TEXAS SCHOOL FOR THE BLIND AND VISUALLY

IMPAIRED (771)

Request for Proposal for

Managed Services for Telecommunications Contract- VoIP Migration

Agency RFP Number: 771-20-0001

CLASS/ITEM 839-88

June 5, 2020

PROPOSAL SUBMISSION DUE DATE: 3:00 P.M. (CT) Friday, June 19, 2020

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TABLE OF CONTENTS

Section Item Page No.

Request for Proposal Cover Sheet 04

I. Summary 05 II. General Information 09 III. Contents of Proposal 15 IV. Proposal Evaluation Criteria 17 V. Order of Return Instructions 18

Exhibit Item Page No. 1. Proposal Checklist 20 2. Execution of Proposal Form 21

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Texas School for the Blind and Visually Impaired Request for Proposal Cover Sheet

This RFP must be received on or before the return date specified herein.

NOTES: (1) All proposals submitted in response to this solicitation shall be valid for a period of 180 days from date of submission. (2) Late responses will not be considered. (3) Award(s), if any, will be made in the best interest of the State.

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Texas School for the Blind and Visually Impaired

Request for Proposal Cover Sheet

RESPONDING PROPOSER: (To be completed by Vendor. Please print.)

Proposer Name:

Address:

City, State, Zip:

Phone No.: Fax No.:

E-mail:

Texas Vendor ID Number (TINS):

Employer Identification # (EIN/Federal Tax identification number):

DIR Contract # if applicable

The Proposer’s authorized agent must sign below and return this signed page with the Proposal. By signing this document, the Proposer acknowledges that it has read this RFP carefully and completely, and that all the information contained in the submitted documentation is true and correct. Failure to sign and date will disqualify this Proposal. _______________________________________ Signature of Authorized Agent _______________________________________ Printed Name of Authorized Agent _______________________________________ Printed Title of Authorized Agent _______________________________________ Date

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I. Summary

A. Scope of Work

The Texas School for the Blind and Visually Impaired seeks to migrate the school’s existing Primary Rate Interface (PRI) based Voice over Internet Protocol (VoIP) system to a new Session Initiation Protocol (SIP) trunk system. The school also seeks to replace obsolete telephone management

software and the associated VoIP telephones.

The school is seeking a cost estimate for managed services agreement that would replace our two existing PRI circuits, Cisco Unified Communications Manager, and Cisco 7900 series VoIP phones with a cloud-based Hosted PBX solution.

The goals of the project are as follows:

Reduce monthly costs

To have high availability/redundancy in our telephone network

An increased feature set

A modern user interface (UI)

To obtain necessary technical support as needed

1. Background

The Texas School for the Blind and Visually Impaired completely rebuilt its campus in the mid to late 2000’s. The school’s fiber optic network and telecommunications infrastructure was totally rebuilt with new cable, both fiber optic and copper. All of the existing network and

telecommunications infrastructure was replaced by brand new Cisco equipment.

As part of the telecommunications phase of the campus rebuild, two 1 span PRI circuits with 23 trunks each were installed by AT&T. At the same time, the school purchased a Cisco Unified Communications Manager system (CUCM/CUCA 7.12 on MCS 7800 in publisher/subscriber cluster)

to manage its VoIP phone network.

This CUCM system is now obsolete and Cisco will no longer cover it under a support agreement. Our PRI circuits also need to be replaced with a SIP trunk so that the school will have a virtual connection to the PSTN (Public Switched Telephone Network) instead of a physical connection with our current PRI technology. Our existing Cisco 7900 Series VoIP phones are also obsolete and need

replacement.

2. Existing Equipment and Services

The school’s existing telephone equipment and configurations are as follows:

Cisco CUCM/CUCA 7.12 on MCS 7800 in publisher/subscriber cluster

Cisco Emergency Responder 7.1.1

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Two 1 span 23 trunk PRI circuits (Circuit ID’s 101 T1ZFN AUSETXYUW00 AUSTTXHODS0 & 101 T1ZFN AUSTTXHODS0 AUSTTXTLW03)

DID (direct inward dialing) blocks owned: o 512.206.9100-9499 – 400 Total/344 Used – Staff Extensions o 512.371.8500.8699 – 200 Total/72 Used – Dorm Extensions o 512.483.7200-7299 – 300 Total/78 Used – Cisco Emergency Responder o 512.454.8631 – Main line o 512.406.6800-6999 – Unknown – Unverified o 512.454.2228 – Unknown – Unverified

