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ITN No.: DMS-12/13-029 of 63

INVITATION TO NEGOTIATE

CONTRACT FOR

WEB AND VIDEO CONFERENCE SERVICES

ITN NO.: DMS-12/13-029

RELEASE DATE: MARCH 14, 2013

Refer ALL Inquiries to Procurement Officer: Christina Espinosa Departmental Purchasing Department of Management Services 4050 Esplanade Way, Suite 380.9z Tallahassee, FL 32399-0950 Telephone: (850) 410-2404 [email protected]

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TABLE OF CONTENTS

SECTION 1 – INTRODUCTORY MATERIALS ................................................................................................................. 4

1.01 Definitions ............................................................................................................................................... 4 1.02 Background ............................................................................................................................................. 7 1.03 Overview ................................................................................................................................................. 7 1.04 General Description of the SUNCOM Business Model ......................................................................... 8 1.05 Timeline .................................................................................................................................................. 9

SECTION 2 – SPECIAL INSTRUCTIONS TO RESPONDENTS ................................................................................... 10

2.01 Order of Precedence .............................................................................................................................. 10 2.02 Amendments to the Solicitation Documents ......................................................................................... 10 2.03 Questions ............................................................................................................................................... 10 2.04 Alternate Provisions and Conditions ..................................................................................................... 10 2.05 Special Accommodation ....................................................................................................................... 10 2.06 Confidential, Proprietary, Or Trade Secret Material ............................................................................. 11 2.07 Certification of Drug-Free Workplace Program ................................................................................... 11 2.08 Diversity ................................................................................................................................................ 11 2.09 Inapplicable Provisions of PUR 1001 General Instructions for Respondents ...................................... 12 2.10 Price Sheet Information/Instructions – Initial Pricing .......................................................................... 12 2.11 Response Submittal ............................................................................................................................... 14 2.12 Pass / Fail Requirements ....................................................................................................................... 16 2.13 Web Conference Services Response Evaluation (Two Phases) ............................................................ 16 2.14 Video Conference Services Response Evaluation ................................................................................ 24 2.15 Negotiation Process ............................................................................................................................... 29 2.16 Disclosure of Response Contents .......................................................................................................... 30 2.17 Subcontracting ...................................................................................................................................... 31 2.18 Electronic Posting of Agency Decisions ............................................................................................... 31

SECTION 3 – SCOPE OF WORK ...................................................................................................................................... 32

3.01 Web Conference Service Description ................................................................................................... 32 3.02 Web Conference Service Minimum Requirements ............................................................................... 32 3.03 Web Conference Service Additional Features and Capabilities ........................................................... 34 3.04 Web Conference Service Security ........................................................................................................ 35 3.05 Web Conference Integrated Voice Conference Minimum Requirements ............................................ 35 3.06 Web Conference Migration and Implementation Project Plan ............................................................. 35 3.07 Web Conference Training and Education ............................................................................................. 37 3.08 Web Conference Fraudulent Use .......................................................................................................... 38 3.09 Web Conference Trouble Reporting ..................................................................................................... 38 3.10 Web Conference Service Reports ......................................................................................................... 38 3.11 Web Conference Americans with Disabilities Act (ADA) Civil Rights Compliance .......................... 39 3.12 Web Conference Business Operations .................................................................................................. 39 3.13 Web Conference Florida Statutes and Florida Administrative Code .................................................... 39 3.14 Video Conferencing .............................................................................................................................. 39 3.15 Video Conference Implementation Project Plan ................................................................................... 43 3.16 Video Conference Training and Education ........................................................................................... 44

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3.17 IP Access to Video Conference Service ............................................................................................... 44 3.18 Video Conference Fraudulent Use ........................................................................................................ 45 3.19 Video Conference Trouble Reporting ................................................................................................... 45 3.20 Video Conference Reporting ................................................................................................................ 46 3.21 Performance Standards ......................................................................................................................... 46 3.22 Video Conference Americans with Disabilities Act (ADA) Civil Rights Compliance ........................ 46 3.23 Video Conference Florida Statutes and Florida Administrative Code ................................................. 47 3.24 Video Conference Business Operations ................................................................................................ 47 3.25 Web and Video Conference System Reliability and Service Level Agreement ................................... 47 3.26 How the SUNCOM Business Model will apply to this Contract ......................................................... 47

SECTION 4 – SPECIAL CONDITIONS ............................................................................................................................ 52

4.01 Compliance with Laws .......................................................................................................................... 52 4.02 Contract Management ........................................................................................................................... 52 4.03 Contract Term ....................................................................................................................................... 53 4.04 Preferred Price ....................................................................................................................................... 53 4.05 Inapplicable Provisions PUR 1000 GENERAL CONTRACT CONDITIONS .................................... 53 4.06 E-Verify ................................................................................................................................................ 53 4.07 Scrutinized Companies Lists ................................................................................................................. 53 4.08 Intellectual Property Ownership ........................................................................................................... 54

SECTION 5 – FORMS INSTRUCTION AND INFORMATION ..................................................................................... 54

ATTACHMENT 1 – RESPONDENT’S CONTACT INFORMATION ........................................................................ 56

ATTACHMENT 2 - CERTIFICATION OF DRUG-FREE WORKPLACE PROGRAM .......................................... 57

ATTACHMENT 3 - NOTICE OF CONFLICT OF INTEREST ................................................................................... 58

ATTACHMENT 4 - NON-COLLUSION AFFIDAVIT .................................................................................................. 59

ATTACHMENT 5 - STATEMENT OF NO INVOLVEMENT ..................................................................................... 60

ATTACHMENT 6 – BUSINESS/CORPORATE REFERENCE ................................................................................... 61

ATTACHMENT 7 – ADDENDUM / AMENDMENT ACKNOWLEDGEMENT FORM .......................................... 62

ATTACHMENT 8 – SUBCONTRACTING .................................................................................................................... 63

ADDITIONAL DOCUMENTS ATTACHMENT 9 – PRICE SHEETS (See Section 2.10, A.)

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SECTION 1 – INTRODUCTORY MATERIALS 1.01 Definitions

1. Active Named Host: The Web Conference license model that is requested by the State in this ITN. With this rate structure, DivTel will only be invoiced for Named Hosts who host a web conference during the month. For example, if 300 out of 10,000 Named Hosts who have been setup with credentials use the Web Conference Service, then the Contractor would invoice the State at the rate specified in the Contract for 300 Active Named Hosts.

2. Ad Hoc: An on-demand Video Conference that is initiated without being pre-scheduled.

3. Attended Video Conference Service: A scheduled video bridging service where the Respondent provides an operator to assist with video conference launching and monitoring.

4. Codec: A hardware device or software running on a computer that is capable of encoding analog audio and video signals for transmission over a digital and/or IP network and decoding audio and video signals received from the network.

5. Communications Services Authorization Service Agreement, (CSA): The DMS system(s) for

ordering SUNCOM Services, billing Customers for SUNCOM Services and the associated electronic repository of CSA and billing data available to Customers.

6. Communications Service Authorization Billing System (CSAB): The DMS system(s) for ordering SUNCOM Services, billing Customers for SUNCOM Services and the associated electronic repository of CSA and Billing Data available to Customers.

7. Contract: The agreement that results from this competitive procurement, if any, between the Department and the service provider.

8. Contractor: The Respondent who is awarded a contract as a result of this solicitation.

9. Customers: SUNCOM Eligible Users who subscribe to services provided by this procurement or any other service under the SUNCOM portfolio of services. See http://www.suncom.fl.gov.

10. Department: The Department of Management Services. Also referred to herein as “DMS.”

11. Division of Telecommunications: A division within the Department of Management Services. Also referred to herein as “DivTel” or “Division”).

12. Eligible Users: Includes all SUNCOM Eligible Users, political subdivisions of the State of Florida,

Board of County Commissioners, School Boards, municipalities, or other local public agencies or authorities, State Universities, non-for profit organizations and any other public entities authorized by Florida Statutes. See Chapter 282, F.S., for specific entities.

13. Evaluators: Person’s appointed by the DMS to assist in the evaluation of responses.

14. FTP: File Transfer Protocol.

15. Fraudulent Usage: Web or Video Conference Service usage that was not initiated and/or authorized by the Named Host.

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16. H.239: An ITU recommendation that enables Video Conference participants to share their computer screens or some other video source with all participants.

17. H.320: An umbrella ITU recommendation for the real-time transfer of multimedia over circuit

switched networks.

18. H.323: An umbrella ITU recommendation for the real-time transfer of multimedia over packet switched networks.

19. High Definition: Video Conference systems that provide a screen resolution of 1280 x 720 pixels

and a minimum frame rate of 30 frames per second.

20. Integrated Services Digital Network (ISDN): Integrated Services Digital Network comes in two basic types – BRI, which is 144,000 bits per second and designed for the desktop and PRI which is 1,544,000 bits per second. PRI is designed for telephone switches, computer telephony and voice processing systems. ISDN BRI Service offers 2B + D or two bearer channels and one D (data) channel. There are many varieties of ISDN BRI service. ISDN PRI or Primary Rate Interface service can be thought of as enhanced T-1 which provides fast out of band signaling. ISDN PRI is 24 Bearer channels each of which is 64,000 bits per second. One of these channels is typically used to carry signaling for the other 23 lines. (REF: Harry Newton, Newton’s Telecom Directory, 15th Expanded Edition, (New York, Miller Freeman, Inc.).

