WHRSD VoIP RFP.docx~1.pdf

RFP for an IP Telephony Based WHRSD

Telecommunications System 2/8/22

Whitman-Hanson Regional School District

Request for Proposal - (RFP)

Title of Project: VOIP Telephone System Project

IP Telephony Based Telecommunications System

RFP #: BD-21-1780-WH780-WH780-70797

Awarding Authority: Whitman-Hanson Regional School District

610 Franklin Street

Whitman, MA 02382

SCHEDULE OF DATES

Advertisement for Bid: Wednesday, February 2, 2022

Specifications Available: Thursday, February 10, 2022

Online at: https://bit.ly/whrsdbids

Whitman-Hanson Regional School District

Central Administration Offices – Suite 200

600 Franklin Street

Pre-Bid Meeting/Walk-Through: Wednesday, February 23, 2022, @ 10:00 AM

Main Library

Written Questions/Clarifications: All responses must be emailed to bids@whrsd.org or mailed to (by Wednesday, March 2, 2022, @ 4:00 PM):

John Stanbrook

Director of Business and Finance

Whitman-Hanson Regional School District

Central Administration Offices – Suite 200

610 Franklin Street

Proposal Submission Deadline: Tuesday, March, 8, 2022 @ 4:00 PM

Central Administration Offices - Room 200 https://bit.ly/whrsdbids

Contents

1 Procurement Scope

BID#: BD-21-1780-WH780-WH780-70797

DUE DATE: March 8, 2022,

1.1 Project Description:

1.2 Terminology:

1.3 Eligible Bidders:

1.4 Pre-Proposal Conference:

1.5 Written Inquiries:

1.6 Onsite Demonstrations:

1.7 Submission of RFP Responses: COMMBUYS:

1.8 Single or Multiple Vendors:

1.9 Single Point of Contact:

1.10 Criminal Offender Record Information (CORI):

1.11 Prevailing Wage Compliance:

1.12 Procurement Calendar:

2 General Information & Terms and Conditions

2.1 Procurement Definition:

2.2 Measurements & Units:

2.3 Responses:

2.4 Bidder Communication:

2.5 Public Records:

2.5.1 Regulatory Compliance:

2.6 Ownership of Responses:

2.7 Estimated Provisions:

2.8 Trademarks, Patents, Etc.:

2.9 Costs:

2.10 Payments:

2.11 Taxes, Fees, Assessments, Etc.:

2.12 Freight:

2.13 Service Representative:

2.14 News Releases:

2.15 Pricing - Federal Government Services Administration (GSA)

2.16 Price Limitation:

2.17 Environmentally Preferable Products and Services:

2.18 Revisions to this RFP:

2.19 Alternates:

2.20 Procurement Goal:

2.21 RFP Cancellation:

2.22 Mandatory and Desirable Specifications:

2.23 Response to RFP Specifications:

2.24 Project Approach and Work Plan:

2.25 Implementation Difficulties:

2.26 Prime Contractor Responsibility:

2.27 Business Profile/Change in Financial Condition:

2.28 Insurance:

2.29 Affirmative Market Program (AMP):

2.30 COMMBUYS:

2.31 Contract Documents:

2.32 Bid Response Forms 7 Requirements:

2.33 Contract Expansion:

2.34 Contract Award:

2.35 Best Value Selection and Negotiation;

2.36 Acquisition Method:

2.37 Single or Multiple Bidder Contract:

2.38 Anticipated Duration of Contract:

2.39 Anticipated Expenditures:

2.40 Bidder Presentation/System Demonstration:

2.41 Evaluation of Responses:

2.42 Best and Final Offer:

3 Glossary of Terms Definitions

4 Implementation & System Installation Requirements

4.1 Statement of Capabilities:

4.2 Installation Timeframes:

4.3 Required Project Manager:

4.4 Implementation Team:

4.5 Implementation Schedule:

4.6 Initial Implementation Meeting:

4.7 Installation Personnel Requirements:

4.8 System Programming Preparation:

4.9 Equipment Delivery and Storage:

4.10 Premises Debris Removal:

4.11 Installation Personnel Safety:

4.12 Implementation Work Hours:

4.13 Installation Work Compliance:

4.14 System Testing:

4.15 Burn-in Testing:

4.16 Project Completion – Acceptance Criteria:

4.17 System Acceptance:

4.18 Factory acceptance

4.19 Exchange carrier services:

4.20 System Documentation:

4.21 Decommissioning and Removal of Existing Voice Platform:

4.22 Training Requirements:

4.23 Post Cutover On-Site Support:

4.24 System Warranty and Maintenance Requirements:

4.25 System Trouble Reporting:

4.26 Service Level Categories:

4.27 System Maintenance and Support Hours:

4.28 Maintenance & Support Parts Availability Guarantee:

4.29 Post Warranty Maintenance:

4.30 Bidder Experience:

4.31 Bidder Organization:

4.32 Business References:

5 Project Background Information

5.1 Background and Current State:

5.2 Current Network Environment:

5.3 Network Readiness Assessment:

5.4 Current Carrier Services:

5.5 Coexistence of Voice Platforms:

5.6 Systems Resiliency:

5.7 System Reliability:

5.8 Hardware Resiliency:

5.9 Hardware Equipped Stand-By Power:

5.10 Voice Platform Management:

5.11 Management of the system alarms:

5.12 Topology:

5.13 Transmission:

5.14 Expandability/Modularity:

5.15 Voice Messaging Platform:

5.16 Optional Messaging System Integrated Faxing:

5.17 Basic Features Listing:

5.18 Telecommunications / Voice Messaging System Features:

5.19 Features and Services Descriptions:

5.20 Infrastructure Demarcation Cabling:

5.21 Endpoints by Location Classification:

6 Bid Forms - Instructions to Bidders

6.1 Examination of Bid and Contract Documents, Site and Site Conditions:

6.2 Cost Table RFP Response:

6.3 Pricing Forms Provided:

7 Optional Services:

7.1 Mobility Licenses:

7.2 Mass Notification System:

Attachment A - Bidder Identification Form

Attachment B - Bidder Response Checklist

Attachment C – Cost Table Forms

Attachment D - Bidder Business Reference Form