Analog lines o 5 – PSTN – Fax machines o 12 – Cisco analog gateway – Fax machines/elevators

Phone Types o Cisco 7945 - 1Gb Color – 320 o Cisco 7942 – 100Mb B/W – 90 o Cisco 7965 – 1Gb Color Multi-line – 2 o Cisco 7937 – Conference – 5 o PC Softphones – 4

3. Current Usage and Call Data

Current Usage Data:

Voice mailboxes – 334

Active phones – 415 Call Data:

Concurrent calls – 16 (highest measured)

Outbound minutes - Unknown

4. Specifications & Requirements

Cloud-based hosted PBX should be hosted by the service provider. The solution provided should be Session Initiation Protocol (SIP) trunk based. The service should have unlimited extensions with unlimited local and long distance. The service should provide service for up to 500 end points. The minimum number of concurrent calls should not be less than 32. The service must have a public address feature for emergency announcements over phones. Voice mail, E911 provisioning, ring groups, queue groups, web conferencing, fax, fax to email, call

logs, call reports, Google integration, and switchboard capability should be included in the monthly service fee at no additional cost.

Yealink and Grandstream phones, or an equivalent model, should be provided in the following quantities:

o 20 Yealink SIP-T485 IP Phones o 405 Yealink VSIP-T485 IP Phones o 4 Yealink W60P Wireless DECT Phones

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o 5 Yealink CP960 IP Conference Phones o 17 Grandstream HT802 Adapters o Phones can either be provided via lease or own as part of the service. Vendor should provide

pricing for both options on cost estimate. o Phones must be accessible to the blind and visually impaired.

The school has requirements to maintain existing services as part of the Hosted PBX solution.

These requirements are as follows:

Maintain DID (direct inward dialing) staff/dorm blocks

Maintain analog support for fax and elevators

Support equivalent replacement desk phones

Support for voicemail only users

High uptime and quality of service

TSBVI managed administration

Zoom Conferencing integration

Handset paging as well as interfacing with overhead analog PA system

Softphone SIP client

Visually accessible

VMware 6 compatible for on premise

Emergency “party line” on extension 444

TSBVI utilizes an emergency extension that rings at multiple handsets configured with barge capability, so all parties can participate and be informed of the situation

5. Proposer must provide a schedule for the project that includes a description of the project phases along with completion dates for each phase.

6. The Hosted PBX solution should be billed monthly via invoice with Net 30 terms.

7. One-time equipment and installation services should be billed via Net 30 terms.

8. Proposer must provide installation services for the SIP trunk, telephones, and any related hardware or software necessary for the functionality and operability of the Hosted PBX service.

9. It shall not be the responsibility of employees of the Texas School for the Blind and Visually Impaired to provide initial installation or setup of the hosted PBX solution or associated equipment beyond consultation or providing information to the vendor necessary for the initial installation.

10. Proposers are responsible for fully reviewing and responding to this RFP. All associated

documents for this RFP will be posted on the Electronic State Business Daily (ESBD) at

http://esbd.cpa.state.tx.us/. This website includes the complete RFP and instructions for

interested Proposers for download.

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11. In order to save taxpayer funds and agency resources, it is strongly encouraged that Proposers

obtain the solicitation document and subsequent addenda published during the solicitation

process directly from the ESBD website. Throughout the solicitation process this website will

display the latest and most up-to-date information about the posted solicitation.

12. All official communication (including, but not limited to, Schedule of Events changes, RFP Addenda

and Question and Answer Documents) concerning this procurement will be posted on the

Electronic State Business Daily (ESBD). TSBVI has no responsibility to communicate personally

with each possible Proposer for this procurement. Each Proposer is solely responsible for

checking the ESBD for official TSBVI communication concerning this procurement.

B. Schedule of RFP Process.

The RFP process and Contract awards shall be conducted in accordance with the following

anticipated schedule. Any anticipated modifications to the schedule below are indicated and

will be duly posted as required.

a. TSBVI anticipates making selections in June 2020 for implementation in July 2020 but

makes no warranties respecting dates or occurrence of final action. Renewal periods

identified herein may be modified based on date of award and execution of the final

Contract. Proposers are advised to provide timely supplementation as noted in Section II,

if required, pending the TSBVI’s selection.

b. Proposers may be interviewed via phone conference and/or through site visits to discuss

Proposer, IT, administrative, and customer service capabilities, as well as any other

relevant factors in the evaluation process, prior to the selection of Proposals for

recommendation.