21. Installed Option ID: A 16-digit to 18-digit unique identifier, assigned programmatically by DivTel, which specifies a particular service option for a specific Service Installation ID. The Installed Option ID may reference the same service option referenced on another Service Installation ID but the Installed Option ID will be unique to the Service Installation ID it belongs. There is not a one-to-one relationship between a TARIFF Code, SKU, or Product Code to the Installed Option ID. The Installed Option ID is unique by Service Installation ID. The Installed Option ID provides for a more granular inventory of expected service options when auditing Contractor inventory or invoices.

22. International Telecommunication Union (ITU): An organization that in cooperation with the

industry develops and publishes standards for information and communication infrastructure.

23. Named Host: A subscriber who has been setup with an account to use the Web Conference Service.

24. Participant: A person who joins a web conference session using a device that is compatible with the Web Conference Service.

25. Participant List: A list of all web conference participants provided as a window within the web conference panel.

26. Presenter: The person within a web conference who has been assigned the capability to share documents, their desktop or other multimedia content.

27. Procurement Officer: The Department of Management Services’ purchasing point of contact for this solicitation. The Procurement Officer is identified on the cover of this ITN.

28. Product: Any deliverable under the Contract, which may include commodities, services, technology or software.

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29. Respondent: A vendor who submits a reply to this ITN.

30. Response: See PUR 1001 General Instructions to Respondents for definition.

31. Self-Serve Video Conference: A fully automated video bridging service where an agency’s designated Video Conference Scheduler(s) can schedule video conferences for certified video sites assigned to their group, using a web based application which is accessed using a browser.

32. Service Provider: The Respondent selected by the Department through this competitive solicitation with whom the Department will enter into a contract. Also, referred to herein as “Contractor.”

33. Services: The services sought through this Invitation to Negotiate.

34. Service Installation ID: A 16-digit to 18-digit unique identifier, assigned by DivTel, which quantifies the inventory item (or service installation) in inventory for tracking purposes. The Service Installation ID is DivTel’s unique identifier that is matched to the unique service instance recognized by the Contractor. The service installation provided or recognized by the Contractor may be a telephone number for local service or a username for a VPN account. The Service Installation ID is the parent ID to the Installed Option ID(s) and there can be a one-to-many relationship. One Service Installation ID may reference multiple Installed Option IDs if there are many prices or service options associated with the installation or item.

35. SIP: Session Initiation Protocol (SIP) is an Internet Engineering Task Force defined signaling protocol used for controlling multi-media communication sessions over Internet Protocol (IP).

36. State: The State of Florida.

37. State Agencies: Any of the various state officers, departments, boards, commissions, divisions, bureaus, and councils and any other unit of organization, however designated, of the executive branch of the State of Florida government.

38. SUNCOM NOC: DivTel’s Network Operations Center which supports all SUNCOM services and

will function as an escalation point for Customers in the event they are not satisfied with the Contractor’s resolution or response to a reported trouble.

39. TIA: Telecommunications Industry Association. A trade association representing the telecommunications industry through standards development and policy initiatives.

40. Transcoding: Transcoding allows participants with dissimilar transmission speeds or using

different audio and/or video codecs to participate in the same video conference.

41. VBS: The Vendor Bid System.

42. Video Bridge (Multipoint Control Unit): A device that is used to moderate a video conference of three or more Video Sites. The Video Bridge mixes and switches audio, video, and other multimedia content from the Video Sites.

43. Video Bridging Service: Video conference service allows three or more H.323 compatible video endpoints to simultaneously pass data, voice and video traffic between each other, routed via a Video Multipoint Control Unit or Video Bridge.

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44. Video Conference Service: A service that allows three or more H.323 or H.320 compatible video endpoints to simultaneously pass multimedia content, voice and video streams between each other, routed via a Video Multipoint Control Unit or Video Bridge.

45. Video Conference Scheduler: A person who is authorized to schedule a Self Service or Assisted video conferences.

46. Video Gateway Service: A video conference service which allows an H.323 videoconference device to connect to an H.320 video conference device.

47. Video Site: A location that has one or more video conference systems.

48. VoIP (Integrated VoIP access or Voice over Computer): The capability for web conference participants to join the audio channel of a web conference using either a computer and/or other Voice over IP capable device.

49. Web Conference: A conference service that enables Customers to enhance traditional audio conferences by offering the capability to meet, present, and interact with information via a web browser. Users can share information, documents, or applications interactively via the Internet between remote participants.

50. Web Conference panel: The graphical user interface that is used to administer, monitor, and control the web conference.

51. Web Conference Services: Web Conference Services (WCS) enable users to enhance traditional voice conferences by offering the capability to meet, present, and interact with information via a web browser. Users can share information, documents, or applications interactively via the Internet between remote participants. The WCS shall also be integrated with a voice conference bridge.

Please see the PUR 1001 and 1000, Sections 1, for other definitions relevant to this ITN.

1.02 Background

Pursuant to section 282.703, Florida Statutes, SUNCOM is managed within DMS. The Division of Telecommunications is the component of DMS which is delegated with this specific responsibility.

Section 282.703(2), Florida Statutes, states, “The department shall design, engineer, implement, manage, and operate through state ownership, commercial leasing, or some combination thereof, the facilities, equipment and contracts providing SUNCOM Network services, and shall develop a system of equitable billings and charges for telecommunications services.”

1.03 Overview

The Department is seeking replies to this Invitation to Negotiate for two types of Conference services: Web Conference Services and Video Conference Services. The Department may contract with more than one Contractor for Web Conferencing Services and Video Conferencing Services. For Web Conference Services, the Department is requesting replies that use the Active Named Host license model. The Web Conference Services Contractor(s) will be compensated based on the number of Active Named Hosts that are used during each month. DivTel will bill the Named Hosts for Web Conference

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Services used. As to Video Conference Services, DivTel is requesting replies for hosted Video Bridging Services. The Contractor will be compensated for Video Conference Services used by Customers. DivTel will be considered the customer of record for all services and the Contractor will bill DivTel for all services. The term of the prospective contract will be four (4) years with one renewal period of up to four (4) years.

1.04 General Description of the SUNCOM Business Model

Pursuant to Chapter 282, F.S., and Chapter 60FF-2, Florida Administrative Code, DivTel is an aggregator of Florida’s public sector telecommunications purchases for its customers. Through a system known as the SUNCOM Open and Shared Information System (OaSIS), DivTel is able to consolidate and coordinate all of the business processes associated with telecommunications services under the SUNCOM brand. When Customers log-in to OaSIS, they establish users and their system utilization rights, manage billing accounts, review a comprehensive list of contracted products and services, place service orders, have access to their entire telecommunications inventory with associated event histories and see their charges for all telecommunications service types and providers. Contractors bill DivTel monthly for services rendered to SUNCOM Customers through a single invoice with supporting detail in electronic files. The supporting detail includes auditable charges at the activity level under distinct Customers billing accounts. Aside from empowering Customers and establishing substantial cost controls and transparency, this model minimizes Contractor risks associated with collecting payment on thousands of public sector billing accounts and achieves significant economies of scale. Because this self-service model is highly automated however, a series of Business-to-Business electronic transactions are required between DivTel and its Contractor.

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1.05 Timeline

Listed below are important dates/times during which actions must be taken or completed. If DMS finds it necessary to update any of the dates/times noted it will be accomplished by an addendum to the solicitation. All times listed below are local time in Tallahassee, Florida.

DATE TIME 03/14/2013

Release of Solicitation.

03/22/2013

12:00 p.m.

Questions Due.

04/2/2013

Anticipated date answers to questions posted on Vendor Bid System.

04/16/2013

11:00 a.m.

Replies Due/Opening.

04/22/2013- 04/26/2013

Anticipated dates of evaluation.

05/13/2013

Anticipated posting on the Vendor Bid System of Video Conference ranking and intent to negotiate.

05/13/2013

Anticipated posting date on Vendor Bid System of Web Conference Respondents ranking for Phase I that will move to Phase II.

05/20/2013- 05/23/2013

Phase II service demonstrations for Web Conference.

05/29/2013

Anticipated posting of ranking and intent to negotiate for Web Conference.

06/10/2013- 06/14/2013

Anticipated dates of negotiations for Web Conference and Video Conference.

07/1/2013

Public Meeting – Intended Award for Web Conference and Video Conference.

07/8/2013

Anticipated posting of intended award[s] on Vendor Bid System.

07/29/2013

Anticipated contract start date.

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SECTION 2 – SPECIAL INSTRUCTIONS TO RESPONDENTS PUR 1001 General Instructions to Respondents: This section serves in conjunction with the PUR 1001 General Instructions to Respondents. The PUR 1001 is incorporated by reference and may be viewed at the following link:

http://www.dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_forms

2.01 Order of Precedence All replies and resulting contracts are subject to the terms and conditions of this solicitation, which in case of conflict, shall have the following order of precedence listed: Special Instructions to Respondents Special Conditions Scope of Work Price Sheets General Instructions to Respondents (PUR 1001) General Conditions (PUR 1000) Introductory Materials

2.02 Amendments to the Solicitation Documents

DMS will post amendments to the solicitation documents on the Florida Vendor Bid System (VBS) at http://vbs.dms.state.fl.us/vbs/search.criteria_form, the Respondent may view amendments by selecting “Department of Management Services” in the “Agency” drop down box. Each Respondent is responsible for monitoring the VBS for new or changing information.

