Document of this Request for Proposal (RFP).

1.4 Term of the Agreement

The initial term of the resulting Agreement will be for one (1) year and thereafter the University shall have the right, at its option, to renew the Agreement for up to three (3) additional renewal terms of one (1) year each.

Prices for the initial term are to be firm. At the end of the initial term and each renewal term (if any), the rates may be increased, decreased or remain unchanged. Any price adjustment must be requested by the Vendor in writing, including detailed documentation supporting the increase, at least sixty (60) days prior to the expiration of the current term. Changes, if agreed to, shall be based upon the percentage change in the Bureau of Labor Statistics’ Consumer Price Index (CPI)-All Urban Consumers for Dallas-Fort Worth-Arlington for the previous contract period (https://www.bls.gov/regions/southwest/news-release/consumerpriceindex_dallasfortworth.htm). No change in https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.bls.gov%2Fregions%2Fsouthwest%2Fnews-release%2Fconsumerpriceindex_dallasfortworth.htm&data=05%7C01%7Ckristopher.kizer%40uta.edu%7C6b53865d1dd143537ea708da9caed2ec%7C5cdc5b43d7be4caa8173729e3b0a62d9%7C0%7C0%7C637994571932536242%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=dvy8GRSzOBH8QOV6VwXX05145BHbRdW%2B84zH9nPAXlc%3D&reserved=0

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NOTE: The University will consider other terms if the Proposer can show the longer term will provide monetary value to the University (ref. Section 6). Proposers should provide pricing scenarios in response to Section 6 that include terms of 1, 3, 5 and 10 years, including 3 optional renewal terms of 1 year each.

1.5 Transition Period

Contractor must agree that when the resulting Contract Agreement of this RFP expires or is terminated for any reason, then, at the University’s option, Contractor will continue to perform the UTA2025-013 Enterprise Telephony & WAN Connectivity Expansion services in accordance with the terms, conditions and pricing of this Contract Agreement until the University contracts with another qualified and experienced Contractor(s) to perform the UTA2025-013 Enterprise Telephony & WAN Connectivity Expansion services or, is able to perform the UTA2025- 013 Enterprise Telephony & WAN Connectivity Expansion services in-house; provided that the Contractor will not be required to continue performing the UTA2025-013 Enterprise Telephony & WAN Connectivity Expansion services for more than three (3) months after the expiration or termination date of this Contract Agreement.

The Contractor will cooperate with, and assist, the University’s efforts to transition to another Contractor(s) or to perform UTA2025-013 Enterprise Telephony & WAN Connectivity Expansion services in-house.

1.6 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §§51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful Proposer under this RFP. In particular, Proposer should note that University is part of The University of Texas System (UT System), which is comprised of fourteen institutions described at http://www.utsystem.edu/institutions. UT System institutions routinely evaluate whether a contract resulting from a procurement conducted by one of the institutions might be suitable for use by another, and if so, this RFP could give rise to additional purchase volumes. As a result, in submitting its proposal, Proposer should consider proposing a pricing model and other commercial terms that take into account the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this RFP. Any purchases made by other institutions based on this RFP will be the sole responsibility of those institutions.

1.7 Addenda and Additional RFP Documents

Any addenda or other subsequently released RFP documents will be posted to the University’s online solicitation website www.bidnetdirect.com//arlington (BidNet). They will not be sent directly to potential proposers. It is the Proposer’s responsibility to periodically check the BidNet website www.bidnetdirect.com//arlington for additional RFP documents.