C. Fiscal Year.

As described in this RFP, the State of Texas Fiscal Year begins on September 1 and ends on

August 31 of the following annual year.

D. Specificity. Proposers are advised to read this RFP carefully and completely. The nature and

scope of this procurement, and its potential impact on TSBVI and the State of Texas, is

important and necessitates careful attention to detail. Failure to answer specific questions or

provide requested detail may result in disqualification of a Proposal or negative evaluation by

the Selection Committee.

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II. General Information A. Proposal Process.

1. Inquiries. Questions about TSBVI and the RFP may be submitted in writing by email to Villegasc@tsbvi.edu. Email subject line to read: 771-20-0001 VoIP RFP Inquiry. Inquiry period ends Wednesday June 10, 2020 @ 3:00 pm (CST). Any questions submitted may be answered at the sole discretion of TSBVI in a question and answer document issued by TSBVI. Responses to inquiries will be posted on the TSBVI Internet page

https://www.tsbvi.edu/procurement/bid-opportunities-solicitations by Friday June 12, 2020. It is the sole responsibility of the inquirer to reference this page for responses. Only answers provided in writing by TSBVI shall be considered official. All questions should, to the degree possible, cite the specific RFP section and paragraph number(s) to which the question refers. Information in any form other than the materials constituting this solicitation, the Question & Answer Document and any RFP Document Addenda shall not be binding on TSBVI. All official communication (including, but not limited to, Schedule of Events changes, RFP Addenda and Question and Answer Documents) concerning this procurement will be posted on the Electronic State Business Daily website (ESBD). TSBVI has no obligation to communicate personally with each possible Proposer for this procurement. Each Proposer is solely responsible for checking the ESBD for official TSBVI communication concerning this procurement. Any inquiries must be directed to:

Texas School for the Blind and Visually Impaired

Attn: Director of Procurement 1100 West 45th Street Austin, Texas 78756

Telephone: (512) 206.9205 Email: Villegasc@tsbvi.edu

2. Submission. A Proposer shall submit its Proposal in the order prescribed in SECTION V.

Order of Return Instructions. TSBVI will not consider a Proposal unless it receives one (1) original plus one (1) identical hard copy of the full Proposal, including all required and completed attachments. TSBVI must receive the proposals by 3:00 P.M. (CT) on Friday, June 19, 2020. The Respondent is solely responsible for allowing sufficient time for the timely arrival of the Response to TSBVI. The Respondent must allow for the time taken delivery service and the internal mail services or procedures to deliver the Response to TSBVI.

a. Submission Responses

To be eligible for consideration, Responses must be received and time stamped in prior to the date and time. Late Responses will not be considered under any circumstance and will be returned unopened.

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Responses must be labeled with RFP requisition number 771-20-0001 VoIP RFP. It is the Respondent’s responsibility to appropriately mark and deliver the Response to TSBVI by the specified time and date. Pages shall be numbered and contain an organized, paginated table of contents corresponding to the Section and pages of the Response. Responses may be accepted until the date and time established for receipt.

b. Responses Submission Address (Hand Submission not Permitted) Responses may also be submitted electronically via email to Villegasc@tsbvi.edu in PDF format. Please ensure to include “771-20-0001 VoIP RFP” in the subject line. Additionally, responses may be submitted by commercial delivery (e.g., FedEx, UPS, DHL), or courier to the appropriate address listed below:

Texas School for the Blind and Visually Impaired Attn: Director of Procurement Building 608 1100 West 45th Street Austin TX, 78756

3. Supplements.

i.In the event that it becomes necessary to revise any part of the RFP, or if additional information is necessary to enable the Proposer to make an adequate interpretation of the provisions of this RFP, supplemental information will be provided on the ESBD, or to each Proposer that has indicated interest. However, TSBVI shall not be bound by any deviations from or to this RFP unless TSBVI specifically agrees thereto in writing.

ii.Supplementation by Proposer pursuant to specific authorizations and requests respecting matters herein must be provided immediately for consideration. All supplementations should be clearly marked as a “Supplement” and specifically indicate both new information and any revisions to prior submissions. TSBVI shall announce closure of any supplementation period(s), if any, prior to final consideration and award.

4. Signature. A duly authorized officer of the responding Proposer must sign the Proposal.

Proposals not evidencing authorized signatures will be disqualified.