2.03 Questions Respondents shall address all questions regarding this solicitation in writing to the Procurement Officer identified on the cover sheet of this solicitation. DMS will post answers to questions on VBS as noted in Section 1.05, Timeline. See PUR 1001 - General Instructions to Respondents, Section 21. Limitation on Vendor Contact with Agency during Solicitation Period.

2.04 Alternate Provisions and Conditions

Replies that contain provisions that are contrary to requirements found in this competitive solicitation are not permitted. If a Respondent has any questions regarding the requirements or terms and conditions of this solicitation such questions shall be presented in writing to the Procurement Officer and addressed during the question and answer phase of this solicitation. Including alternate provisions or conditions to this solicitation that are not consistent with the primary goals of the ITN may result in the reply being deemed non-responsive to the solicitation. However, as this is an ITN, the Department reserves the right to negotiate the best terms and conditions if determined to be in the best interests of the state.

2.05 Special Accommodation Any person requiring a special accommodation due to a disability should contact the Department’s Americans with Disabilities Act (ADA) Coordinator, at (850) 922-7535. Requests for accommodation for

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meetings must be made at least five (5) workdays prior to the meeting. A person who is hearing or speech impaired can contact the ADA Coordinator by using the Florida Relay Service at (800) 955-8771 (TDD).

2.06 Confidential, Proprietary, Or Trade Secret Material

The following subsection supplements section 19 of the PUR 1001. If Respondent considers any portion of

the documents, data or records submitted in response to this solicitation to be confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority, Respondent must mark the document as “Confidential” and simultaneously provide the Department with a separate redacted copy of its response and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain the Department’s solicitation name, number, and the name of the Respondent on the cover, and shall be clearly titled “Redacted Copy.” The Redacted Copy should only redact those portions of material that the Respondent claims are confidential, proprietary, trade secret or otherwise not subject to disclosure.

In the event of a request for public records pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority, to which documents that are marked as confidential are responsive, the Department will provide the Redacted Copy to the requestor. If a requestor asserts a right to the Confidential Information, the Department will notify the Respondent such an assertion has been made. It is the Respondent’s responsibility to assert that the information in question is exempt from disclosure under chapter 119 or other applicable law. If the Department becomes subject to a demand for discovery or disclosure of the Confidential Information of the Respondent in a legal proceeding, the Department shall give the Respondent prompt notice of the demand prior to releasing the information (unless otherwise prohibited by applicable law). The Respondent shall be responsible for defending its determination that the redacted portions of its response are confidential, proprietary, trade secret, or otherwise not subject to disclosure.

By submitting a reply, the Respondent agrees to protect, defend, and indemnify the Department for any and all claims arising from or relating to the Respondent’s determination that the redacted portions of its reply are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If Respondent fails to submit a redacted copy of information it claims is confidential, the Department is authorized to produce the entire documents, data, or records submitted to the Department in answer to a public records request for these records.

2.07 Certification of Drug-Free Workplace Program

The state supports and encourages initiatives to keep the workplaces of Florida’s suppliers and contractors drug-free. Section 287.087, Florida Statutes, provides that, where identical tie proposals are received, preference shall be given to a proposal received from a Respondent that certifies it has implemented a drug-free workforce program. If applicable, Respondent shall sign and submit the attached “Certification of Drug-Free Workplace Program” form to certify that the Respondent has a drug-free workplace program.

2.08 Diversity

Florida is a state rich in its diversity and is dedicated to fostering the continued development and economic growth of small, minority, women and service-disabled veteran owned business enterprises in the State of Florida. Participation of a diverse group of vendors doing business with the state is central to our effort. To this end, it is vital that small, minority, women and service-disabled veteran owned business enterprises participate in the state’s procurement process as both prime contractors and subcontractors under prime

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contracts. Small, minority, women and service-disabled veteran owned businesses are strongly encouraged to submit responses to this solicitation.

2.09 Inapplicable Provisions of PUR 1001 General Instructions for Respondents

The following provisions found in the PUR 1001 are not applicable to this ITN or are amended as provided below: A. Section 3. Electronic Submission of Responses

Responses shall be submitted in accordance with section 2.11 of this solicitation. B. Section 4. Terms and Conditions

Amended only to the extent the order of precedence of this solicitation is provided in Section 2.01 above.

C. Section 5. Questions

Questions shall be submitted in accordance with Section 2.03 above.

2.10 Price Sheet Information/Instructions – Initial Pricing

A. The price sheets posted on the VBS are in a .pdf format. However, Respondents are required to complete and submit their price sheet in a Microsoft Excel format. As such, Respondents must request the Price Sheets in Excel via e-mail from the DMS Procurement Officer. Failure to provide pricing in an Excel format may result in the response being deemed non-responsive.

B. The Respondent shall return the Price Sheets with its response to this solicitation in accordance with Section 2.11 Response Submittal, E. 2. The Price Sheets shall identify the name of the Respondent, date of submission and the printed hard copy shall bear the signature of the person authorized to bind the Respondent.

C. Pricing Stipulations

The respondent must indicate in their response, Tab 4 that they understand, acknowledge and will comply with the general stipulations identified below when responding to all price sheets:

1. All prices are provided in US dollars. 2. If any cell indicates a price of $0.00, it will be evaluated as free and at no charge to the state. 3. Prices are those to be charged to the Department. 4. Prices shall include all applicable surcharges, non-exempt taxes and fees. 5. Pricing and services shall be available in all areas of the state. 6. There shall be no one-time fees or non-recurring charges such as installation, disconnect,

cancellation, service order fees. 7. There shall be no termination liability charges for any service.

D. The Respondent shall complete the Price Sheet, in its entirety, in response to this solicitation in

accordance with the following instructions: 1. As reflected in Attachment 9, Price Sheet 1A and 1B are for Web Conference Services and

Price Sheet 2A and 2B are for Video Conference Services. Respondents may bid on Web Conference Services and Video Conference Services, or they may bid on just one service. However, Respondents are required to include a separate response with pricing, for each.

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For example, if a respondent wants to submit a response for both Web Conference and Video Conference Services, they will be required to submit a price sheet for each service and a Tab A1 and Tab A2.

2. The Respondent shall price all items on the Price Sheets in which the Respondent is proposing to provide services for both the original term and renewal term. If the price is left blank for any items, for both the original term and renewal term, the Respondent shall be deemed non-responsive for that service, except as detailed in E-I below.

E. Price Sheet 1A; Web Conferencing Services

1. Any respondent electing not to bid on Web Conferencing Services item must indicate “No Bid”

in the space provided on the Price Sheet. This election will constitute completion of this price sheet; respondents may confirm this by verifying that the Progress Indicator at the bottom of the price sheet indicates “Complete.”

2. In the absence of this election, respondents must provide rates for the services listed in rows 2

through 8 and 10 through 11 of this price sheet. Once all required fields have been populated, the Progress Indicator at the bottom of the price sheet will indicate “Complete.” An indication of “Incomplete” will be evident if any required element of the price sheet is missing. All of the general requirements listed above apply.

F. Price Sheet 1B; Web Conferencing Services for the Renewal Period

Any respondent electing not to bid on a Web Conferencing Services item must indicate “No Bid” in the space provided. Note: respondents’ election on this price sheet must match that made on Price Sheet 1A. An election of “No Bid” will constitute completion of this price sheet; respondents may confirm this by verifying that the Progress Indicator at the bottom of the price sheet indicates “Complete.” In the absence of this election, respondents must provide rates for the services listed in rows 2 through 8 and 10 through 11 of this price sheet. Once all required fields have been populated, the Progress Indicator at the bottom of the price sheet will indicate “Complete.” An indication of “Incomplete” will be evident if any required element of the price sheet is missing. All rates provided on this price sheet will apply to and during the renewal period only. All of the general requirements listed above apply.

G. Price Sheet 2A; Video Conference Bridging Services Any respondent electing not to bid on a Video Conference Bridging Services item must indicate “No Bid” in the space provided. This election will constitute completion of this price sheet; respondents may confirm this by verifying that the Progress Indicator at the bottom of the price sheet indicates “Complete.” In the absence of this election, respondents must provide rates for the services listed in rows 1 through 4 of this price sheet. Once all required fields have been populated, the Progress Indicator at the bottom of the price sheet will indicate “Complete.” An indication of “Incomplete” will be evident if any required element of the price sheet is missing. All of the general requirements listed above apply.

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H. Price Sheet 2B; Video Conference Bridging Services for the Renewal Period Any respondent electing not to bid on Video Conference Bridging Services item must indicate “No Bid” in the space provided. Note: respondents’ election on this price sheet must match that made on Price Sheet 2A. An election of “No Bid” will constitute completion of this price sheet; respondents may confirm this by verifying that the Progress Indicator at the bottom of the price sheet indicates “Complete.” In the absence of this election, respondents must provide rates for the services listed in rows 1 through 4 of this price sheet. Once all required fields have been populated, the Progress Indicator at the bottom of the price sheet will indicate “Complete.” An indication of “Incomplete” will be evident if any required element of the price sheet is missing. All rates provided on this price sheet will apply to and during the renewal period only. All of the general requirements listed above apply.

I. If a zero is indicated as a price for a Price Sheet item, the Respondent is providing the service(s) or item(s) at no cost.

2.11 Response Submittal

A. Responses should be prepared simply and economically, providing a straightforward, concise description of the Respondent’s ability to provide the solution sought by the solicitation. Excessive information distracts readers from focusing on essentials.