Attachment E - System Summary Form

Attachment F – Indemnification, Hold Harmless and Insurance Agreement

1 Procurement Scope

BID#: BD-21-1780-WH780-WH780-70797

PROJECT TITLE: VOIP Telephone System Project

DUE DATE: March 8, 2022

Notice is hereby given that bids will be received by the Whitman-Hanson Regional School District, to provide and install a new phone system for the district.

1.1 Project Description:

The Whitman-Hanson Regional School District seeks a certified telecommunications contractor to supply, provision, fully install, and test a unified Voice-over-Internet Protocol (VoIP), multi-site telephone system within its seven (7) listed facilities, replacing the district’s aging phone system, to integrate the new system, to provide appropriate administrative and user training. The awarded Contractor will be responsible for furnishing all labor, supervision, equipment, materials, and supplies necessary to properly and competently install the IP based telecommunications system and support items included in this contract in accordance with the performance thresholds outlined in this

Request for Proposal (RFP).

1.2 Terminology:

In this RFP, the Bidder is the individual or organization responding to this RFP. The term “Bidder” refers to “An individual or organization proposing to enter into a Contract to provide a Commodity or Service, or both, to the

Whitman-Hanson Regional School District.” The “Vendor” is the Bidder awarded a contract under this RFP, who is responsible for the provision of the stipulated deliverables and services. The Vendor is the prime-contractor and single point of contact for the entirety of the contract. The Vendor will be responsible for ensuring compliance with all project deadlines and deliverables, as well as contract terms and conditions by subcontractors. Whitman-Hanson

Regional School District reserves the right to approve all subcontractors utilized by the Vendor.

The Procurement Management Team (PMT) refers to the individuals at Whitman-Hanson Regional School District who will be managing the procurement process and evaluating Bidders’ responses. The Contract Manager will be referred to as the Associate Director of Technology or his/her designee.

1.3 Eligible Bidders:

The Whitman-Hanson Regional School District and its designated Evaluation Committee are soliciting Bidders for the acquisition of professional services to support the goals outlined in Sections 4-6 of this RFP.

In order to be eligible to bid on this RFP, the Bidder must be on the ITT72 statewide contract. The vendor must appear on the state’s procurement system, COMMBUYS, as an awarded vendor under ITT72, or if this is not the case, must request and receive confirmation from the Massachusetts Supplier Diversity Office (SDO) that a Statewide Contract has been executed with their company.

Please note that Whitman-Hanson Regional School District reserves the right to bypass any Apparent Successful

Bidder of an RFP posted by an Eligible Entity if OSD has not executed their ITT72 Contract.

The following Bidder qualifications minimum requirements to submit a proposal:

• Experience in implementing telecom solutions within highly complex operational environments and regulatory controlled environments

• Extensive experience in IP Telecom operations and integration

• Extensive experience in IP Telecom environment design, configuration, set up, and deployment

• Demonstrated experience in integration of IP Networks Supporting VoIP Traffic

• Extensive experience in IP Voice Platforms configuration design, set up, and operations.

1.4 Pre-Proposal Conference:

A Mandatory pre-bid conference and walk-through to discuss the content of this RFP and answer any Contractor's questions will be held on February 23, 2022 at 10AM, at Whitman-Hanson Regional High School, 600 Franklin Street, Whitman, MA, Main Entrance. A tour of key facilities will follow the meeting. Each interested Contractor is requested to inform the Whitman-Hanson Regional School District of its intent to attend the pre-proposal conference with a limit of two (2) representatives attending.

The Bidder should be advised that oral responses provided during the Bidders’ Conference are not binding on the part of Whitman-Hanson Regional School District. Only written responses from the Whitman-Hanson Regional School

District will be binding. The PMT encourages the Bidder to submit written inquiries by March 2, 2022 in cases where a clear and binding response may be required.

Bidders are responsible for any and all costs associated with attending the Bidders Conference.

Any change to this Bidders’ Conference date and/or time will be published electronically on the COMMBUYS system.

1.5 Written Inquiries:

Bidders may submit questions concerning this RFP no later than the date and time specified under the Procurement

Calendar. Questions must be directed to John Stanbrook, Director of Business and Finance at bids@whrsd.org, by

March 2, 2022. Inquiries must include the RFP number, BD-21-1780-WH780-WH780-70797, Bidder Company name and contact information of the person submitting the inquiry. This inquiry procedure provides the only means by which a Bidder may request information on the requirements of this RFP, including the mandatory Commonwealth

Terms and Conditions as required under ITT72.