5. Costs. TSBVI shall not reimburse the Proposer for any costs incurred by the Proposer for the certification of Proposer’s services, the Proposal preparation and negotiation process, or any required notifications to or filings with regulating entities.

6. Evaluation. TSBVI shall make award(s), if any, based on a best interest of the state

analysis, and shall not be required to approve or select a Proposal based solely on lowest cost. TSBVI shall take into account other relevant factors, including but not limited to: submission compliance, scope of available services, the ability to service contracts, past experience, financial stability, and other relevant criteria. Approval criteria are described

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in the Proposal Evaluation Criteria section herein. TSBVI staff may determine, at its sole discretion, that other factors should be considered based on its review of a Proposer’s responses to the RFP.

Based upon TSBVI’s evaluation of Proposer responses to this RFP, TSBVI shall determine if there is a need to solicit a Best and Final Proposal. A request for a Best and Final Proposal shall be at the sole discretion of TSBVI. Any unsolicited Proposal requests for a Best and Final offer will not be considered. In accordance with Texas Government Code, Chapter 2254, vendor performance may be used as a factor in the award.

7. Award. TSBVI reserves the right to reject any and all Proposals. TSBVI may select one or

more Proposers, at its sole option, to provide all or a combination of the requested services. Award of Purchase Order and execution of the Contract issued in accordance with this RFP is dependent upon formal approval of the Proposal and the final Contract by TSBVI Staff.

8. Approval and Execution. The final Contract may vary as a result of final negotiation and

acceptance, shall incorporate by its terms and by reference: this RFP; the Proposer’s Proposal; and any and all other information, duties or obligations the Proposer may be required to provide or perform.

9. Deviation. Proposers must provide a detailed description of each deviation between the

Proposal and the RFP specifications. Deviations are discouraged and must be specifically identified and described in detail in order to be considered. TSBVI will attempt to interpret responses to match the specifications herein, with the exception of deviations specifically noted and those deviations deemed non-responsive. Deviations will not become a part of the final Contract unless expressly agreed to by TSBVI in writing and accepted by TSBVI. In all cases, the Contract terms, including any written addenda or operational agreements, and the specific RFP shall control.

10. Disclosure. TSBVI is required to provide access to certain records in accordance with the

provisions of the Texas Public Information Act, Texas Government Code, Chapter 552, formerly known as the Open Records Act. In order to protect and prevent inadvertent access to confidential information submitted in support of its Proposal, the Proposer is required to state which information it believes is exempt from disclosure and to provide legal authority in each instance. TSBVI shall have no liability to the Proposer or any other person or entity for disclosing information in accordance with the Public Information Act. TSBVI may request, at its discretion, a decision from General Counsel respecting disclosure, but shall not have the obligation or duty to advocate the confidentiality of Proposer’s material to any other person or entity. It is the Proposer’s sole obligation to advocate the confidential or proprietary nature of any information it provides in its Proposal, and the Proposer acknowledges that General Counsel may determine that all or part of any claimed confidential or proprietary information should be disclosed. TSBVI

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may release the Proposer’s entire Proposal, including alleged confidential or proprietary information, upon request from a member of the Legislature where needed for legislative purposes, as provided for in the Public Information Act. This section survives termination of the Contract.

B. General Provisions.

1. Term of Contract. The Contract and all its aspects, as documented by the Contract, will

be for an initial term beginning after TSBVI has accepted the Proposer’s Proposal and has notified the Proposer of its approval and immediately upon the execution of the Contract by TSBVI, and shall extend through the end of the initial term for which the Contract is executed, unless terminated as provided herein or in the Contract.

As described herein, and at the option of TSBVI, the Contract may be automatically renewed for additional annual periods not to exceed three (3) additional years total. The Proposer expressly acknowledges that it shall continue to perform in good faith all relevant obligations it has under its existing Contract with TSBVI and statutory requirements in the event of termination or non-renewal.

2. Termination. In the event that the Proposer fails or refuses to perform any of its duties or

obligations as provided by the Contract, TSBVI, without limiting any other rights or remedies it may have by law, equity or under Contract, will have the right to terminate the Contract. The Proposer understands and acknowledges that, notwithstanding any termination of the Contract, certain obligations of the Proposer shall survive the termination of the Contract.

3. Rules and Statutes. This RFP and the Contract include hereby through incorporation by

reference, all applicable statutes and rules, including but not limited to the Texas Labor Code, Texas Insurance Code, and all applicable administrative rules.