1.8 Parking

To be aware of the requirements and options available for parking, employees of companies who park their personal vehicle in UTA parking facilities, or any property owned or controlled by UTA, to perform their duties are encouraged to visit the University’s Parking and Transportation Services website at https://www.uta.edu/pats/parking/contractor-vendor.php http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.73.htm#73.115 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.74.htm#74.008 http://www.utsystem.edu/institutions https://nam05.safelinks.protection.outlook.com/?url=https%3A%2F%2Fu4966273.ct.sendgrid.net%2Fls%2Fclick%3Fupn%3DMVBjs-2FbBM6gS39fB13J9AiTj-2B8M1m4IBV1NvYy-2FQ0Jn09x0F42EL9a6Pc9QKtlEUNqaK_18RU-2Fxi03MMi1j2ouOMeUxji3sv98RbnCwP2Tncamun86as7mYuWV1yAhlSX2Rg5ZHJp-2BWEbzQosI7nNYKTNGv7ngsRh7ZvH-2BnnERQnv2L7Tc-2BvtEMk4xiTtrlQ6CoFuiJSprzI-2FyMfOUVFpdq-2Fmc9bGx25z4XzW5r5eRaGt2htb5Dg3uJuxqdrYgdLnhyomsZNK21AsfDCd1oNpk3tchA-3D-3D&data=02%7C01%7Cjosephsw%40uta.edu%7C80eed9e2f9e24863c12608d7dcbc96a4%7C5cdc5b43d7be4caa8173729e3b0a62d9%7C0%7C0%7C637220574890491658&sdata=kG7JzVsLsCBer0jUo4sGda9mgjX9UsOxYSEnjXK9vlY%3D&reserved=0 https://nam05.safelinks.protection.outlook.com/?url=https%3A%2F%2Fu4966273.ct.sendgrid.net%2Fls%2Fclick%3Fupn%3DMVBjs-2FbBM6gS39fB13J9AiTj-2B8M1m4IBV1NvYy-2FQ0Jn09x0F42EL9a6Pc9QKtlEUNqaK_18RU-2Fxi03MMi1j2ouOMeUxji3sv98RbnCwP2Tncamun86as7mYuWV1yAhlSX2Rg5ZHJp-2BWEbzQosI7nNYKTNGv7ngsRh7ZvH-2BnnERQnv2L7Tc-2BvtEMk4xiTtrlQ6CoFuiJSprzI-2FyMfOUVFpdq-2Fmc9bGx25z4XzW5r5eRaGt2htb5Dg3uJuxqdrYgdLnhyomsZNK21AsfDCd1oNpk3tchA-3D-3D&data=02%7C01%7Cjosephsw%40uta.edu%7C80eed9e2f9e24863c12608d7dcbc96a4%7C5cdc5b43d7be4caa8173729e3b0a62d9%7C0%7C0%7C637220574890491658&sdata=kG7JzVsLsCBer0jUo4sGda9mgjX9UsOxYSEnjXK9vlY%3D&reserved=0 https://www.uta.edu/pats/parking/contractor-vendor.php

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SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

University will accept proposals until 3:00 p.m. Central Time, on June 12, 2025 (Submittal Deadline).

2.2 RFP Contact Information and Questions

Proposers and other Interested parties must direct all questions or concerns regarding this RFP to the following University contact (the “University Contact”). Any direct contact with the end user or other University personnel related to this RFP outside of a Procurement-lead meeting or discussion may be grounds for disqualification of proposal:

Jackie Webster Contract Specialist

Email: Jackie.webster@uta.edu RFP No. UTA2025-013

The University instructs interested parties to restrict all contact and questions regarding this RFP to written communications delivered (i) in accordance with this Section on or before May 12, 2025 (Question Deadline), or

(ii) if questions relate to Historically Underutilized Businesses, in accordance with Section 2.5.

University will provide responses as soon as practicable following the Question Deadline. University intends to respond to all timely submitted questions. However, University reserves the right to decline to respond to any question.

2.3 Criteria for Selection

The successful Proposer, if any, selected by University through this RFP will be the Proposer that submits a proposal on or before the Submittal Deadline that is the most advantageous to University. Contractor means the successful Proposer under this RFP.

Proposer is encouraged to propose terms and conditions offering the maximum benefit to University in terms of (1) service, (2) total overall cost, and (3) project management expertise.

The evaluation of proposals and the selection of Contractor will be based on the information provided in the proposal. University may consider additional information if University determines the information is relevant.

Criteria to be considered by University in evaluating proposals and selecting Contractor, will be these factors:

mailto:Jackie.webster@uta.edu

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2.3.1 Threshold Criteria Not Scored

2.3.1.1 Ability of University to comply with laws regarding Historically Underutilized Businesses; and

2.3.1.2 Ability of University to comply with laws regarding purchases from persons with disabilities.

2.3.2 Scored Criteria

2.3.2.1 Cost of goods and services; (20%)

2.3.2.2 Reputation of the Proposer and of the Proposer's goods or services; (20%)

2.3.2.3 Quality of the Proposer's goods or services; (20%)

2.3.2.4 Extent to which the goods or services meet the University's needs; (25%)

2.3.2.5 Proposer's past relationship with the University; (10%)

2.3.2.6 Any other relevant factors that a private business entity would consider in selecting a contractor;

(5%)

2.4 Key Events Schedule

Date RFP Issued May 1, 2025

Mandatory Pre-Proposal Conference May 19, 2025, at 1:00 p.m. CST (ref. Section 2.6)

Mandatory Site Visit May 21, 2025, at 1:00 p.m. CST (ref. Section 2.6)

Question Deadline May 12, 2025, at 3:00 p.m. CST (ref. Section 2.2)

HUB Subcontracting Training May 22, 2025, at 10:30 a.m. CST

HUB Subcontracting Plan Courtesy Review Deadline May 29, 2025, at 3:00 p.m. CST

Submittal Deadline June 12, 2025, at 3:00 p.m. CST (ref. Section 2.1)