Bidders are cautioned that an inquiry should be presented in generic terms and must not contain cost data. The inclusion of cost information in an inquiry may result in the Bidder’s disqualification.

The PMT will review and consolidate inquiries received before the deadline, prepare written answers and John

Stanbrook will post these written answers to the district website (https://bit.ly/whrsdbids). The source(s) of the question(s) will not be revealed.

No responses to this RFP will be accepted after the date and time listed in the Procurement Calendar in Section

1.12. Any changes to this due date will be published on the COMMBUYS (https://www.commbuys.com/bso/) system for this procurement.

1.6 Onsite Demonstrations:

Contractors that meet the Minimum Requirements stated in item 2.1 below will be reviewed by the PMT and finalists will be invited to participate in onsite interviews to clarify their responses and respond to questions raised by the evaluation team.

1.7 Submission of RFP Responses: COMMBUYS:

This RFP has been distributed electronically using the COMMBUYS system. RFP attachments that are referenced are incorporated by reference into the RFP and are available as separate files within the Forms tab and Specifications tab of the COMMBUYS Solicitation record. OSD Forms are also available at www.mass.gov/osd under the Related Links section. All Bidder Responses will be placed through the COMMBUYS.

1.8 Single or Multiple Vendors:

In this procurement, Whitman-Hanson Regional School District will issue a single contract. However, Whitman-

Hanson Regional School District will allow the Bidder to be either a single entity or a business partnership of more than one entity.

Bidders may propose sub-contractors, all of whom must be disclosed in full and approved by Whitman-Hanson

Regional School District. The subcontractor information furnished must include a description of the work to be mailto:bids@whrsd.org https://bit.ly/whrsdbids https://www.commbuys.com/bso/ http://www.mass.gov/osd performed by each subcontractor and the percentage of the total effort that work represents. Whitman-Hanson

Regional School District will hold the Bidder responsible for meeting the requirements of the contract even if a subcontractor is performing specific services. However, though one prime contractor is preferred, Whitman-Hanson

Regional School District may enter into separate contracts through this RFP process for some, none or all of the services.

1.9 Single Point of Contact:

The selected Bidder will assign a single point of contact with respect to this RFP. It is anticipated that the contact person will not change during the period the RFP and resulting contract is in force. In the event that a change is necessary, the party requesting the change will provide prompt written notice to the other. Whitman-Hanson Regional

School District reserves the right to approve or disapprove of any substitution in service during the contract period. In the event a change occurs because of a non-emergency, two-week written notice is required.

1.10 Criminal Offender Record Information (CORI):

The Whitman-Hanson Regional District is registered under the provisions of M.G.L. c. 6, §172 to receive CORI background checks for the purpose of screening current and otherwise qualified prospective employees, subcontractors, and volunteers.

As a prospective contractor or subcontractor, Bidder understands and acknowledges that a CORI check will be requested and must be supplied for any person that will be performing services on-site at any of the listed facilities.

1.11 Prevailing Wage Compliance:

The Bidder hereby agrees to adhere to all prevailing wage rate laws, reporting requirements and schedules as determined by the Commissioner of the Commonwealth of Massachusetts Department of Labor and Workforce

Development, Division of Occupational Safety and the United States Department of Labor. The Bidder must pay prevailing wage rate, when applicable, as determined by the Division of Occupational Safety. The DOS web site is located at www.mass.gov/dos.

The Bidder must adhere to all reporting requirements related to the payment of prevailing wage.

1.12 Procurement Calendar:

Listed below are specific and estimated dates and times of actions related to this RFP. The actions with specific dates must be completed as indicated unless otherwise changed by Whitman-Hanson Regional School District. In the event that Whitman-Hanson Regional School District finds it necessary to change any of the specific dates and times, it will do so by issuing amendments to this RFP. Formal notification will be issued for changes of the estimated dates and times through an addendum.

The procurement calendar for this RFP is as follows:

Estimated Procurement Calendar

Tasks Date Time

RFP issued on COMMBUYS 02/10/2022 4:00PM

Pre-Bid Meeting 02/23/2022 10:00AM

Written questions/clarifications due on or before 03/02/2022 4:00PM

Release of official response to questions on or before 03/04/2022 4:00PM

Proposal Submission Deadline on or before 03/08/2022 4:00PM

Bidder Evaluations – Vendor Presentations 03/15/2022 10:00AM

Preliminary award on or before 03/22/2022 4:00PM http://www.mass.gov/dos

2 General Information & Terms and Conditions

2.1 Procurement Definition:

The terms of 801 CMR 21.00: Procurement of Commodities and Services is incorporated by reference into this RFP.

Words used in this RFP shall have the meanings defined in 801 CMR 21.00. Additional definitions may also be identified in this RFP. All terms, conditions, requirements, and procedures included in this RFP must be met for a

Response to be determined responsive. If a Bidder fails to meet any material term, condition, requirement or procedure, its Response may be deemed unresponsive and disqualified.

2.2 Measurements & Units:

Unless otherwise specified in this RFP all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds, equipment must be new and of current manufacturing models and unused, and all cost responses or figures in U.S. currency.

2.3 Responses:

All Responses must be submitted in accordance with the specific terms of this RFP. Whitman-Hanson Regional School

District will not assume nor be liable for any costs incurred by the Bidder in preparing and/or submitting a response to this RFP.