4. Compliance. The Proposer shall administer its programs in a manner consistent with all

applicable laws and regulations, as well as TSBVI’s administrative rules and the appropriate direction of the TSBVI Board of Governors, its Superintendent, and authorized TSBVI staff. The Proposer expressly agrees to fully comply with all such applicable Rules and Statutes, including relevant amendments. It is the express intent of TSBVI that the RFP and Contract will be construed in a manner that promotes and ensures the most effective and efficient coverage and service for TSBVI and the State of Texas.

5. Subcontractors. Any planned or proposed use of subcontractors must be clearly

documented in the Proposal. The Proposer signing and submitting the Proposal shall be completely responsible for all contracted, subcontracted, third party and other services delegated by Proposer pursuant to authorization and performed under the Contract.

6. Indemnity, Liquidated Damages and Performance Incentives. Proposer understands and

acknowledges that the final Contract may include, for the protection and sole benefit of

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the signatories, liquidated damages, indemnification provisions and performance incentive-based pricing structures that are in addition to any remedies TSBVI may have in the event the Proposer underperforms, fails or refuses to perform, is negligent in performing, or does not perform in accordance with specific requirements of law or the Contract. The provisions and the remedies stated herein shall survive the termination of the Contract.

7. Timelines. TSBVI may modify relevant timelines contemplated by the RFP and/or the

implementation of a Contract as required. Following approval by the TSBVI Staff, TSBVI will issue a final timeline (including revised due dates, if needed). The Proposer must submit its list of lead contacts to the Director of Procurement by the first working day of the month following TSBVI’s Governing Board approval. TSBVI must receive at least 10 -days advance notice of any change in lead contacts. All parties must be prepared to be flexible in working with TSBVI to ensure a timely and efficient transition. An implementation timeline shall be submitted and labeled as Attachment IV with the Proposer’s RFP response. The timeline will commence as day No. 1 on the day the Contract is fully executed and shall demarcate in sequential order the expected day that each of the individual agreed-to services will be initially offered and shall include a second day, if applicable, showing when each individual service will meet contractual obligations and statutory requirements. Proposer shall assemble and maintain an Implementation Team to meet and work with TSBVI on an on-call and as-needed basis, including scheduled meetings as described herein, until the Contract is fully implemented.

8. Meetings. Proposer should be prepared to attend meetings to discuss customer service,

communications requirements, and other responsibilities. Proposer may be required to attend regularly scheduled and ad hoc operational meetings to address implementation and ongoing operational issues during the entirety of the term of the Contract. On notice as to time and date, appropriate representatives of the Proposer must be available to attend and address or respond to the TSBVI Governing Board at any scheduled Governing Board meeting.

9. Access. TSBVI or any of its duly authorized representatives shall have access to information

and the right to examine any pertinent books, documents, papers, and records of the Proposer involving transactions relating to the Contract during the term of the Contract and until the expiration of five (5) years after the final payment is made under the Contract. In the event of a claim, dispute, or litigation concerning the Contract, the period of access and examination described above may continue until the disposition of such claim, dispute, or litigation has been deemed final.

10. Initiatives. The Proposer should be prepared to work with TSBVI to provide support or

services contemplated by this RFP, including but not limited innovations in the delivery of the services through cooperative means or through the utilization of available technology.

11. Solicitation. An approved Proposer shall not use, or otherwise disseminate, copy or make

available to any person or entity, lists of clients or customers, or any other data, unless

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specifically approved in writing by TSBVI’s authorized representatives or any information derived from the provision of services contemplated by this RFP that is deemed confidential by statute or rule. An approved Proposer may not imply the existence of a Contract or affiliation with TSBVI as an endorsement of the Proposer’s services. These requirements shall survive the termination of the Contract.

12. Prohibited Interest. No member or employee of TSBVI may have a direct interest in the

proceeds from a contract resulting from this RFP. No member or employee of TSBVI may be related within the second degree of consanguinity or affinity to anyone who has a direct interest in the proceeds of a contract arising from this RFP.

An individual who submits a Proposal under this RFP who has been employed by a Texas

state agency at any time during the two years preceding the submission of the Proposal must disclose the nature of the previous employment with a Texas state agency, the date the employment was terminated, and the annual rate of compensation for the employment at the time of its termination.