B. Type size shall not be less than a 12-point font. Bindings and covers will be at the Respondent’s discretion. Elaborate notebooks or hard back binders are discouraged.

C. Unnecessarily elaborate brochures, artwork, expensive paper and expensive visual and other presentation aids are neither necessary nor desired.

D. The Respondent shall organize the contents for each response submittal as follows:

Cover Letter

Cover Letter

The cover letter should be on the Respondent’s letterhead with the name and signature of the person representing the responding organization authorized to legally obligate the Respondent to provide the Services. The cover letter must state that the Respondent agrees to provide the services as described in the ITN. Also, the cover letter should identify: a) Name and headquarters location of the Respondent. b) Primary location from where the work will be executed. c) Contact Information for the Respondent.

Tab 1A

Executive Summary-Web Conference Services

TAB 1A shall contain an Executive Summary of the Respondent’s response for Web Conference Services. The Executive Summary will be limited to three pages total and will describe the technical methodology the Respondent proposes in concise and meaningful manner. No pricing information is to be included in the Executive Summary.

Web Conference Services Response

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Respondents shall include a reply in Tab 1A for each of the requirements in Section 2.12, Web Conference Services, Response Evaluation

Tab 1B

Executive Summary-Video Conference Services

TAB 1B shall contain an Executive Summary of the Respondent’s response for Video Conference Services. The Executive Summary will be limited to three pages total and will describe the technical methodology the Respondent proposes in concise and meaningful manner. No pricing information is to be included in the Executive Summary.

Video Conference Services Response

Respondents shall include a response in this Tab 1B for each of the requirements in Section 2.14, Video Conference Services, Response Evaluation.

Tab 2

Enhanced Services and Solutions (Section 2.12, A. 3 (Web) and 2.13, A.3 (Video) (Category 3 for Web Conference and Video Conference Services). Respondents should identify any additional services or solutions it is willing to offer to DMS beyond those required in Section 3. Please include the pricing for such services or solutions and any relevant technical descriptions in this Tab 2.

Tab 3 Pass/Fail Requirements (See section 2.12).

Tab 4 Pricing Stipulations (See Section 2.10, C.)

Tab 5 Alternate Provisions and Conditions (See Section 2.04)

Tab 6 Completed Attachments 1-8

E. The Respondent shall submit:

1. One original and signed hard copy of the response submittal (without the price sheet), with five hard copies.

2. One original and signed hard copy of the Price Sheets. The hard copies of the Price Sheet(s)

shall be in a sealed envelope clearly marked as “Price Sheet” with the Respondent’s company name, solicitation name and number.

3. One REDACTED scanned copy of the response, if applicable (see Section 2.06). The redacted

copy shall be in a separate envelope clearly marked “Redacted Copy.”

4. One CD or DVD with the following: a) Microsoft Word version of the response; b) A .pdf version of the response; c) Microsoft Excel version of the price sheet; d) A .pdf version of the price sheet; and e) A redacted scanned copy of the response, if applicable (see Section 2.06).

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5. Sealed packages to be delivered shall be clearly marked on the outside of the package with the solicitation number and company name.

6. Submitted hardcopies contained within the sealed packages shall be clearly marked with the

Respondent’s company name, and solicitation number.

Respondents are responsible for submitting the responses to the Procurement Officer by the date and time specified in Section 1.05 of the solicitation. DMS will not consider late responses.

2.12 Pass / Fail Requirements The Respondent must satisfy the requirements listed below. By submitting a response the Respondent certifies that it either meets or exceeds the requirements below. Should a Respondent fail any of the Pass / Fail requirements listed below, the Respondent will be considered non-responsive, the price response will not be opened, and the remainder of the response will not be evaluated or scored. The Respondent shall place this information under Tab 3 of its response submission.

A. Response received by the date/time indicated in the Timeline, Section 1.05. B. Convicted Vendor List

The Respondent has not been disqualified from the public contracting and purchasing process in accordance with Section 287.133(3) (d), Florida Statutes.

C. Suspended Vendor List The Respondent has not been removed from the DMS vendor list pursuant to Rule 60A-1.006, Florida Administrative Code, neither is the Respondent currently under suspension or debarment by the state or any other governmental authority pursuant to Rule 60A-1.002(7).

D. MyFloridaMarketPlace Registration The Respondent has registered with MyFloridaMarketPlace. Respondents desiring to sell commodities or contractual services to the state are required by Rule 60A-1.030, Florida Administrative Code, to register in MyFloridaMarketPlace. Also see PUR 1000 General Contract Conditions.

E. Articles of Incorporation The Respondent shall provide DMS copies of its Articles of Incorporation.

NOTE: Pursuant to 607.1503(1), Florida Statutes, Corporations, out-of-state corporations are required to obtain a Florida Certificate of Authorization from the Florida Department of State, Division of Corporations, to transact business in the State of Florida. The Respondent agrees to attain such authorization within seven (7) business days of notice of award, should the Respondent be awarded. Website: www.sunbiz.org

2.13 Web Conference Services Response Evaluation (Two Phases)

For Web Conference Services, evaluators will conduct a two-phase evaluation process based on four (4) categories and score the Responses for each separate Web Conference Service proposed as described below. Table 1 below, shows the maximum number of points that may be awarded by category. Evaluators will individually and independently review each Web Conference Service and allocate a score

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for the items in Categories 1 – 3 and 5 for the Categories identified in Table 1 below. Please make sure you elaborate and are clear in your descriptions.

A. Web Conference - Phase I

Categories 1 – 4 (0 – 85 Points)

1. Category 1 -Qualifications (0 - 25 points)

The Respondent shall insert the information from this section under Tab 1A of its response submittal. The Respondent shall provide the following information to support Respondent’s qualifications and experience:

a. Years of Experience (0 – 5 Points)

Please indicate the number of years that you have been providing Web Conference Services.

TABLE 1- Web Conference

CATEGORY NUMBER

ITEM POINTS

1 Category 1 – Qualifications 25

2 Category 2 - Scope of Work 25

3 Category 3 - Enhanced Services and Solutions 5

4 Category 4 – Price

Initial Year Prices

Renewal Period Prices

27

3

5 Category 5 - Service Demonstration 15

TOTAL 100

Years of Experience Points to be Awarded > or =10 5 Points > or = 7 and <10 4 Points > or = 5 and <7 3 Points > or = 3 and <5 2 Points >or=1 and<3 1 Point

<1 0 Points

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b. Current Contracts (0 – 5 Points)

Submit a list of current contracts of similar size and scope wherein the Respondent has provided Web Conference Services as a Contractor, subcontractor or partner. The list shall also contain the name, contact name and address, telephone number and e-mail address of the entity who received the services from the Respondent. Also, the listing will include a detailed description of the services provided to the identified customer. Consideration shall be given to the duration of such contracts, the volume of services, and the quality of services provided.

c. Ability to Perform (0 – 6 Points)

The Respondent’s ability to provide the services described in this solicitation based upon their past professional experience and performance. Provide details on your approach to customer service in terms of service establishment, marketing, training, technical support, trouble reporting/tracking, and billing. Respondents shall also provide details about the product development and implementation processes and procedures that are in place to update their proposed services and keep pace with evolving technology and operating systems.

d. Project Team (0 –4 Points)

Provide a listing of each team member that the Respondent will be using to provide the services. The listing shall provide the team member’s name, professional history, title and years of services with Respondent; and a description of the duties and responsibilities of each identified team member.

e. Business / Corporate References (0 – 5 Points)

The Respondent shall furnish five business/corporate references with their response, utilizing the form provided as Attachment 6 of this solicitation to support the requirements of the Business/Corporate Experience. In order to qualify current experience, services described by Business/Corporate references shall be ongoing or shall have been completed within the sixty (60) months preceding the issue date of this solicitation. References should be directly relevant to the services in the solicitation. Incomplete Business / Corporate Reference forms (i.e., blanks left on the form and not notarized) will not be submitted to evaluators. References will not be accepted from:

Current employees of DMS. Former employees of DMS within the past three (3) years. Persons currently or formerly employed by the Respondent’s organization. Board members of the Respondent’s organization. Relatives. Corporations based solely in a foreign country. A member of the Respondent’s organization, who has written, completed and

submitted the form on behalf of the reference.

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2. Category 2 - Scope of Work (0 - 25 Points)

The Respondent shall insert the information from this section under Tab 1A of its response submittal. The Respondent must respond to each item in the Scope of Work, by inserting the response immediately below the text of all numbered sections and subsections. Table 2 below identifies the maximum number of points that may be awarded for each item in the Web Conference Scope of Work. Table 2 identifies which items require a narrative or a statement indicating the Respondent has “Read, Understood, Acknowledged and will comply with the requirement.” If the Respondent includes the required statement, “Read, understood and acknowledged and will comply with the requirement” the Respondent will be awarded the maximum points for that item. If the Respondent does not include the required statement for that item, that item will be scored at zero (0) points.

For example:

3.02 Facilities Served, Equipment and Service Times A. Addition of Facilities/Equipment Served.

Response: Respondent will insert their response here or insert “Read, Understood and Acknowledged, and will comply with this requirement.”