2.5 Historically Underutilized Businesses

2.5.1 All agencies of the State of Texas are required to make a good faith effort to assist historically underutilized businesses (HUBs) in receiving contract awards. The goal of the HUB program is to promote full and equal business opportunity for all businesses in contracting with state agencies. Pursuant to the HUB program, if under the terms of any agreement or contractual arrangement resulting from this RFP, Contractor subcontracts any Work, then Contractor must make a good faith effort to utilize HUBs certified by the Procurement and Support Services Division of the Texas Comptroller of Public Accounts. Proposals that fail to comply with the requirements contained in this Section 2.5 will constitute a material failure to comply with advertised specifications and will be rejected by University as non-responsive. Additionally, compliance with good faith effort guidelines is a condition precedent to awarding any agreement or contractual arrangement resulting from this RFP. Proposer acknowledges that, if selected by University, its obligation to make a good faith effort to utilize HUBs when subcontracting any Work will continue throughout the term of all agreements and contractual arrangements resulting from this RFP. Furthermore, any subcontracting of Work by the Proposer is subject to review by University to ensure compliance with the HUB program.

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NOTE: How to successfully complete the HUB Subcontracting Plan (HSP).

A call-in session will be held on May 22, 2025, at 10:30 a.m. Central Prevailing Time with:

HUB Program Manager Mario Ramirez

Microsoft Teams Need help?

Join the meeting now Meeting ID: 286 429 561 948 3

Passcode: BR2Y8LE9 Dial in by phone

+1 817-502-2418,,834852849# United States, Fort Worth Find a local number

Phone conference ID: 834 852 849#

All methods for completing the plan will be covered in the session with time allotted for questions and answers. We encourage your HSP preparer’s attendance of this session to ensure meeting the State of Texas HUB Subcontracting Plan requirements and avoid your bid being disqualified.

2.5.2 University has reviewed this RFP in accordance with 34 TAC §20.285, and has determined that subcontracting opportunities are probable under this RFP.

2.5.3 A HUB Subcontracting Plan (HSP) is a required part of the proposal. The HSP will be developed and administered in accordance with University’s Policy on Utilization of Historically Underutilized Businesses, attached as APPENDIX THREE.

Each Proposer must complete and return the HSP in accordance with the terms and conditions of this RFP, including APPENDIX THREE. Proposers that fail to submit the HSP will be considered non-responsive to this RFP as required by §2161.252, Government Code.

Questions regarding the HSP may be directed to:

Mario Ramirez

(817) 272-2039 mario.ramirez@uta.edu

Contractor will not be permitted to change its HSP unless: (1) Contractor completes a new HSP in accordance with the terms of APPENDIX THREE, setting forth all modifications requested by Contractor,

(2) Contractor provides the modified HSP to University, (3) University approves the modified HSP in writing, and (4) all agreements resulting from this RFP are amended in writing to conform to the modified HSP.

2.5.4 Proposer must submit all required proposal documents per the instructions provided in the proposal package.

Any proposal submitted in response to this RFP that is not accompanied by all required documents may be rejected by University as non-responsive due to material failure to comply with advertised specifications.

University will review Proposer’s HSP prior to opening the proposal to confirm Proposer submitted the HSP.

Proposer’s failure to submit the HSP will result in University’s rejection of the proposal as non-responsive due to material failure to comply with advertised specifications.

http://www.ascnet.com/ https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjYzMDJkZTUtNDk2NS00MWQ5LWExNmItMDFiMWU1ZWRlZDZm%40thread.v2/0?context=%7b%22Tid%22%3a%225cdc5b43-d7be-4caa-8173-729e3b0a62d9%22%2c%22Oid%22%3a%22e1207b4a-7685-4e2a-a7b5-2f8916f2c7f4%22%7d tel:+18175022418,,834852849 https://dialin.teams.microsoft.com/20099e5c-ad84-4d93-b7de-d1a249689e3d?id=834852849 http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=285 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 mailto:mario.ramirez@uta.edu

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2.5.5 University may offer Proposer an opportunity to seek informal review of its draft HSP by University’s HUB

Office before the Submittal Deadline. If University extends this offer, details will be provided at the Pre- Proposal Conference (ref. Section 2.6) or by other means. Informal review is designed to help address questions Proposer may have about how to complete its HSP properly. Concurrence or comment on Proposer’s draft HSP by University will not constitute formal approval of the HSP, and will not eliminate the need for Proposer to submit its final HSP to University as instructed by Section 2.5.

2.6 Mandatory Pre-Proposal Conference

University will hold a mandatory pre-proposal conference at 1:00 p.m. on May 19, 2025. The pre-proposal conference will be held via Microsoft Teams using the hyperlink and contact information below. The pre-proposal conference will allow all Proposers an opportunity to ask University’s representatives relevant questions and clarify provisions of this RFP.

ATTENDANCE AT THE MANDATORY PRE-PROPOSAL CONFERENCE IS REQUIRED IN ORDER FOR

A PROPOSAL TO BE CONSIDERED.