Each Proposer must file a statement related to the Proposer's objectivity or independence

in their ability to complete the audits. If the Proposer is funded by or related to any entity regulated by TSBVI, the Proposer must disclose the nature of the relationship and the degree to which the relationship may impair the Proposer’s independence. TSBVI may conditionally accept a proposal that lacks this required statement and disclosure, but may not award a contract to the Proposer prior to obtaining such information.

13. Excluded Parties: Proposer is hereby advised of President’s Executive Order (EO) 13224,

Executive Order on Terrorist Financing – Blocking Property and Prohibiting Transactions With Persons Who Commit, Threaten to Commit, or Support Terrorism, effective 9/24/2001 and any subsequent changes made to it via cross-referencing respondents / vendors with the Federal System for Award Management https://www.sam.gov/portal/SAM/##11 which is inclusive of the United States Treasury’s Office of Foreign Assets Control (OFAC) Specially Designated National (SDN) list. Contents of EO 13224 may be viewed by accessing the following website:

https://www.state.gov/executive-order-13224/

14. Foreign Terrorist Organizations: Respondent represents and warrants that it is not engaged in business with Iran, Sudan, or a foreign terrorist organization, as prohibited by Section 2252.152 of the Texas Government Code

15. Compliance with House Bill 89, State of Texas 85th Legislative Session. Proposer

acknowledges through submission of signed proposal responsive to this RFP that Proposer is duly authorized and has full and complete authority to enter into a signed contract on behalf of company or individual if selected. Additionally, Proposer represents and warrants through signature that Proposer has complete authority to verify and warrant

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that the company or individual does not boycott Israel and will not do so in the future, including during the term of any contract awarded by TSBVI in conjunction with this RFP.

III. Contents of Proposal.

A. Operational Specifications.

1. Program Components. This subsection requests detailed information on the operational components of the Proposer’s program(s) with respect to TSBVI. Proposers must provide detailed and specific information regarding how each of the services specified in Section I.A.1.4 may be provided to TSBVI, and how providers of such services will communicate with TSBVI. Failure to identify any of these elements may result in disqualification. Optional or additional services should be described in detail, including availability and all capabilities respecting these services.

2. Other Information. Provide samples of reports for all services rendered. Describe

recommended performance measures and metrics recommended that would provide incentives for high quality performance and that would provide an objective process for evaluation of performance.

B. Requirements and Qualifications.

1. Qualifications. Proposer must provide copies of state or federal required certifications. 2. Work Experience. Indicate your company’s experience in providing Managed Services for

Telecommunications – VoIP Migration for entities during the past five (5) years. At least two of these entities must have been located in Texas. In addition, you must include the following:

a. Company Name, Home Office Address, Telephone Number, email, Contact Person’s

Name and Title, the location of all branch offices including their operating hours. This information will be used for reference purposes.

b. Description of any claims and actual or pending litigation in the past five (5) years.

Provide a list of such claims and state the disposition and status of any actual or pending litigation;

c. Description of any fines or enforcement actions for any violations of relevant statutes or

administrative provisions relating to the services described in this RFP in the past five (5) years. Disclose the circumstances, resolution, and/or indemnification of Proposer’s client respecting such fines or enforcement actions.

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d. Proposer must provide a statement concerning whether or not Proposer’s company has had a contract for similar services terminated by the client in the last five (5) years. If so, include client name, address, telephone number and name of contact person;

3. Company Structure. Describe in detail how Proposer’s company is structured with regard to

locations of each professional involved in providing services to TSBVI.

a. Address(es) of Proposer’s offices that will be providing services to TSBVI, including:

i. Total number of current employees; ii. Professional/credentialed staff who are employees of the Proposer’s company; iii. Professional/credentialed staff who is available through a business partnership

with another company; note: Utilization of other companies, to fulfill the work of the contract, is considered to be subcontractors.

iv. Professional/credentialed services which are purchased by the

Proposer’s company as needed; and v. The minimum number of staff to be specifically devoted to TSBVI’s

account during the entirety of the Contract;

b. Firm profile, including a brief history and description of Proposer’s company, including its size, areas of client specialization, number of years in business and number of years of experience in the services described in this RFP. Disclose ownership or controlling interest by other companies, if any.

c. If the Proposer’s company is currently for sale or involved in any transaction to expand, or to become acquired by another business entity, explain the anticipated impact of such a transaction, both in organizational and directional terms.

d. Include copy of General Commercial Liability Insurance Accord of at least $1 million

dollars with TSBVI named as insured. 4. Legal Compliance. Proposer must affirm that the affirmative duties herein are non-

exclusive, and Proposer shall comply fully with all additional relevant requirements of law and the Contract in its operation of the Proposer’s attendant services. Knowledge of and compliance with relevant statutory and regulatory duties established by law are the responsibility of the Proposer, and hereby incorporated by reference both as currently existing and as may be properly modified in the future. Proposer must acknowledge it has reviewed, accepts, and binds itself to perform all relevant responsibilities attendant to its operations as outlined applicable law; and the Contract, with all attendant documentation and requirements.