Based on the Respondent’s response, evaluators will score responses, as follows:

TABLE 2- Web Conference Scope of Work Point Allocations

Criteria # Points

Response Required Read,

Acknowledged & Understood

Narrative

1. Section 3.02 – Web Conference Minimum Service Requirements

0-6 X

2. Section 3.03 – Web Conference Service Additional Features and Capabilities

0-3 X

3. Section 3.04 - Web Conference Service Security 0-2 X 4. Section 3.05 – Web Conference Integrated Voice

Conference Minimum Requirements 0-2 X

5. Section 3.06 – Migration and Implementation Project Plan

0-1 X

6. Section 3.07 – Web Conference Training and Education 0-2 X 7. Section 3.08 – Web Conference Fraudulent Use 0-1 X 8. Section 3.09 – Web Conference Trouble Reporting 0-1 X 9. Section 3.10 – Web Conference Service Reports 0-1 X 10. Section 3.11 – Web Conference American with

Disabilities (ADA) Civil Rights Compliance 0-2 X

11. Section 3.12 – Web Conference Business Operations 0-4 X 12. Section 3.25-SLAs Not X

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3. Category 3 - Enhanced Services and Solutions (0 - 5 points).

Respondents are requested to provide information and pricing on enhanced services such as premise based web conference systems. The prospective contract(s) may incorporate these and other conference features, services, products and technologies as they are introduced by the provider so long as such incorporation is within the scope of such contracts(s). The Respondent shall insert the information from this section under Tab 2 of its response submittal

Points are awarded based on the value of the enhanced services and solutions offered.

4. Category 4 – Price (0 – 30 Points) The Respondent shall fill out the Price Sheets and return them completed with its response per Section 2.11.

a. Price Sheet 1A and 1B, Attachment 9, for Active Named Host is divided into tiers. Each

tier is weighted to account for the relative value the state places on each tier, which will determine its contribution to the score for the entire service proposed.

1) Price Sheet 1A and 1B, Attachment 9, for Integrated Voice Conference has been

divided into Domestic Toll-Free and Toll. Each is weighted to account for the relative value the state places on each access type.

2) Respondents’ price submissions will be evaluated against benchmarks. Benchmark prices will be established for each service proposed using the lowest per unit price provided by any respondent in any tier.

3) A DMS Financial Specialist will upload the electronic spreadsheets from Respondents into the master evaluation electronic spreadsheet. When these Price Sheets are uploaded:

Unit prices for each tier will be multiplied by the weight associated with

that tier. The results of this will be totaled.

Initial Period: Based on these totals, the Respondent with the lowest combined price for

each Web Conference service for the initial period will receive 27 points. Each subsequent Respondent will be awarded a proportional share of 27 points based on their price relative to the lowest price.

Scored

Total Points 25

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The calculation described above is as follows: [∑[∑(((Benchmark Price – Average Unit Price Submitted in the Relevant Tier)/Benchmark Price)* Tier Weight)] * Weight of Service or Feature]

Renewal Period: The Respondent with the lowest combined price for the Renewal Period

will receive 3 points.

Each subsequent Respondent will be awarded a proportional share of 3 points based on their renewal price relative to the lowest renewal price.


B. Total Overall Web Conference Evaluation Score - Phase I Averaged

A DMS Financial Specialist will upload the electronic spreadsheets with scores from the individual evaluators for Category 1-3 and the Respondents electronic price sheets, into the master evaluation electronic spreadsheet. The master evaluation electronic spreadsheet will automatically calculate the price scores to calculate the total overall average score for each Web Conference Service proposed (0 – 100 points) and rank the Responses based on the combined overall score for each response. Respondents from Phase I will be ranked. The top six (6) respondents will be invited to conduct a Service Demonstration in Phase II. Evaluators will rate the Service Demonstrations as described in Section C., below.

C. Web Conference - Phase II

1. Category 5 - Service Demonstration (0 – 15 Points)

Evaluators will rate the Service Demonstrations of the Respondents selected in Phase I to provide a demonstration as described below.

a. The top six respondents with the highest total score for Categories 1 through 4 identified in

this Section will be invited to give a sixty (60) minute product demonstration of the proposed Web Conference Service to the evaluators. The conference room where the Service Demonstrations will be conducted will have two projectors which shall be used by the respondents to enable evaluators to see both the Named Host and the participant views of the web conference. The respondents shall also have at least two remote participants join the demonstration; one using VoIP and one using a telephone and dialing into a toll free number. Respondents shall bring two electronic devices onsite for the demonstration. DMS will provide a conference phone in the demonstration room. Each respondent shall demonstrate the following capabilities:

1) Integrated voice conference status indicators (synchronization of the web participant with their audio connection, voice conference connection type (VoIP or phone), active speaking indicator).

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2) Voice Conference controls (mute, un-mute, disconnect).

3) Scheduling a web conference.

4) Conference leader reporting tools (demonstrate the reports available to a leader and how a leader requests the report(s).

5) Conference security (password protection).

6) Initiating an ad hoc web conference.

7) Application sharing.

8) Desktop sharing.

9) Demonstrate the use of a webcam by the Named Host and a participant.

10) Chat (demonstrate both private and public chat).

11) Polling.

12) Whiteboard demonstration.

13) Transfer of presentation control to a participant.

14) Drawing and annotation tools (demo, at a minimum, the following tools: pointer, line, circle, freeform, square).

15) Conference recording, download, and playback.

16) Capabilities related to ADA compliance.

b. Evaluators shall rate each of the following items for each Web Conference Service demonstrated as follows: 1) Web conference service responsiveness (Maximum of 5 points)

2) Web conference appearance and layout (Maximum of 5 points)

3) Web conference service ease of use (Maximum of 5 points) Respondents will be assigned ratings by each evaluator for each of the 3 items as shown in Table 3, Service Demonstrations below. Evaluators will enter the ratings for the demonstrations into an electronic spreadsheet using the ratings in Table 3, below. The spreadsheet will automatically assign a set score for each rating using the scoring shown in Table 3 below. A Respondents’ total Service Demonstration Rating will be the average total rating of all evaluators.

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TABLE 3 Category 5- Service Demonstrations

Evaluator Rating Points Awarded Based on Evaluator Rating

Assessment Assessment Description Evaluator

Rating

Item 1.a. Responsiveness

(0-5 Points) Per Item

Item 1.b Layout

(0-5 Points) Per Item

Item 1.c. Ease of Use (0-5 Points)

Per Item

Unacceptable

- Response Fails to address the component or it does

not describe any experience related to the

component.

0 0 0 0

Below Average

- Response minimally addresses the requirements;

one or more major considerations of the component are not

addressed, or are so limited that it results in a low

degree of confidence in the Respondent’s response or

proposed solution.

1 1 1 1

Average

- Response adequately meets the minimum

requirements, specification, or provision of the specific item, and is

generally capable of meeting the state's needs

for specific criteria

2 3 3 3

Above Average

- Response more than adequately meets the

minimum requirements, specification or provision of the specific criteria, and exceeds those requirements

in some aspects for the specific criteria

3 4 4 4

Excellent - Response fully meets all requirements and exceeds

several requirements 4 5 5 5

C. Total Overall Web Conference Evaluation Score - Phase I and II Scores Averaged A DMS Financial Specialist will upload the electronic spreadsheets with scores from the individual

evaluators for Category 1-3 and Category 5 and the Respondents electronic price sheets, into the master evaluation electronic spreadsheet. The master evaluation electronic spreadsheet will automatically calculate the price scores to calculate the total overall score for each Web Conference Service proposed (0 – 100 points) and rank the Responses based on the combined overall score for each response.

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2.14 Video Conference Services Response Evaluation For the purposes of evaluation, scoring and ranking responses are divided into four categories.

For Video Conference Services the scores will be calculated for Pricing and Scope of Work for each Video Conference Service response in an electronic spreadsheet and Responses ranked as described below. Table 4 below shows the maximum number of points that may be awarded by category.

Table 4 – Video Conference Services

Category Number

ITEM POINTS

1 Category 1 – Qualifications 25

2 Category 2 – Scope of Work 30 3 Category 3 - Enhanced Services and Solutions 5

4 Category 4 - Price Initial Period Prices Renewal Period Prices

36 4

TOTAL 100

A. Evaluation Criteria

The following criteria will be used by evaluators to evaluate Respondent replies using the Categories listed in Table 4 above.

1. Category 1 - Qualifications (Maximum 25 points)

The Respondent shall insert the information from this section under Tab 1B of its response submittal. The Respondent shall provide the following information to support Respondent’s qualifications and experience:

a. Years of Experience (0 – 5 Points) Please indicate the number of years you have been providing Video Conference

Services.

b. Current Contracts (0 – 5 Points) Submit a list of current contracts of similar size and scope wherein the Respondent has provided Video Conference Services as a Contractor, subcontractor or partner. The list

Years of Experience Points to be Awarded > or =10 5 Points > or = 7 and <10 4 Points > or = 5 and <7 3 Points > or = 3 and <5 2 Points > or =1 and <3 1 Point < 1 0 Points

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shall also contain the name, contact name and address, telephone number and e-mail address of the entity who received the services from the Respondent. Also, the listing will include a detailed description of the services provided to the identified customer. Consideration shall be given to the duration of such contracts, the volume of services, and the quality of services provided.

c. Ability to Perform (0 – 6 Points)

The Respondent’s ability to provide the services described in this solicitation based upon their past professional experience and performance. Provide details on your approach to customer service in terms of service establishment, marketing, training technical support, trouble reporting/tracking, and billing. Respondents shall also provide details about the product development and implementation processes and procedures that are in place to update their proposed services and keep pace with evolving technology and operating systems.

d. Project Team (0 – 4 Points) Provide a listing of each team member that the Respondent will be using to provide the services. The listing shall provide the team member’s name, professional history, title and years of services with Respondent; and a description of the duties and responsibilities of each identified team member.

e. Business / Corporate References (0 – 5 Points)

The Respondent shall furnish five business/corporate references with their response, utilizing the form provided as Attachment 6 of this solicitation to support the requirements of the Business/Corporate Experience. In order to qualify current experience, services described by Business/Corporate references shall be ongoing or shall have been completed within the sixty (60) months preceding the issue date of this solicitation.