The vendors who wish to join the meeting via Microsoft Teams need to click on the Join Microsoft Teams Meeting hyperlink below. You are encouraged to test the link and your connectivity prior to the meeting.

Those that wish to call-in may do so by dialing the phone number provided below and using the Conference ID when prompted.

Microsoft Teams Need help?

Join the meeting now Meeting ID: 260 704 012 005

Passcode: L4g6dP9g Dial in by phone

+1 817-502-2418,,115864642# United States, Fort Worth Find a local number

Phone conference ID: 115 864 642#

The University of Texas at Arlington is not responsible if you are not able to connect to the call for any reason.

Mandatory Site Visit

There will be a mandatory site visit associated with this solicitation.

The site visit will be on May 21, 2025, at 1:00 p.m. The tour will be conducted on campus by university staff.

Location:

Trinity Hall

800 Greek Row Arlington, TX 76019

Get Directions (1st Floor Lobby) https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_Yjg3NmFhMDgtN2RlOC00YzAzLWIyMjYtZTc1MWM0NjQxMTQ0%40thread.v2/0?context=%7b%22Tid%22%3a%225cdc5b43-d7be-4caa-8173-729e3b0a62d9%22%2c%22Oid%22%3a%22e1207b4a-7685-4e2a-a7b5-2f8916f2c7f4%22%7d tel:+18175022418,,115864642 https://dialin.teams.microsoft.com/20099e5c-ad84-4d93-b7de-d1a249689e3d?id=115864642 https://maps.google.com/maps?saddr=my%20location&daddr=800%20Greek%20Row%2C%20Arlington%2C%20Texas%2076019

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Respondents must provide the below information no later than May 16, 2025:

a. Number of people in party (maximum of two)

b. If ADA or other accommodations are required.

NOTE A: To receive credit for attendance at this mandatory Site Visit and this mandatory Pre-Proposal meeting, you are required to e-mail the the Contract Specialist, Jackie Webster at Jackie.webster@uta.edu.

NOTE B: Be aware of the requirements and options available for parking, employees of companies who park their personal vehicle in UTA parking facilities, or any property owned or controlled by UTA, are encouraged to visit the University’s Parking and Transportation Services website at https://www.uta.edu/pats/parking/visitor-parking.php.

http://www.ascnet.com/ mailto:Jackie.webster@uta.edu https://www.uta.edu/pats/parking/visitor-parking.php

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SECTION 3

SUBMISSION OF PROPOSAL

3.1 Number of Copies

Proposer must submit a complete copy of its entire proposal according to the instructions provided in this RFP. A signature by an authorized officer of Proposer must appear on the Execution of Offer (ref. Section 2 of APPENDIX ONE) of the submitted proposal.

3.2 Submission

University will not accept proposals submitted by email or fax. All proposals and required documents must be submitted through the University’s online portal at www.bidnetdirect.com/arlington.

3.3 Proposal Validity Period

Each proposal must state that it will remain valid for University’s acceptance for a minimum of one hundred eighty

(180) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

3.4 Terms and Conditions

3.4.1 Proposer must comply with the requirements and specifications contained in this RFP, including the Terms and Conditions (ref. Section 4 and APPENDIX TWO), the Notice to Proposer (ref. Section 2), Proposal Requirements (ref. APPENDIX ONE) and the Specifications and Additional Questions (ref. Section 5). If there is a conflict among the provisions in this RFP, the provision requiring Proposer to supply the better quality or greater quantity of services will prevail, or if such conflict does not involve quality or quantity, then interpretation will be in the following order of precedence:

3.4.1.1. Specifications and Additional Questions (ref. Section 5);

3.4.1.2. Terms and Conditions (ref. Section 4 and APPENDIX TWO);

3.4.1.3. Proposal Requirements (ref. APPENDIX ONE);

3.4.1.4. Notice to Proposers (ref. Section 2).

http://www.bidnetdirect.com/arlington

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3.5 Submittal Checklist

Proposer is instructed to complete, sign, and return the following documents as a part of its proposal. If Proposer fails to return each of the following items with its proposal, then University may reject the proposal:

3.5.1 Signed and Completed Execution of Offer (ref. Section 2 of APPENDIX ONE)

3.5.2 Signed and Completed Pricing and Delivery Schedule (ref. Section 6)

3.5.3 Responses to Proposer's General Questionnaire (ref. Section 3 of APPENDIX ONE)

3.5.4 Signed and Completed Addenda Checklist (ref. Section 4 of APPENDIX ONE)

3.5.5 Responses to questions and requests for information in the Specifications and Additional Questions Section

(ref. Section 5)

3.5.6 Signed and completed originals of the HUB Subcontracting Plan or other applicable documents (ref.

Section 2.5 and APPENDIX THREE).