2.4 Bidder Communication:

Bidders are prohibited from communicating directly with any employee of the procuring department or any member of the Procurement Management Team (PMT) regarding this RFP except as specified in this RFP, and no other individual or Whitman-Hanson Regional School District employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFP. Bidders may contact the contact person for this RFP in the event this RFP is incomplete or the Bidder is having trouble obtaining any required attachments electronically through COMMBUYS.

2.5 Public Records:

All responses and information submitted in response to this RFP are subject to the Massachusetts Public Records Law.

Any statements in submitted responses that are inconsistent with these statutes shall be disregarded.

2.5.1 Regulatory Compliance:

Proposed solutions much adhere to all regulatory mandates including but not limited to Kari’s Law and the Ray Baums

Act. Submitted responses must include applicable mandates and method of compliance.

2.6 Ownership of Responses:

All documentation, materials, data, etc., submitted in response to this RFP shall become the property of the Whitman-

Hanson Regional School District and will not be returned to the Bidder. Bidders are cautioned that ideas, techniques, information, etc., submitted as part of the Bidder’s response may be used by Whitman-Hanson Regional School

District without separate payment to the Bidder or Sub-Contractors.

2.7 Estimated Provisions:

The Whitman-Hanson Regional School District makes no guarantee that any Commodities or Services will be purchased from any Contract resulting from this RFP. Any estimates or past procurement volumes referenced in this

RFP are included only for the convenience of Bidders, and are not to be relied upon as any indication of future purchase levels.

2.8 Trademarks, Patents, Etc.:

Unless otherwise clearly stated in this RFP, any reference to a particular trademark, trade name, patent, design, type, specification, producer or supplier is not intended to restrict this RFP to any manufacturer or proprietor or to constitute an endorsement of any good or service, and Whitman-Hanson Regional School District may consider clearly identified offers of substantially equivalent goods and services submitted in response to such reference.

2.9 Costs:

Costs which are not specifically identified in the Bidder’s response, and accepted by Whitman-Hanson Regional

School District as part of a contract, will not be compensated under any contract awarded pursuant to this RFP. The

Whitman-Hanson Regional School District will not be responsible for any costs or expenses incurred by Bidders responding to this RFP.

2.10 Payments:

Payment shall be made for services only after such services have been delivered and accepted by Whitman-Hanson

Regional School District. Payments shall be made only in arrears. No advance payments can be made to Bidders.

Payment will be made thirty (30) days after acceptance and following receipt of invoice. Bidder shall provide a

Payment Schedule of Values that details installation and deliverable milestones. All invoicing will be tied to the schedule of values as accepted by the Whitman-Hanson Regional School District.

2.11 Taxes, Fees, Assessments, Etc.:

Bidders must pay all taxes, fees and assessments associated with furnishing the products as part of the contract.

2.12 Freight:

Unless otherwise specified, all products and services shall be “FOB Destination”. Whitman-Hanson Regional School

District will not assume any separate freight, mileage, travel time or any other associated charges in addition to the bid price. Any charges of this nature must be included in the bid price.

2.13 Service Representative:

The selected Bidder must assign (a) service representative(s) which Whitman-Hanson Regional School District may contact regarding the service performance during the contract term. Whitman-Hanson Regional School District reserves the option to require this individual(s) be replaced if it finds that the individual(s) is not responsive or compatible.

2.14 News Releases:

The successful Bidder shall not issue any news releases, advertising or promotional materials pertaining to the performance of the contract without prior approval by the Whitman-Hanson Regional School District, Superintendent or Designee.

2.15 Pricing - Federal Government Services Administration (GSA)

Whitman-Hanson Regional School District reserves the right to request from the successful Bidder(s) initial pricing schedules and periodic updates available under their GSA or other federal or state pricing contracts. In the absence of proprietary information being part of such contracts, compliance for submission of requested pricing information is expected within 30 days of any request. If the Contractor receives a GSA or Veteran’s Administration Supply contract at any time during this contract period, it must notify Whitman-Hanson Regional School District’s contract manager.

2.16 Price Limitation:

The Bidder must agree that no other customer of similar size and similar terms and conditions shall receive a lower price for the same commodity and service during the contract period, unless this lower price is immediately effective for Whitman-Hanson Regional School District. The Bidder must also agree to provide current or historical pricing offered or negotiated with other governmental or private entities at any time during the contract period upon request of the contract manager.

Such accommodations may be requested from a Contractor during an actual emergency. To accommodate such requests, Contractors may be requested and must make every effort to service these requests from regular sources of supply at the rates set forth in any standard contract resulting from this RFP.

2.17 Environmentally Preferable Products and Services:

Whitman-Hanson Regional School District and the Contractor may negotiate during the contract term to permit the substitution or addition of Environmentally Preferable Products (EPP’s) when such products are readily available at a competitive cost and satisfy Whitman-Hanson Regional School District’s performance needs.

2.18 Revisions to this RFP:

If it becomes necessary to revise any part of this RFP, or if additional data is necessary to clarify any of its provisions, a supplement will be posted on the COMMBUYS system and/or the Whitman-Hanson Regional School District website. Bidders are responsible for reviewing the COMMBUYS and/or the Whitman-Hanson Regional School

District website system regularly during the time this procurement is “active”.