References should be directly relevant to the services in the solicitation. Incomplete Business / Corporate Reference forms (i.e., blanks left on the form and not notarized) will not be submitted to evaluators.

References will not be accepted from:

Current employees of DMS Former employees of DMS within the past three (3) years. Persons currently or formerly employed by the Respondent’s organization. Board members of the Respondent’s organization. Relatives. Corporations based solely in a foreign country. A member of the Respondent’s organization, who has written, completed and submitted

the form on behalf of the reference.

2. Category 2 - Scope of Work (Maximum 30 Points). The Respondent shall insert the information from this section under Tab 1B of its response submittal.

The Respondent shall insert the information from this section under Tab 1B of its

response submittal.

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The Respondent must respond to each item in the Scope of Work, by inserting the response immediately below the text of all numbered sections and subsections. Table 5 below identifies the maximum number of points that may be awarded for each item in the Video Conference Scope of Work. Table 5 identifies which items require a narrative or a statement indicating the Respondent has “Read, Understood, Acknowledged and will comply with the requirement.” If the Respondent includes the required statement, “Read, Understood and Acknowledged and will comply with the requirement” the Respondent will be awarded the maximum points for that item. If the Respondent does not include the required statement for that item, that item will be scored at “0” points. For those items in Table 5 requiring the “Read, Understood and Acknowledged statement that show “0” Points, no score will be assigned.

For example:

3.02 Facilities Served, Equipment and Service Times A. Addition of Facilities/Equipment Served.

Response: Respondent will insert their response here or insert “Read, Understood and Acknowledged, and will comply with this requirement.”

Table 5

Category 2 – Scope of Work Evaluation Point Ranges-Video Conference Response Required

Item #

Criteria #

Points

Read, Acknowledged & Understood

Narrative

1. Section 3.14.A – Self-Service and Attended Bridge Service

0-4 X

2. Section 3.14.B – Video Conference Confirmation E-mails

0-1 X

3. Section 3.14 .C – Video Conference Scheduling

0-2 X

4. Section 3.14.D – Video Conference Setup Time

0-1 X

5. Section 3.14.E– Video Conference - No Setup or Cancellation Fees

0-2 X

6. Section 3.14.F– Video Site Certification

0-1 X

7. Section 3.14.G– Addition of Certified Video Sites to Video Conference Scheduling System

0-1 X

8. Section 3.14.H– Video Conference Scheduler Scope of View

0-2 X

9. Section 3.14.I– Video Conference Billing for Actual Time

0-2 X

10. Section 3.14.J-Video Bridging Service-Telehealth

0-1 X

11. Section 3.15-Video Conference Implementation Project Plan

Not Scored

X

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Table 5 Category 2 – Scope of Work Evaluation Point Ranges-Video Conference

Response Required

Item #

Criteria #

Points

Read, Acknowledged & Understood

Narrative

12. Section 3.16 – Video Conference Training and Education

0-1 X

13. Section 3.17 – IP Access to Video Conference

0-1 X

14. Section 3.18 – Video Conference Fraudulent Use

0-2 X

15. Section 3.19 – Video Conference Trouble Reporting

0-1 X

16. Section 3.20 – Video Conference Reporting

0-2 X

17. Section 3.21–Performance Standards

Not Scored

X

18. Section 3.22 – Video Conference Americans with Disabilities Act (ADA) Civil Rights Compliance

0-2 X

19. 3.23-Video Conference-Florida Statutes

Not Scored

X

20. Section 3.24 – Video Conference Business Operations

0-4 X

21. Section 3.25 – Video and Web Conference SLAs

Not Scored

X

Total Points 30

3. Category 3 - Enhanced Services and Solutions (Maximum 5 points)

Respondents are requested to provide information and pricing on enhanced services and solutions such as streaming and premise based Video Conference systems. The resultant contract(s) may incorporate these and other video conference features, services, products and technologies as they are introduced by the Contractor if such are within the scope of such contract(s). The Respondent shall insert the information from this section under Tab 2 of its response submittal.

Respondents are also requested to provide information and pricing for the installation and management of a firewall traversal device that will facilitate secure communications between the Respondent’s Video Conference Service and video conference systems within the state’s Intranet.

Points are awarded based on the value of the enhanced services and solutions offered.

4. Category 4 - Price (Maximum 40 points)

The Respondent shall fill out the Price Sheets and return them completed with its response per Section 2.11.

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a. Price Sheet 2A and 2B for Video Conference Services has been divided into four (4) categories of video bridging services. Each service is weighted to account for the relative value the state places on each, which will determine its contribution to the score for the entire service proposed.

b. Respondents’ price submissions will be evaluated against benchmarks. Benchmark prices

will be established for each service proposed using the lowest per unit price provided by any qualifying respondent in any tier.

c. A DMS Financial Specialist will upload the electronic spreadsheets from Respondents into

the master evaluation electronic spreadsheet. When these Price Sheets are uploaded:

Initial Period:

Based on these totals, the Respondent with the lowest combined price for each Video Conference service for the initial period will receive 36 points.

Each subsequent Respondent will be awarded a proportional share of 36 points based on their price relative to the lowest price.


Renewal Period: The Respondent with the lowest combined price for the Renewal Period will

receive 4 points.

Each subsequent Respondent will be awarded a proportional share of 4 points based on their renewal price relative to the lowest renewal price.

The calculation described above is as follows:

[∑[∑(((Benchmark Price – Average Unit Price Submitted in the Relevant Tier)/Benchmark Price)* Tier Weight)] * Weight of Service or Feature]

Unit prices for each service listed on the price sheet will be multiplied by the

weight associated with that service. The results of this will be totaled.

B. Total Overall Video Conference Evaluation Score

A DMS Financial Specialist will upload the electronic spreadsheets with scores from the individual evaluators for Category 1-3 and the Respondents electronic price sheets, into the master evaluation electronic spreadsheet. The master evaluation electronic spreadsheet will automatically calculate the price scores to calculate the total overall score for each Video Conference Service proposed (0 – 100 points) and rank the Responses based on the combined overall score for each response.

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2.15 Negotiation Process

A. As to the Invitation to Negotiate process, section 287.057(1)(c), Florida Statutes, provides in part:

(c) Invitation to negotiate.—The invitation to negotiate is a solicitation used by an agency which is intended to determine the best method for achieving a specific goal or solving a particular problem and identifies one or more responsive vendors with which the agency may negotiate in order to receive the best value.

* * * 4. The agency shall evaluate replies against all evaluation criteria set forth in the Invitation to Negotiate in order to establish a competitive range of replies reasonably susceptible of award. The agency may select one or more vendors within the competitive range with which to commence negotiations. After negotiations are conducted, the agency shall award the contract to the responsible and responsive vendor[s] that the agency determines will provide the best value to the state, based on the selection criteria.

B. Using the evaluation criteria specified in Section 2.13 and 2.14, in accordance with section

287.057, Florida Statutes, in order to establish a competitive range of replies reasonably susceptible of award, the Department will evaluate and rank the responses and, at the Department’s sole discretion, proceed to negotiate with Respondent(s) as follows: 1. One or more of the highest ranked Respondent(s) will be invited to negotiate a contract for

Web Conference Services and, or Video Conference Services. Respondents are cautioned to propose their best possible offers in their initial responses submitted as failing to do so may result in them to not be selected to proceed to negotiations. If necessary, the Department will request revisions to the approach submitted by the top-rated Respondent(s) until it is satisfied that the contract model will serve the state’s needs and is determined to provide the best value for the state.

2. The Department reserves the right to negotiate with any or all responsive and responsible Respondents serially or concurrently, to determine the best-suited solution. The ranking of replies indicates the perceived overall benefits of the proposed solution, but the Department retains the discretion to negotiate with other qualified Respondents as deemed appropriate.

3. Before award, the Department reserves the right to seek clarifications, to request response revisions, and to request any information deemed necessary for proper evaluation of replies. Respondents that proceed to negotiations may be required to make a presentation / demonstration, and may be required to provide additional references, an opportunity for a site visit, etc. The Department reserves the right to require attendance by particular representatives of the Respondent. Any written summary of presentations or demonstrations provided by the Respondent shall include a list of persons attending on behalf of the Respondent, a copy of the agenda, copies of all visuals or handouts, and shall become part of the Respondent’s response. Failure to provide requested information may result in rejection of the response.

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4. As part of the negotiation process, the Department may check references provided to obtain independent verification of the information provided in the response and to assess the extent of success of the projects associated with those references. The Department also reserves the right to contact references not provided by the Respondent. Respondents may be requested to provide additional references. The results of the reference checking may influence the final negotiation and selection of the Respondent.

5. The focus of the negotiations will be on achieving the solution that provides the best value to the state based upon the selection criteria (see number 8 below) and the requirements of this procurement. The selection criteria include the Respondent’s demonstrated ability to effectively provide the services, technical reply, and price. The Department reserves the right to utilize subject matter experts and subject matter advisors to assist the negotiation team. The negotiation process will also include negotiation of the terms and conditions of the contract.