3.5.7 Completed IT Appendices (APPENDICES FOUR – SEVEN)

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SECTION 4

GENERAL TERMS AND CONDITIONS

The terms and conditions contained in APPENDIX TWO or, in the sole discretion of University, terms and conditions substantially similar to those contained in the Agreement, will become a part of and govern any agreement that results from this RFP. If Proposer takes exception to any terms or conditions set forth in APPENDIX TWO, Proposer will submit a list of the exceptions as part of its proposal in accordance with Section 5.3.1. Proposer’s exceptions will be reviewed by University and may result in disqualification of the proposal as non-responsive to this RFP. If Proposer’s exceptions do not result in disqualification of the proposal, then University may consider Proposer’s exceptions when University evaluates the proposal.

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SECTION 5

SPECIFICATIONS AND ADDITIONAL QUESTIONS

5.1 General

Minimum requirements and specifications for Work, as well as certain requests for information to be provided by Proposer as part of its proposal, are set forth below. As indicated in Section 2.3, Contractor means the successful Proposer.

5.2 Minimum Requirements

Intentionally omitted

5.3 Additional Questions Specific to this RFP

Proposer must submit the following information as part of Proposer’s proposal:

5.3.1 If Proposer takes exception to any terms or conditions set forth in APPENDIX TWO), Proposer must submit a list of the exceptions.

5.3.2 Certificate of Interested Parties. Intentionally omitted.

5.3.3 In its proposal, Proposer must indicate whether it will consent to include in the Agreement the “Access by

Individuals with Disabilities” language that is set forth in APPENDIX FOUR, Access by Individuals with Disabilities. If Proposer objects to the inclusion of the “Access by Individuals with Disabilities” language in the Agreement, Proposer must, as part of its proposal, specifically identify and describe in detail all of the reasons for Proposer’s objection. NOTE: A GENERAL OBJECTION IS NOT AN ACCEPTABLE

RESPONSE TO THIS QUESTION.

5.3.4 In its proposal, Proposer must respond to each item listed in APPENDIX FIVE, Electronic and Information

Resources (EIR) Environment Specifications. APPENDIX FIVE will establish specifications, representations, warranties and agreements related to the EIR that Proposer is offering to provide to University. Responses to APPENDIX FIVE will be incorporated into the Agreement and will be binding on Contractor.

5.3.5 Intentionally omitted.

5.3.6 In its proposal, Proposer must respond to each item listed in APPENDIX SIX, Security Characteristics and

Functionality of Contractor’s Information Resources. APPENDIX SIX will establish specifications, representations, warranties and agreements related to the EIR that Proposer is offering to provide to University. Responses to APPENDIX SIX will be incorporated into the Agreement and will be binding on Contractor.

5.3.7 Intentionally omitted.

5.3.8 In its proposal, Proposer must indicate whether any active contract(s) are held with any of the following

Group Purchasing Organizations (GPO's):

The University of Texas System Supply Chain Alliance

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Choice Partners

E & I Cooperative Services (E & I)

Education Service Center Regain 19 Allied State Cooperative

BuyBoard

Texas Comptroller of Public Accounts - State Procurement (TPASS/ TXMAS)

Texas Department of Information Resources (DIR)

Sourcewell

Vizient

5.4 Scope of Work

The project will also ensure the current performance of the installed Session Border Controllers (SBCs) at 501 W.

3rd Street, including public trunks and associated equipment. During the implementation phase, strict adherence to the change management process is required to ensure life safety.

5.4.1 In-Scope

• Implement current 10Gbps circuit to 100Gbps circuit

• Ensuring geo-diversity in Internet Service providers and location to provide redundancy and reliability

• Ensuring limited downtime of existing service during Implement

• Implement, Test, and validate native Microsoft Teams SMS functionality

• Vendor will adhere to UTA billing schedule.

5.4.2 Out of Scope

• Any additional services or features not explicitly mentioned in the contract renewal agreement.

• Changes to the existing network architecture that are not directly related to the Implement or maintenance of the current production system.

• Any new hardware or software purchases that are not part of the agreed-upon renewal terms

5.4.3 Assumptions

• All project deliverables including (but not limited to) designs, architectures, data models, information flows, workflows, processes, procedures, guidelines, operating manuals, work instructions and plans will be made available in formats that are accessible by UTA and stored at facilities and technology that is directly accessible by designated UTA staff.

• UTA will designate a project manager to act as the primary point of contact for this project.

• The UTA Project Manager will work closely with firm’s employees as needed.

• UTA is to schedule its own resources for project activities and provide meeting facilities, as necessary.

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• The Implementation and Project Management activities provided hereunder shall be performed

Monday through Friday, 9:00 a.m. to 5:00 p.m., local time, excluding designated Vendor holidays (“Normal Business Hours” or “NBH”), unless otherwise noted herein.