2.19 Alternates:

A response which fails to meet any material term or condition of the RFP, including the submission of required attachments, may lose points or be deemed unresponsive and disqualified. Unless otherwise specified, Bidders may submit responses proposing alternatives which provide equivalent, better or more cost-effective performance than achievable under the stated RFP specifications. These alternatives may include related commodities or services that may be available to enhance performance during the period of the contract. The response should describe how any alternative achieves substantially equivalent or better performance to that of the RFP specifications.

Whitman-Hanson Regional School District will determine if a proposed alternative method of performance achieves substantially equivalent or better performance. The determination of Whitman-Hanson Regional School District on the Bidder’s proposed alternative method will be final.

2.20 Procurement Goal:

The goal of this RFP is to provide the best value of commodities and services to achieve the procurement goals of

Whitman-Hanson Regional School District. Bidders that propose discounts, uncharged commodities and services or other benefits in addition to the RFP specifications may receive a preference or additional points under this RFP as specified.

Contractors may also propose alternatives for equivalent, better or more cost-effective performance than specified under the Contractor’s original response to enable the Whitman-Hanson Regional School District to take advantage of enhanced technologies, commodities or services which become available during the term of the contract.

2.21 RFP Cancellation:

The Whitman-Hanson Regional School District reserves the right to cancel this bid at any time before a Contract has been executed and approved, in which event the Whitman-Hanson Regional School District will reject any and all bids received in response to this RFP. Should the bid be canceled, all expenses related to preparation of response to this RFP remain the responsibility of the Bidder.

Rejection of Bids: The Whitman-Hanson Regional School District may reject any and all bids in response to this RFP if it deems it is in its best interest to do so. The Whitman-Hanson Regional School District may also reject any and all bids for the following reasons:

a) fails to adhere to one or more of the provisions established in this RFP; or

b) fails to submit its bid at the time or in the format specified herein, or to supply the minimum information requested herein; or

c) fails to meet unconditionally all of the mandatory performance and business specifications of this RFP; or

d) fails to submit its bid, to the required address, before or on the deadline date established by the

Procurement Calendar; or

e) materially misrepresents its services or provides demonstrably false information in its bid; or

f) fails to submit costs on the Cost Table (Attachment C), or to guarantee the costs for 90 days; or

g) refuses to provide clarification, if requested by the PMT; or

h) fails to sign a Contract within ten (10) business days of receipt of the Contract for signing.

2.22 Mandatory and Desirable Specifications:

Mandatory specifications in this RFP are identified with the words "must", "shall", "will", "mandatory", or "is required". However, Bidders must assume that every specification included herein is a mandatory specification, unless it is clearly indicated to be otherwise. A mandatory specification is one that must be met in order for a response to be considered responsive. Any response, which fails to meet a mandatory specification of the RFP, will be deemed non-responsive and will be disqualified.

To each mandatory RFP specification, the Bidder must clearly state in the affirmative that the Bidder will “comply” with, “agree” to or “understand” the RFP mandatory requirement. The Whitman-Hanson Regional School District has defined a response of “comply” or “agrees” or “understands” or any statement in the affirmative as one in which the

Bidder accepts the terms and conditions of the mandatory RFP specification.

If a Bidder is unable to meet any of the mandatory specifications required in this RFP, the Bidder’s Response must include an alternative method for meeting such specification by identifying the specification, the proposed alternative, and thoroughly describing how the alternative achieves substantially equivalent or better performance than the performance required in the RFP specification.

Desirable specifications are designated with the words, "is desired", "desirable", and "highly desirable". Unless there is an explicit indication to the contrary stated in this RFP, Bidders may receive evaluation points for “desirable” goods and services.

To each mandatory or desirable RFP specification that requires that the Bidder “list”, “describe”, “state”, or “provide” a subject matter, the Bidder must clearly provide the list, description, statement, etc. in that section of its RFP response.

The Bidder must not simply reply with “Comply” or other similar response. References, by the Bidder, to review attachments containing brochures, white papers or other standard “boilerplate” material as a response to a particular

RFP specification are not acceptable. The Bidder is, however, allowed to provide such attachments in support of its response to the particular specification.

To each desirable/optional specification, the Bidder must clearly state in the affirmative that the Bidder will “comply” with, “agree” to or “understand” the RFP desirable specification. The Whitman-Hanson Regional School District has defined a response of “comply” or “agrees” or “understands” or any statement in the affirmative as one in which the

Bidder accepts the terms and conditions of the desirable RFP specification. The Bidder is also required to provide all necessary information requested in the particular desirable specification demonstrating how it will meet this optional specification. Failure to provide this necessary information may result in the award of no evaluation points or a lesser amount of evaluation points to the Bidder’s response.

2.23 Response to RFP Specifications:

The Bidder is required to follow the same sectional format of this RFP and provide an individual response to each

RFP specification (whether the specification provides information, requires compliance or requires a descriptive response) in its Response. All Responses must be presented using the same numbering sequence and order used in this RFP document.

2.24 Project Approach and Work Plan:

Using the Scope of Work presented in this RFP, submit your proposed project management work plan detailing major milestones, time frame and approach for completing this project including deadlines for preparing all project deliverables. Describe the sequential work tasks you plan to carry out in accomplishing this project. If specific project team members or vendors are critical to specific tasks, bidder needs to identify where they will be utilized and/or committed. Include the results and deliverables expected from each major milestone. Identify appropriate assumptions and considerations that could impact the scope and timeline for completing each task.