6. In submitting a reply a Respondent agrees to be bound to the terms of the General and Special Contract Conditions. Respondents should assume those terms will apply to the final contract, but the Department reserves the right to negotiate different terms and related price adjustments if the Department determines that it provides the best value to the state.

7. The Department reserves the right to reject any and all replies if the Department determines such action is in the best interest of the state. The Department reserves the right to waive minor irregularities in replies.

8. Selection Criteria At the conclusion of negotiations, the Department will issue a written request for best and final offer(s) to one or more of the Respondents with which the negotiation team has conducted negotiations. At a minimum, based upon the negotiation process, the best and final offers must contain:

1. A revised Statement of Work; 2. All negotiated terms and conditions to be included in final contract; 3. All service level agreements to be included in final contract; and 4. A final cost offer.

9. The Respondent’s best and final offers will be delivered to the negotiation team for review. Thereafter the negotiation team will meet in a public meeting to determine which offer constitutes the best value to the state based upon the selection criteria.

10. The Department does not anticipate reopening negotiations after receiving the best and final offers, but reserves the right to do so if it believes doing so will be in the best interests of the state.

2.16 Disclosure of Response Contents

All documentation produced as part of this solicitation after the bid opening shall become a public record of DMS and may not be removed by the Respondent or its agents or be returned. DMS shall have the right to use any or all ideas or adaptations of the ideas presented in any response with the exception of trademark, copyright, patented information and trademark secrets (see Section 2.06). Selection or rejection of a response shall not affect this right.

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2.17 Subcontracting The Contractor shall be fully responsible for all work performed under the resultant Contract of this solicitation. Should the Respondent be awarded, and need to subcontract any services to subcontractor not identified in the Response, the Contractor shall submit a written request to the DMS Contract Manager identified in Section 4. The written request shall include, but is not limited to, the following:

A. The name, address and other information identifying the subcontractor;

B. Component / type of services to be performed by the subcontractor;

C. Time of performance of the identified service;

D. How the Contractor plans to monitor the subcontractor’s performance of the identified services;

E. Certification that the subcontractor has all licenses, and county authority, as applicable, and/or has satisfied all legal requirements to provide the services to DMS. Also, Contractor shall certify that the subcontractor is approved by the Florida Department of State to transact business in the State of Florida. If the subcontractor is an out-of-state company, it must have a Florida Certificate of Authority from the Department of State, Division of Corporations, to transact business in the State of Florida. Website: www.sunbiz.org

F. A copy of the written subcontract agreement; and

G. Acknowledgement from the subcontractor of the Contractor’s contractual obligation to DMS and that subcontractor agrees to comply with all terms and conditions of the bid and resulting contract. This includes, but is not limited to, PUR 1000 General Contract Conditions, Section 35. Insurance Requirements.

The Contractor acknowledges that it shall not be released of its contractual obligation to DMS because of any subcontract. The Contractor is solely responsible for ensuring the subcontractor maintains the insurance as required. DMS shall treat the Contractor’s use of a subcontractor not contained herein and/or approved by DMS as a breach of this Contract.

2.18 Electronic Posting of Agency Decisions

On the dates indicated on the Timeline, the Department will electronically post a notice of the ranking of Respondents and notice of intent to award at http://fcn.state.fl.us/owa_vbs/owa/vbs_www.main_menu, as an agency decision advertisement by the Department (see Section 2.01) Any person who is adversely affected by the decision shall file with the Department a notice of protest within 72 hours, pursuant to Chapter 120.57 (3), Florida Statutes, after the electronic posting. The Department shall not provide tabulations or notices of award by telephone.

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SECTION 3 – SCOPE OF WORK The purpose of this solicitation is for DMS to contract with one or more Contractors to furnish Web Conference and Video Conference Services. The Contractor(s) will be responsible for the total service provided; this includes changes, installation/setup, coordination, trouble reporting and resolution. This section establishes technical and billing requirements for these services.

3.01 Web Conference Service Description

Web Conference Service (WCS) enables users to enhance traditional voice conferences by offering the capability to meet, present, and interact with information via a web browser. Users can share information, documents, or applications interactively via the Internet between remote participants. The WCS shall also be integrated with a voice conference service as described in Section 3.05. Customers can utilize WCS to effectively disseminate information quickly and easily, reduce the cost of training and educational programs, and permit individuals and groups to participate in activities they otherwise would be unable to unless attending in person. Web conferences can be recorded for on-demand playback.

3.02 Web Conference Service Minimum Requirements

The Web Conference service shall meet the following minimum requirements.

A. WCS shall have a capacity of up to 200 participants in a Web Conference.

B. The WCS shall provide a Web Conference panel which is the graphical user interface used to administer, monitor, and control the web conference and provides a participant list.

C. The WCS shall be accessible by participants via a Universal Resource Locator (URL) address or a

desktop client.

D. The WCS shall have the capability to traverse and successfully interoperate with firewalls and security layers using standard ports such as https port 443 and http port 80.

E. The WCS shall be compatible with commercially available Internet web browser software

packages. F. The WCS shall support the capability for participants to connect using tablets and smart devices. G. The WCS shall provide document sharing, which is the ability to open and share a document with

participants so everyone can view and comment on the information being presented. Document sharing can also be accomplished through application sharing a document.

H. The WCS shall provide application sharing, which allows meeting participants to share the same

application from one remote system with the owner of the application retaining control over it. I. The WCS shall provide desktop sharing, which allows the Named Host or web conference

Presenter to share their entire desktop view with all meeting participants, so that all participants can see everything on that user’s desktop.

J. The WCS shall provide the ability for the Named Host to control a participant’s desktop application if said application is shared by the participant. The remote conference participant shall

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be notified when the participant is requesting remote access to their personal computer and have the capability to allow or reject the request before granting access.

K. The WCS shall provide the ability for the Named Host to pass Presenter privileges to any other

participant. L. The WCS shall provide a shared whiteboard area which all participants can access and use to share

information. Participants can also write to the whiteboard if assigned that privilege by the Named Host. This can be achieved through application or desktop sharing and need not require an integrated whiteboard tool.

M. The WCS shall provide drawing and annotation tools, which is the ability to emphasize a specific

area of a document, presentation, or whiteboard with a drawing or pointer tool. N. The WCS shall provide the ability to record web conferences for participants unable to attend the

live conference. The recording shall be hosted by the Contractor for at least 30 days at no additional cost to the State. The Contractor shall also provide participants the capability to download web conference recordings at no additional cost to the state.

O. The WCS shall support text chat, which enables real time text communications between conference participants. The chat shall provide options for a public text chat for all participants with the Named Host and private chats between selected participants.

P. The WCS shall provide ad hoc polling and voting capability. This allows the Named Host to pose questions and receive feedback from participants during a presentation with a variety of different answer sets (multiple choices, open ended, yes/no) on demand. The WCS polling feedback capability shall be available instantly for the Named Host and, if requested, via polling results report.

Q. The WCS shall provide participants the capability to signal the Named Host if they have a question.

R. The WCS shall provide the Named Host the ability to lock and unlock access to the web conference. When the meeting is locked, no additional participants can join the active web conference.

S. The WCS shall support the playing of dynamic content. Examples of dynamic content include: Audio Visual Interleave (AVI) files, MPEG-2 (DVD), MPEG-4, flash, animated gif, and dynamic html pages. This can be accomplished through a shared media player application.

T. WCS shall support the delivery of video to participants from sources such as an external USB

webcam or a camera that is embedded within the device used to connect to the web conference. U. The WCS shall provide the capability for the Named Host to require that participants enter a

password before joining the web conference. V. The WCS shall require that Named Hosts are authorized to have access to the WCS before

providing such access. W. The WCS shall provide the capability for the Named Host to download a report for each web

conference that they hosted. The Named Host shall be able to request reports for web conferences

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hosted within the past sixty (60) days and the report shall include, at a minimum, the following information:

1. The Web conference topic;

2. The Web conference start time, end time, and date; and

3. A list of all participants who joined the conference including the following information for each participant: first name, last name, the times when the participant joined and disconnected from the web conference.

The WCS shall provide a means by which participants can test and verify that their web browser and desktop software are compatible with the WCS prior to the scheduled conference.

X. The Contractor shall provide a reservation system that will allow Named Hosts to schedule or cancel one or more web conferences up to one year in advance. Scheduling can be by time and day of the week either as a single event or recurring event on a daily, weekly, monthly, or other periodic basis.

Y. The WCS shall provide an e-mail notification with a meeting invitation to the scheduled

participants. Z. The WCS shall provide Named Hosts the option to start the web conference 30 minutes prior to the

scheduled start time. AA. The WCS shall allow Named Hosts the capability to initiate an ad hoc web conference. BB. The WCS shall offer the capability to extend the scheduled conference time upon request from the

Named Host. CC. The WCS shall be integrated with the integrated voice conference service described in Section

3.05.

3.03 Web Conference Service Additional Features and Capabilities

Additional features and capabilities may be offered and described in the Web Conference service that address, but are not exclusive to the following:

A. The Respondent’s capability to support the viewing of multiple monitor configurations. B. The Respondent’s capability to support file transfer. File transfer is the ability for the Named Host

to upload a file and which participants may, if they so choose, download the file. Participants can accept or reject the file transfer.