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5. Other Information. Include all other information, disclosures, affirmations, and/or acknowledgements otherwise requested herein, including a detailed implementation schedule and other required information, as described in Section II.

C. Technology. Fully describe technological capabilities, including, but not limited, to

programming staff and qualifications, hardware/software utilization, security and continuity plans, and all redundancies and contingencies. Address all compatibility issues based on information herein.

D. Cost of Service.

1. As noted, Proposers are not required by this RFP to provide or respond to all listed services herein. TSBVI may select one or more Proposers, at its sole option, to provide all or a combination of the services herein. For Proposers responding to specific subservices, clearly indicate which services the Proposer intends to provide, with specific emphasis on interoperability capabilities with other vendors and entities.

2. Fully describe the proposed pricing structures for the provision of relevant services under the Contract. Provide Fee Schedules for all services included in the Proposal. Include comprehensive and specific costs/rates and methodologies, including any contemplated administrative or operational fees. Pricing should clearly identify any ongoing or anticipated maintenance or support costs on hardware or software that will be incurred beyond the initial installation of the solution and any associated equipment. Failure to fully disclose costs associated with any services may result in disqualification of the Proposal for non-responsiveness.

3. Only those amounts submitted on the fee schedule(s) will be included in the evaluation

of the Proposals. TSBVI is not requiring a specific pricing methodology. For example, Proposer(s) may provide a per service charge (with an option to include a not to exceed annual total), an annual flat fee for service, and/or other pricing methodology. Proposers may choose one or any combination of pricing methodologies in the same Proposal response for consideration by TSBVI.

4. Alternative packages should clearly delineate services included and associated pricing. Any discounts or other benefits for bundling of proposed services with

Proposer should be clearly indicated in the Proposal.

IV. Proposal Evaluation Criteria.

The Proposal, if any, selected by TSBVI for an award will be the Proposal presented in response to this RFP that is in the best interests of TSBVI and the State of Texas. TSBVI is not bound to accept the lowest priced Proposal if the Proposal is not in the best interest of the State, as determined by TSBVI. TSBVI may accept part or all of the services included in a Proposal. Proposals will be individually and fully reviewed and evaluated by the TSBVI Selection Committee. TSBVI will conduct a comprehensive

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evaluation of all Proposals received that conform to the requirements of the RFP. Subject to the provisions respecting supplementation, TSBVI may, at its option, give consideration to additional information and comments submitted by a Proposer, which may be shown to be in the best interest of the State of Texas and its employees. Upon completion of the initial review and evaluation of the Proposals submitted, TSBVI may, in its discretion, invite selected Proposers to participate in oral presentations. TSBVI may also request telephone conferences and/or site-visits, or initiate other investigative efforts in its evaluation. TSBVI will only consider Proposals that substantially conform to the requirements of this RFP. In addition to conformance, normal evaluation of Proposals will utilize the criteria listed below:

A. 25%: Quality of proposed services; B. 15%: Qualifications and experience of Proposer’s staff assigned to the TSBVI

account; C. 20%: Experience with performing requested services; D. 15%: Technological capabilities; E. 25%: Cost of services.

All aspects of this RFP are relevant and will be evaluated in selecting a Proposer for the potential award of a Contract. Proposers are solely responsible for fully reviewing the RFP and providing complete responses. Other evaluative measures may include, but shall not be limited to: compliance with and adherence to the RFP specifications; certification; experience in performing, delivering and providing requested services; accuracy and completeness of cost estimates; financial strength and stability; available references; proposed resources and delivery timeframes; in-state personnel providing requested services and customer service; ability to meet TSBVI’s business objectives; and ability to meet TSBVI’s support and technical requirements.