2.25 Implementation Difficulties:

Describe some of the difficulties and/or constraints the Whitman-Hanson Regional School District can expect during implementation and integration of this sort and how you, as selected vendor would recommend mitigating anticipated project difficulties, constrains and solution to minimize and/or avoid those risks.

2.26 Prime Contractor Responsibility:

The Whitman-Hanson Regional School District requires a single point of responsibility for performance of any

Contract that may result from this RFP. Subcontractors may be used, but the Prime Contractor must accept full responsibility for the subcontractor's performance. All subcontractors must be identified by the Prime Contractor and the Prime Contractor must describe the type of contractual arrangement that will exist with all subcontractors. The

Prime Contractor shall be responsible for meeting all of the terms of the Contract resulting from the RFP. Prior approval of Whitman-Hanson Regional School District is required for any subcontracted service of the contract.

Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors.

Subcontractors are required to meet the same state and federal financial and program reporting requirements and are held to the same reimbursable cost standards as Contractors.

2.27 Business Profile/Change in Financial Condition:

The Whitman-Hanson Regional School District reserves the right to request, at the Whitman-Hanson Regional School

District’s expense through the reporting system in place at the time, a business profile and financial condition report on any corporation, parent company, directors, principals, officers, partnerships or sole proprietorships involved in submitting a response to this RFP.

In addition, the Whitman-Hanson Regional School District reserves the right to obtain, from sources other than the

Bidder, information concerning the Bidder, the Bidder’s capabilities and the Bidder’s performance under other contracts which the Whitman-Hanson Regional School District deems pertinent to this RFP and to consider such information when making an award.

Bidders shall be required to immediately inform the Whitman-Hanson Regional School District in writing of any major change in the financial condition or organization of the company. Misrepresentation or failure of the Bidder to notify the Whitman-Hanson Regional School District shall be grounds for contract award cancellation and/or termination.

2.28 Insurance:

Bidder shall maintain, throughout the term of the contract the type of insurance as set forth below:

Workers Compensation Insurance for officers, employees and agents employed in connection with this contract in accordance with applicable law, including the laws of the Commonwealth of Massachusetts as well as the laws of any other state where the Contractor maintains its principal place of business with a limit of at least two hundred thousand dollars ($200,000) per occurrence with an annual aggregate of one million dollars ($1,000,000).

Vehicle Liability Insurance covering owned, non-owned, substitute and hired vehicles in accordance with applicable laws, including, but not limited to, the automobile insurance laws of the Commonwealth of Massachusetts, and any other states where the Contractor maintains its principal place of business with a combined single limit annual aggregate of one million dollars ($1,000,000).

Commercial General Liability Insurance for all damages arising out of bodily injury or death, or damage to personal or real property incurred with respect to work performed one under this contract. Said insurance shall provide for bodily injury and property damage coverage liability limits of million dollars ($1,000,000) per person with an annual aggregate of two million dollars ($2,000,000) per event.

The Bidder shall provide certificates of insurance evidencing such coverage to the Whitman-Hanson Regional School

District within 10 days of the date of execution of the contract by the Bidder and the Whitman-Hanson Regional

School District. Failure to provide and maintain such insurance shall be deemed a breach of contract, and may, at the sole discretion of the Whitman-Hanson Regional School District operate as an immediate termination hereof. Each policy of insurance shall expressly provide 60 days prior notice by the insurer to the Whitman-Hanson Regional School

District of any intent to cancel, failure to renew or material change in the coverage identified above. The automobile liability insurance and the commercial general liability insurance policies shall identify the Whitman-Hanson Regional

School District as an additional insured. All insurance shall be maintained from an insurance carrier authorized to conduct business in the Commonwealth of Massachusetts.

2.29 Affirmative Market Program (AMP):

Massachusetts Executive Order 390 established a policy to promote the award of state contracts in a manner that develops and strengthens Minority and Women Business Enterprises (M/WBEs) that resulted in the Affirmative

Market Program in Public Contracting. M/WBEs are strongly encouraged to submit responses to this RFP, either as prime Bidders, joint venture partners or other type of business partnerships. All Bidders must follow the requirements set forth in the AMP section of the RFP, which will detail the specific requirements relating to the prime Bidder’s inclusion of M/WBEs. Bidders are required to develop creative initiatives to help foster new business relationships with M/WBEs within the primary industries affected by this RFP. In order to satisfy the compliance of this section and encourage Bidder’s participation of AMP objectives, the Affirmative Market Program (AMP) Plan for large procurements greater than $50,000 will be evaluated at 10% or more of the total evaluation. Once an AMP Plan is submitted, negotiated and approved, the agency will then monitor the Contractor’s performance, and use actual expenditures with SOMWBA certified Contractors to fulfill their own AMP expenditure benchmarks. M/WBE participation must be incorporated into and monitored for all types of procurements regardless of size; however, submission of an AMP Plan is mandated only for large procurements over $50,000.