Vendor Designated Holiday Date Observed New Year’s Day January 1 Memorial Day Last Monday in May Emancipation Day June 19 Independence Day July 4 Labor Day 1st Monday in September Thanksgiving Day 4th Thursday in November Day after Thanksgiving 4th Friday in November Christmas Day December 25

5.4.4 Service Elements/ Requirements

• Vendor to provide UTA with both lease -to- own and outright purchase options for equipment.

Vendor to provide separate quotes for each option.

• Vendor is to provide a five (5) year warranty/maintenance with a three (3) year renewable options on all physical hardware.

• Vendor is to provide pricing for a variety of contract durations for SIP service. Vendor to provide 1, 3, 5 and 10 year service option prices.

• Vendor is responsible to provide its staff with parking permits to its faculty and staff (ref. Section

1.7 Parking)

• Vendor is responsible for providing transportation to and from the site premises.

• Vendor is to provide UTA with power and environmental requirements for all equipment in advance of installation.

• Vendor is to provide roadmap for redundancy options.

• Vendor is to provide itemized service cost (maintenance, training and warranty)

• Vendor is to confirm with UTA that any site readiness tasks have been completed and the required circuits are provisioned and operational before expected go live date. UTA will not pay for any overages as a result of not making accepted go live date.

• Vendor is to verify network configuration with UTA’s single point of contact prior to on-site installation.

• Vendor is to unpack, inventory and inspect Vendor provided Equipment at the UTA installation Site.

• Vendor is to install/rack mount and connect the equipment into the UTA’s existing racks and/or wallboards.

• Vendor must ensure appropriate equipment racks are located at the agreed upon demarcation

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• Provide technical support for the Vendor on-site engineer during the installation, migration, cutover and implementation testing.

• Vendor is to provide UTA with 24/7 phone support on SBC maintenance and troubleshooting.

Onsite support window for resolving issues if needed must be less than 2 hours from initial call.

• Troubleshoot and replace hardware failures of new equipment relating to the installation / Implementation of the Vendor provided product (Based on manufacturer warranty)

• Any vendor/contractor who is to have direct or indirect access to UTA network equipment and/or Criminal Justice Information must be CJIS certified. Please provide required documentation.

5.4.5 Test and Turn-up

Vendor is to provide UTA with defined test scripts and scenarios.

• Vendor is to conduct testing during specified UTA time-frame (Will specify after award).

• Vendor is to conduct turn-over activities during specified UTA time-frame (Will specify after award).

• Vendor is to inform UTA promptly of issues discovered during testing activities.

• Vendor is to engage with current DID provider to port numbers to the new solutions.

5.4.6 Training

• Vendor/Contractor to provide appropriate training options to be conducted onsite or virtually, and cost on SBC’s administration, Teams SMS implementation, and vendor related interfaces.

5.4.7 UTA Responsibilities

To manage the activities outlined herein on time and within the pricing provided, UTA assigned roles and responsibilities must be fulfilled effectively. UTA is responsible for the following:

• Designate a UTA Administrator/Project Manager.

• Attend the kickoff meeting.

• Provide required LAN/WAN and network connectivity.

• Provide pre-requisite user information to be included in User Database.

• Submit requests for additional service.

• Notify Users of installation task(s) and timelines.

• Provide network access to Vendor for remote administration, troubleshooting, and installation activities.

• Perform all UTA Site preparation activities including, but not limited to, power, core drilling, ventilation, and the installation of equipment racks.

• Provide local Site Contact name, telephone number, address, and email for both a primary and backup.

• Ensure monitored Vendor access to UTA’s Site(s) and any work areas.

• Ensure there is sufficient space and power for vendor Equipment.

• Provide authorized personnel on-site during any equipment installation, Test and Turn-Up.

• Provide Vendor with login and password information to all equipment related to the services provided hereunder, including both basic access and modification access. If necessary.

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5.5.8 UTA’s legacy network must meet the following performance standards for IP Telephony:

• Sufficient bandwidth must exist to support both voice and data traffic.

• Packet loss should not exceed 1%.

• WAN links not to exceed 70% utilization during any period.

• Zero (0) CIR Frame Relay links are not supported.

• Serialization delay for each router interface should be less than 10ms.

• Bursting above CIR on Frame Relay links is not supported.

• Ethernet LAN Switched media (no hubs).

• Ethernet network of at least 100 Mbps or 1000 Mbps is required

• Category-6A cabling minimum (no Category-5 or Coaxial cabling).

• Adequate bandwidth to support UTA voice, video and data traffic volume demands over the network. Each IP Telephony call can consume up to approximately 80 Kbps of bandwidth.

• Low end-to-end delay (latency) to ensure a good quality voice conversation (≤100 milliseconds recommended).

• Minimal packet loss to ensure parts of a conversation are not distorted or lost especially during peak data traffic flows.

• Ensure an acceptable Mean Opinion Score (MOS) to ensure high quality call service (Above an

MOS 4.3)

• Separate VLAN’s for voice traffic is required.