V. Order of Return Instructions. The documents returned to TSBVI must be in the following order. Failure to submit Proposals in accordance with the Order of Return Instructions may result in disqualification or negative evaluation. All Proposals must be submitted with the requested number of copies and in the appropriate formats. All requested signatures must be included. All sections are to be separated by tabs that correspond to the list below. A. Cover Sheet and Summary. Include the completed cover sheet. Proposers are also

encouraged, but not required, to include a letter of introduction describing the organization(s) and summarizing the scope of services offered in the Proposal.

B. Proposal Documents. Include complete documentation in response to the following RFP

sections, specifically identifying the relevant RFP reference subsection (e.g., III.A.1). For ease of response and review, the order of return structure is designed to coincide with Section III of the RFP. Any references to additional attachments or documentation contained elsewhere

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in the Proposal must be clearly marked in the response. Comprehensive responses are imperative.

1. Operational Specifications. Include all requested information in the order specified in

III.A of the Request for Proposal. 2. Requirements and Qualifications. Include all requested information in the order

specified in III.B of the Request for Proposal. 3. Technology. Include all requested information in the order specified in III.C of the Request

for Proposal. 4. Fees and Pricing. Include all requested information in the order specified in III.D of the

Request for Proposal. D. Implementation Timeline. E. Execution of Proposal Form.

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EXHIBITS

Exhibit 1: Proposal Checklist.

Cover Sheet

Summary

Proposal Documents

o Proposer Information

o Operational Specifications

o Specific Affirmations

Implementation Timeline

Execution of Proposal Form

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Exhibit 2: Execution of Proposal PROPOSER SHALL COMPLETE, SIGN AND RETURN THIS FULL EXHIBIT WITH THE PROPOSAL. FAILURE TO DO SO WILL RESULT IN DISQUALIFICATION OF THE PROPOSAL.

By signature hereon, the Proposer certifies that: All statements and information prepared and submitted in the response to this RFP are current, complete and accurate. Proposer has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted response. Failure to sign the Execution of Proposal or signing it with a false statement shall void the submitted offer or any resulting contracts. Neither the Proposer nor the firm, corporation, partnership, or institution represented by the Proposer or anyone acting for such firm, corporation, or institution has violated the antitrust laws of this State, codified in Section 15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the offer made to any competitor or any other person engaged in such line of business. By signing this Proposal, Proposer certifies that if a Texas address is shown as the address of the Proposer, Proposer qualifies as a Texas Resident Bidder as defined in 1 Tex. Admin. Code §111.2. Under Section 231.006, Texas Family Code (relating to child support), the individual or business entity named in this solicitation is eligible to receive the specified payment and acknowledges that this Contract may be terminated and payment withheld if this certification becomes inaccurate. The response shall include the names and Social Security Numbers of each person with a minimum of twenty-five percent (25%) ownership of the business entity submitting the response. Respondents that have pre-registered this information on the Comptroller’s Centralized Master Bidders List have satisfied this requirement. If not pre-registered, provide the names and Social Security Numbers with the Execution of Proposal. This personal information will be secured, remain confidential, and not distributed outside of the TSBVI Purchasing Office. Proposer is in compliance with Texas Government Code, Section 669.003, relating to contracting with an executive of a state agency. If Section 669.003 applies, Proposer shall provide the following information as an attachment to this response: name of former executive, name of state agency, date of separation from state agency, position with respondent, and date of employment with respondent. Proposer agrees that any payments due under this Contract will be applied towards any debt, including but not limited to delinquent taxes and child support that is owed to the State of Texas. Under Tex. Gov’t Code Ann. § 403.055, and § 2252.903, Proposer certifies that it is eligible to receive a Contract, it acknowledges that any Contract may be terminated and payment withheld if this

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certification becomes inaccurate, and in the event Proposer is indebted to the State of Texas or delinquent in paying any taxes owed the State of Texas at the time any Contract is entered into, Proposer agrees that any payment owed to Proposer under the Contract shall first be applied towards the debt or delinquent taxes that Proposer owes the State of Texas until the debt or delinquent taxes are paid in full. Proposer shall warrant and represent at the time it enters into any Contract that Proposer is not indebted to the State of Texas or delinquent in paying any taxes owed to the State of Texas. Proposer represents and warrants that the individual signing this Execution of Proposal is authorized to sign this document on behalf of the Proposer and to bind the Proposer under any Contract resulting from this proposal. _______________________________________ Printed Name of Proposer _______________________________________ Signature of Authorized Agent _______________________________________ Printed Name of Authorized Agent _______________________________________ Printed Title of Authorized Agent _______________________________________ Date