This RFP will contain some or all of the following components as part of the Affirmative Market Program Plan submitted by Bidders:

• Sub-contracting with certified M/WBE firms as defined within the scope of the RFP, Growth and

Development activities to increase M/WBE capacity,

• Ancillary use of certified M/WBE firms,

• Past Performance or information of past expenditures with certified M/WBEs and

• Additional incentives for Bidders to commit to at least one certified MBE and WBE in the submission of

AMP plans.

A Minority Business Enterprise (MBE), Woman Business Enterprise (WBE), M/Non-Profit, or W/Non-Profit, is defined as such by the State Office of Minority and Women Business Assistance (SOMWBA). All certified businesses that are included in the Bidder’s AMP response are required to submit an up to date copy of their SOMWBA certification letter. The purpose for this certification is to participate in the Commonwealth’s Affirmative Market

Program for public contracting. Minority- and Women-Owned firms that are not currently certified but would like to be considered as an M/WBE for the purpose of this RFP should submit their application at least two weeks prior to the RFP closing date and submit proof of documentation of application for consideration with their bid response. For further information on SOMWBA certification, contact their office at 1-617-973-8692 or via the Internet at mass.gov/somwba.

Affirmative Market Program Subcontracting Policies: Prior approval of Whitman-Hanson Regional School

District is required for any subcontracted service of the contract. Agencies may define required deliverables including, but not limited to, documentation necessary to verify subcontractor commitments and expenditures with Minority or

Women-Owned Business Enterprises (M/WBEs) for the purpose of monitoring and enforcing compliance of subcontracting commitments made in a Bidder’s Affirmative Market Program (AMP) Plan. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors.

Reasonable Accommodation: Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of RFP information in an alternative format, must communicate such requests in writing to the contact person. Requests for accommodation will be addressed on a case by case basis. A Bidder requesting http://www.mass.gov/somwba accommodation must submit a written statement which describes the Bidder’s disability and the requested accommodation to the contact person for the RFP. The PMT reserves the right to reject unreasonable requests.

Americans with Disabilities Act (ADA): It is very desirable for Bidders to submit a list of products which can be ordered for use by individuals with physical disabilities.

2.30 COMMBUYS:

This RFP has been distributed electronically using the COMMBUYS system. RFP attachments that are referenced are incorporated by reference into the RFP and are available as separate files within the Forms tab and Specifications tab of the COMMBUYS Solicitation record. OSD Forms are also available at www.mass.gov/osd under the Related Links section as well as on the Whitman-Hanson Regional School District website.

While COMMBUYS offers optional, value-added, automated COMMBUYS Subscription Service on an annual-fee basis, all Bidders are solely responsible for obtaining and completing the required attachments that are identified in this RFP and for checking COMMBUYS for any addenda or modifications that are subsequently made to this RFP or attachments.

The Whitman-Hanson Regional School District accepts no liability for and will provide no accommodation to Bidders who fail to check for amended Requests for Quotes (RFPs) or any other procurement opportunities and subsequently submit inadequate or incorrect responses. Bidders are advised to check the Last Changed Date field on the Summary page or the Amendment History within the Other Information tab of the issued RFP in order to ensure that they have the most recent RFP files. Bidders may not alter (manually or electronically) the RFP language or any RFP component files. Modifications to the body of the RFP, specifications, terms and conditions, or which change the intent of this

RFP are prohibited and may disqualify a response.

2.31 Contract Documents:

The contract between Whitman-Hanson Regional School District and the successful Bidder will include as integral parts thereof:

• Commonwealth Terms and Conditions Standard Contract Form

• This RFP and amendments thereto Bidders response and amendments thereto

In the event of a conflict in language between any of the above-mentioned documents, the provisions and requirements set forth or referenced in the Commonwealth Terms and Conditions and this RFP with the amendments shall govern.

In the event that an issue is addressed in the response that is not addressed in the RFP, no conflict in language shall be deemed to occur.

2.32 Bid Response Forms 7 Requirements:

• The Bidder must complete and include, in its response, the Bidder Identification Form in Attachment A.

• The Bidder must complete and include, in its response, the Bidder Response Checklist in Attachment B.

• The Bidder must complete and include, in its response, the Cost Tables found in Attachment C.

• The Bidder must complete and include, in its response, the Business Reference Form found in Attachment D.

• The Bidder must complete and include, in its response, the System Summary Forms found in Attachment E.

• The Bidder must complete and include, in its response, the Indemnification, Hold Harmless and Insurance

Agreement found in Attachment F.

• The Bidder must complete and include, in its response, the Commonwealth Terms and Conditions found under the “Forms and Terms” tab under this specific procurement on the COMMBUYS website

(www.commbuys.com).

• The Bidder must complete and include, in its response, the Standard Contract Form found under the “Forms and Terms” tab under this specific procurement on the COMMBUYS website (www.commbuys.com).

• The Bidder must complete the Affirmative Action Commitment Statement Form found under the “Forms and

Terms” tab under this specific procurement on the COMMBUYS website (www.commbuys.com).

http://www.mass.gov/osd https://www.ebidsourcing.com/displayPublicSubscriptionInfo.do?doValidateToken=false&menu_id=2.2 http://www.commbuys.com/ http://www.commbuys.com/

• The Bidder must complete and include, in its response, the W-9 Request for Taxpayer ID Number and

Certification found under the “Forms and Terms” tab under this specific procurement on the COMMBUYS website (www.commbuys.com).