• If such prove necessary, UTA shall ensure all Ethernet switches and IP WAN routers will be equipped and programmed to satisfy QoS (Quality of Service) and security standards necessary to support voice communications. UTA will ensure pertinent bandwidth, latency, packet loss, and echo issues are addressed. UTA is required to have enough network connectivity to each building served by Vendor’s equipment in a campus environment.

5.5.9 Acceptance & Completion Criteria:

Contractor/Vendor shall have fulfilled its obligations when the following occurs:

• One 100GB connection is fully deployed, tested, installed and configured on UTA campus.

• SBC’s are fully, tested, and configured after Implement on UTA campus buildings.

• All test cases have been executed and fully validated.

• UTA voice network is running continually with no reported issues from vendors work for 2 weeks.

• UTA will define project completion as all requirements and objectives being met within scope, budget and time-frame allowed.

5.5.10 Project Change Control Procedure:

The following process will be followed if a change to this SOW is required:

• A Project Change Request (PCR) will be the vehicle for communicating change. The PCR must describe the change, the rationale for the change, and the effect the change will have on the project.

• The designated Project Manager of the requesting party (Contractor or Client) will review the proposed change and determine whether to submit the request to the other party.

• Both Project Managers will review the proposed change and approve it for further investigation or reject it. Contractor and Client will mutually agree upon any charges for such investigation, if any.

If the investigation is authorized, the Client Project Managers will sign the PCR, which will

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• Upon completion of the investigation, both parties will review the impact of the proposed change and, if mutually agreed, a Change Authorization / Change Order will be executed.

• A written Change Authorization and/or PCR must be signed by both parties to authorize implementation of the investigated changes and payment thereof.

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SECTION 6

PRICING AND DELIVERY SCHEDULE

Proposal of: ___________________________________ (Proposer Name)

To: University of Texas at Arlington

RFP No.: UTA2025-013

Ladies and Gentlemen:

Having examined specifications and requirements of this RFP (including attachments), the undersigned proposes to furnish Work upon the pricing terms quoted below:

6.1 Pricing for Work and Expenses

Pricing needs to be submitted separately from the technical response and according to the instructions and submittal steps in the BidNet system.

Vendors should follow the submission information provided with this solicitation for proposed pricing for work and expenses.

The University is interested in, and will consider in our evaluation, creative ideas from Proposers regarding opportunities for sponsorships, donations or other revenue generating / cost reduction initiatives and/or no cost benefits. Please describe any initiatives you would be willing to negotiate.

6.1.1 Pricing & Delivery Schedule

Please use the following table to submit your proposed pricing. Please include suggested training and maintenance service agreement pricing information. List any suggested service items and actions that are not required for full implementation, as optional. Your proposed cost should reflect 1, 3, 5 and 10 year terms, with 3 optional renewals of 1 year each. Vendor may modify the table if it allows for better clarity of their pricing model and may submit additional pages to document and support the information provided.

1 Year $______ Per Year

3 Year $______ Per Year

5 Year $______ Per Year

10 Year $______ Per Year

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Product/Service Term COST PER (if applicable)

TOTAL

COST COMMENTS

6.2 Travel Expenses

University will not reimburse Contractor for expenses.

6.3 Discounts

Describe all discounts that may be available to University, including educational, federal, state and local discounts.

6.4 Schedule for Completion of Tasks and Submittal of Deliverables

Vendor should provide a proposed schedule for completion of tasks and submitted deliverables in accordance with the Scope of Work (ref. Section 5.4) and as requested with this solicitation.

6.5 Payment Terms

University’s standard payment terms are “net 30 days” as mandated by the Texas Prompt Payment Act (ref. Chapter 2251, Government Code).

Indicate below the prompt payment discount that Proposer offers:

Prompt Payment Discount: _____%_____days/net 30 days.

Section 51.012, Education Code, authorizes University to make payments through electronic funds transfer methods.

Respondent agrees to accept payments from University through those methods, including the automated clearing house system (ACH). Respondent agrees to provide Respondent’s banking information to University in writing on Respondent letterhead signed by an authorized representative of Respondent. Prior to the first payment, University will confirm Respondent’s banking information. Changes to Respondent’s bank information must be communicated to University in writing at least thirty (30) days before the effective date of the change and must include an IRS Form W-9 signed by an authorized representative of Respondent.

University, an agency of the State of Texas, is exempt from Texas Sales & Use Tax on goods and services in accordance with §151.309, Tax Code, and Title 34 TAC §3.322. Pursuant to 34 TAC §3.322(c)(4), University is not required to provide a tax exemption certificate to establish its tax exempt status.

6.6 Invoicing Instructions

Send Invoices to: Office of Information Technology University of Texas at Arlington PO Box 19318 http://www.ascnet.com/ http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.012 https://www.irs.gov/uac/about-form-w9 http://www.statutes.legis.state.tx.us/Docs/TX/htm/TX.151.htm#151.309 http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=3&rl=322 http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=3&rl=322

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Arlington, TX 76019 Attention Renee Stanley E-Mail: rstanley@uta.edu Ref. RFP #: UTA2025-013

With a Copy to: Accounts Payable University of Texas at Arlington 219 W. Main Street Arlington, TX 76019

E-Mail: accounts_payable@uta.edu Ref. RFP #: UTA2025-013

NOTE: Contractor is to provide one (1) combined monthly invoice for scheduled work and for unscheduled work.

These invoices should be compiled and sent monthly, as separate line items on one (1) invoice with one (1) PAR (if applicable).

Respectfully submitted, Proposer: ____________________________

By: ___________________________ (Authorized Signature for Proposer)

Name: _________________________

Title: __________________________

Date: _____________________ mailto:rstanley@uta.edu mailto:accounts_payable@uta.edu

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APPENDIX ONE

PROPOSAL REQUIREMENTS

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

SECTION 2: EXECUTION OF OFFER

SECTION 3: PROPOSER'S GENERAL QUESTIONNAIRE

SECTION 4: ADDENDA CHECKLIST

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SECTION 1

GENERAL INFORMATION

1.1 Purpose

University is soliciting competitive sealed proposals from Proposers having suitable qualifications and experience providing services in accordance with the terms, conditions and requirements set forth in this RFP. This RFP provides sufficient information for interested parties to prepare and submit proposals for consideration by University.

By submitting a proposal, Proposer certifies that it understands this RFP and has full knowledge of the scope, nature, quality, and quantity of services to be performed, the detailed requirements of services to be provided, and the conditions under which services are to be performed.

Proposer also certifies that it understands that all costs relating to preparing a response to this RFP will be the sole responsibility of the Proposer.

PROPOSER IS CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS RFP CAREFULLY AND TO SUBMIT A COMPLETE

RESPONSE TO ALL REQUIREMENTS AND QUESTIONS AS DIRECTED.

1.2 Inquiries and Interpretations

University may in its sole discretion respond in writing to written inquiries concerning this RFP and mail its response as an Addendum to all parties recorded by University as having received a copy of this RFP. Only University’s responses that are made by formal written Addenda will be binding on University. Any verbal responses, written interpretations or clarifications other than Addenda to this RFP will be without legal effect. All Addenda issued by University prior to the Submittal Deadline will be and are hereby incorporated as a part of this RFP for all purposes.

Proposers are required to acknowledge receipt of each Addendum as specified in this Section. The Proposer must acknowledge all Addenda by completing, signing and returning the Addenda Checklist (ref. Section 4 of APPENDIX ONE). The Addenda Checklist must be received by University prior to the Submittal Deadline and should accompany the Proposer’s proposal.

Any interested party that receives this RFP by means other than directly from University is responsible for notifying University that it has received an RFP package, and should provide its name, address, telephone and facsimile (FAX) numbers, and email address, to University, so that if University issues Addenda to this RFP or provides written answers to questions, that information can be provided to that party.

1.3 Public Information

Proposer is hereby notified that University strictly adheres to all statutes, court decisions and the opinions of the Texas Attorney General with respect to disclosure of public information.

University may seek to protect from disclosure all information submitted in response to this RFP until such time as a final agreement is executed.

Upon execution of a final agreement, University will consider all information, documentation, and other materials requested to be submitted in response to this RFP, to be of a non-confidential and non-proprietary nature and, therefore, subject to public disclosure under the Texas Public Information Act (ref. Chapter 552, Government Code). Proposer will be advised of a request for public information that implicates their materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General. Certain information may be protected from release under §§552.101, 552.104, 552.110, 552.113, and 552.131, Government Code.

1.4 Type of Agreement

Contractor, if any, will be required to enter into a contract with University in a form that (i) includes terms and conditions substantially similar to the terms and conditions set forth in APPENDIX TWO, and (ii) is otherwise acceptable to University in all respects (Agreement).

1.5 Proposal Evaluation Process

University will select Contractor by using the competitive sealed proposal process described in this Section. Any proposals that are not submitted by the Submittal Deadline or that are not accompanied by required number of completed and signed originals of the HSP will be rejected by University as non-responsive due to material failure to comply with this RFP (ref. Section 2.5.4). Upon completion of the initial review and evaluation of proposals, University may invite one or more selected Proposers to participate in oral presentations. University will use commercially reasonable efforts to avoid public disclosure of the contents of a proposal prior to selection of Contractor.

University may make the selection of Contractor on the basis of the proposals initially submitted, without discussion, clarification or modification.

In the alternative, University may make the selection of Contractor on the basis of negotiation with any of the Proposers. In conducting negotiations, University will use commercially reasonable efforts to avoid disclosing the contents of competing proposals.

University may discuss and negotiate all elements of proposals submitted by Proposers within a specified competitive range.