• The Bidder must complete and include, in its response, the Contractor Authorized Signatory Listing Form found under the “Forms and Terms” tab under this specific procurement on the COMMBUYS website www.commbuys.com).

• The Bidder must complete and include, in its response, the Prompt Payment Discount Form found under the

“Forms and Terms” tab under this specific procurement on the COMMBUYS website

(www.commbuys.com).

• The Bidder must complete and include, in its response, the Affirmative Market Plan (AMP) form found under the “Forms” tab under this specific procurement on the COMMBUYS website (www.commbuys.com).

• The Bidder must complete and include, in its response, the Desirable Feature Summary Forms found in

Attachment F.

2.33 Contract Expansion:

If additional funds become available during the contract duration period, the Whitman-Hanson Regional School

District reserves the right to increase the maximum obligation to some or all contracts executed as a result of this RFP or to execute contracts with Contractors not funded in the initial selection process, subject to available funding, satisfactory contract performance and service or commodity need.

2.34 Contract Award:

The Contract will be awarded to the Bidder with the lowest overall cost that has met all mandatory performance and business specifications provided it is the “best value” for the Whitman-Hanson Regional School District according to the evaluation matrix. A procurement will be considered in the best interest, or the “best value” when it: 1) supports the achievement of required performance outcomes; 2) generates the best quality and economic value; 3) is performed timely; 4) minimizes the burden on administrative resources; 5) expedites simple or routine purchases; 6) allows flexibility in developing alternative procurement and business relationships; 7) encourages competition, encourages the continuing participation of quality Bidders.

2.35 Best Value Selection and Negotiation;

The Procurement Management Team (PMT) may select the response(s) which demonstrates the best value overall, including proposed alternatives that will achieve the procurement goals for the Whitman-Hanson Regional School

District. The PMT and a selected Bidder, or a Contractor, may negotiate a change in any element of contract performance or cost identified in the original RFP or the selected Bidder’s or Contractor’s response which results in lower costs or a more cost effective or better value than was presented in the selected Bidder’s or Contractor’s original response.

2.36 Acquisition Method:

This procurement will be an outright purchase.

2.37 Single or Multiple Bidder Contract:

Whitman-Hanson Regional School District intends to award a single contract as a result of this procurement, but reserves the right to award multiple contracts.

2.38 Anticipated Duration of Contract:

Any contract resulting from this RFP shall be for the period of three (3) years including specified extended system warranty and support commencing on the resulting contract start date.

The Whitman-Hanson Regional School District shall have the option to extend the term of any Contract(s) resulting from this RFP for up to three (3) one-year periods. The Whitman-Hanson Regional School District shall exercise its option by submitting written notice to the Bidder at least thirty (30) days prior to the termination.

2.39 Anticipated Expenditures:

The expenditure associated with this procurement is to be determined. If, due to unforeseen circumstances, the scope of services is substantially changed or modified, the Whitman-Hanson Regional School District maintains the right to amend the contract and increase the maximum obligation in order to obtain the best value.

The Bidder will be bound by the terms of the contract and the Whitman-Hanson Regional School District will not be responsible for price increases due to market fluctuations or product availability.

2.40 Bidder Presentation/System Demonstration:

The Whitman-Hanson Regional School District as part of its evaluation of submitted responses to this RFP will request that Bidders deemed as “finalists” to provide the Whitman-Hanson Regional School District with a functional demonstration of the proposed IP Telephony Based Telecommunications System exhibiting the required and desired features. Such requests will be made prior to the award of the contract. This demonstration must be conducted within reasonable distance from Whitman, Massachusetts.

It is desirable that functional demonstrations will be held within the Whitman-Hanson Regional School District at a location that is mutually acceptable to accommodate the venue.

2.41 Evaluation of Responses:

Bidders must submit responses that meet all the submission requirements of the RFP as defined herein. Only responsive proposals that meet the submission requirements will be evaluated, scored and ranked by the Whitman-

Hanson Regional School District according to the evaluation criteria. Additional information and clarification of the

Bidder’s response may be requested from the Bidder by the Whitman-Hanson Regional School District for evaluation purposes.

Any submission which fails to meet the submission requirements of the RFP will be found non-responsive without further evaluation unless the Whitman-Hanson Regional School District PMT, at its discretion, determines that the non-compliance is insubstantial and can be corrected. In these cases, the evaluation team may allow the Bidder to make minor corrections to the submission.

As required by the Whitman-Hanson Regional School District’s policies and procedures, the actual evaluation criteria created by the Whitman-Hanson Regional School District PMT prior to the due date for Bidder submissions cannot be released to the Bidders. However, the evaluation criteria will consider the following:

1. Mandatory Requirements No Points Awarded. Compliance Required.

2. All Required Forms Provided No Points Awarded. Compliance Required.

3. Desirable Specifications 1-10 Points Awarded as per Evaluation Criteria.

4. Bidders’ References 1-10 Points Awarded as per Evaluation Criteria.

5. Bidders’ Proposed Costs 1-10 Points Awarded as per Evaluation Criteria.

6. Affirmative Market Program (AMP) 1-10 Points Awarded as per Evaluation Criteria.

7. Finalists’ Demonstration/Presentation 20 Points Awarded as per Evaluation Criteria.

2.42 Best and Final Offer:

After the deadline for response submission, the Whitman-Hanson Regional School District reserves the right to extend a Best and Final Offer opportunity to all or a select number of…