C. The Respondent’s WCS capability to integrate with Learning Management Systems. D. The Respondent’s capability to support Web Conferences with up to 1,000 participants. E. Any integration with Microsoft Outlook or Lotus Notes which allows Named Hosts to access,

schedule, and set up Web Conferences using one of these programs.

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F. The Respondent’s capability for the proposed WCS to receive and transmit to other web conference participants the video and/or audio from video conference endpoints or Video Bridges that use H.323 or SIP .

3.04 Web Conference Service Security

Security is an important consideration for the state. As specified in Section 3.02. U., Named Hosts shall

have the capability to password protect their Web Conferences. Security at a minimum must address the following:

A. How the web conference meeting content is stored and distributed to participants and the length of

time for data retention,

B. Identify if the web conference meeting content will be encrypted and, if so, describe the encryption.

C. Certain Named Hosts may be employed in positions where they are not allowed to share their desktop or transfer files. Access to these features must be blocked for this class of Named Hosts

3.05 Web Conference Integrated Voice Conference Minimum Requirements

Integrated voice conferencing allows participants to listen to and, or speak with the Named Host and other Web Conference participants. The Contractor shall provide a voice conference service that is integrated with the web conference service based on the requirements below.

A. The voice conference shall be accessed using VoIP or by permitting participants to dial into a toll

or toll-free number from their phone. B. The voice conference shall support mixed access methods for participants: Integrated VoIP, toll, or

toll-free access. Participants that join the conference using VoIP will be able to listen to and, or speak with participants that join via the telephone.

C. The voice conference shall have the same capacity as the web conference, at least 300 participants.

D. The Named Host shall have the capability to monitor and control the voice conference. The Web Conference Panel shall provide indicators which show when a participant is speaking and also the participant’s connection type (either Integrated VoIP or phone dial-in). The Named Host shall have the capability to mute, un-mute, and disconnect any voice conference participant through the Web Conference Panel.

E. If the web conference is recorded, the voice conference shall also be recorded and the audio from

the voice conference shall be synchronized with the visual part of the web conference. F. There shall be no charge for participants that join the voice conference using Integrated VoIP.

3.06 Web Conference Migration and Implementation Project Plan

The Contractor shall work with DMS to migrate existing SUNCOM web conference subscribers to their services and to implement the Web Conferences services after contract execution. The Migration and Implementation Plan shall incorporate the following minimum requirements:

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A. The Contractor shall work with DivTel to develop and finalize a detailed implementation/migration plan within one week of contract execution.

B. The Migration and Implementation Plan shall include the following deliverables to be provided within the timeframe specified below.

1. A process for integration of the Contractor’s ordering and billing systems with OaSIS on or before August 28, 2013.

2. A process for migration of existing SUNCOM web conference subscribers to the Contractor’s service on or before August 28, 2013.

3. Contractor delivery of the initial electronic billing file to SUNCOM within 45 days of service initiation.

4. Provide DMS a list of the Contractor’s project team within 5days of Contract execution.

5. Development and implementation of the training materials and guides for the Contractor’s service within 30 days of contract execution.

6. Development of the SUNCOM branded website for the Contractor’s service within 30 days from contract execution.

7. The Contractor shall designate a project manager who will be the single point of contact for the migration to their Web Conference Service[s] within five days of contract execution.

C. The Contractor shall work with DivTel to develop an Operations Guide that describes in detail all operational processes between the Contractor and DivTel, including but not limited to the following processes:

1. Ordering

2. Billing

3. SLA reviews and credits

4. Trouble reporting and escalations

D. Transition of Existing Web Conference Services for SUNCOM Eligible Customers

1. There may be cases where Customers have already purchased Web Conference services from the Contractor outside of a SUNCOM Contract. If any of these Customers elect to transition their service[s] to the new SUNCOM Contract[s]; the Contractor shall allow the Customer to transition to the new SUNCOM Contract[s] within 30 days after execution of such.

2. Collections for any payment obligations for services incurred by any Customer under a

non-SUNCOM Contract will continue to be the Contractor’s responsibility and will not become the responsibility of DivTel.

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E. Contractor Staffing and Ongoing Support Requirements

The Contractor shall provide sufficient, qualified staff to oversee the required operations of the resultant Contract. The Contractor may designate one team to oversee both Web and Video Conferencing if they are awarded a Contract for both services. The minimum acceptable teams required are as follows:

1. State Account Team 2. Customer Service Team 3. Business Account Team 4. Project Management Team 5. NOC Team 6. Billing and Accounting Team

The Contractor shall provide contact information for each of the teams identified above within ten (10) days of Contract execution to the DMS Contract Manager. In addition, the Contractor may establish any other additional positions as deemed necessary DMS may require criminal records checks for individuals with access to sensitive areas and information as described in Section 4.04.

3.07 Web Conference Training and Education

Training and education for Web Conference service shall be at no cost to the Customer or DivTel and shall include the following minimum requirements: A. The Contractor shall provide instructor led, web-based training for WCS Named Hosts. The

Contractor shall offer beginning, intermediate and advanced courses. Each course shall be offered at least once per week. Attendees shall be able to pre-register for classes via the web.

B. The Contractor shall provide user guides for the WCS Service that can be accessed and downloaded via a web browser.

C. The Contractor shall provide 24 hours x 7 days a week on-demand training of the content covered in the WCS beginning course.

D. For each Named Host that is established, the Contractor shall send the Named Host a welcome e-mail with the SUNCOM branding. The Contractor shall submit the proposed welcome e-mail to DivTel for review and approval within fifteen days of execution of the contract. The welcome e-mail shall be sent at no additional cost to the state and shall include, at a minimum, the following information:

1. The toll and toll free voice conference bridge dial in numbers

2. The Voice bridge conference code

3. The leader code required to activate the voice conference

4. A list of the available touchtone keypad commands

5. The technical support number to report troubles with the WCS that will be available 24 hours x 7 days a week.

6. Instructions on how to start a conference

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7. Instructions on how to sign up for training

8. The URL to view and/or download the WCS user guides

3.08 Web Conference Fraudulent Use

A. The Contractor shall monitor its conference services for fraudulent usage and notify DivTel and the customer in writing via email within two hours of the detection of fraudulent usage.

B. It is the Customer’s responsibility to submit an order to DivTel to terminate service for specific employees who leave their position. If a Name Host has authorities established in the CSAB to reserve a conference, and does so even though he/she should not have had those rights, the state will be responsible for the associated costs. If the fraudulent usage resulted from negligence by the authorized Named Host then the state will assume responsibility for the fraudulent charges.

C. The state will not be liable for any charges incurred as a result of fraudulent or unauthorized usage of WCS if the security of the Contractor’s system has been breached or if a valid CSAB order was sent to the Contractor to terminate Named Host rights in the Contractor’s system and such rights were not revoked.

3.09 Web Conference Trouble Reporting The process for trouble reporting Web Conference service shall include the following minimum requirements: A. The Contractor shall provide a centralized trouble reporting and maintenance system that is

manned 24 hours a day, seven days a week.

B. The Contractor shall provide a dedicated toll-free number for the State of Florida in order for the SUNCOM Customers to report troubles.

C. The Contractor shall generate a trouble ticket associated with reported troubles and notify the SUNCOM NOC of all reported troubles via e-mail and trouble ticketing system. The Contractor shall provide the SUNCOM NOC staff with online access to their trouble ticket system to allow for viewing, creating, updating, and downloading trouble tickets. Upon notification of trouble by either phone, e-mail, or via on-line reporting, the Contractor must respond to the reported trouble within one (1) hour. A report of trouble clearance must be furnished to the SUNCOM NOC within one hour of trouble clearance. The centralized trouble reporting center must provide notification to the SUNCOM NOC immediately after the occurrence of a service affecting failure condition.

D. The Contractor shall provide an escalation procedure and contact list to be used for unresolved troubles, including names, titles, and phone numbers of contact persons in the escalation chain.

3.10 Web Conference Service Reports Service report features for Web Conference service shall address the following minimum requirements: A. Provide the capability for Named Hosts to download and view reports about their Web Conference

usage.

B. Provide DivTel the capability to download and view reports for all Customers who use Web Conference services.

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C. Provide the capability for reports to retrieve historical usage data for, at a minimum, the previous

ninety days.

3.11 Web Conference Americans with Disabilities Act (ADA) Civil Rights Compliance

A. Web Conference services will adhere to the ADA requirements based on the following: complete compliance with all Equal Accessibility laws, regulations and standards under Sections 251 & 255 of the Telecommunications Act of 1996, Titles I, II, III, & IV of the Americans with Disabilities Act (ADA) {42 USC 12101 et seq.], and Sections 504 and 508 of the Federal Rehabilitation Act amendments [29 USC 794 et seq.], and the Assistive Technology Act of 1998. These standards establish a minimum level of accessibility.

B. Review of the above laws, regulations, and standards in detail to verify that the technologies they are proposing provide complete compliance. The Contractor will provide written and signed certification to the Customer documenting compliance. Demonstration of these capabilities on the “working” system will be required by the Contractor.

C. Technologies that are not accessible should be avoided unless there is a significant and

demonstrable need to use them. Since the courts have ruled against post-hoc accommodation (developing an alternative method of providing access to accommodate persons with disabilities), DMS needs to be careful approving technologies that cannot be certified by the Contractor. If the Contractor cannot demonstrate a compliant solution, they will be required to indemnify DMS against any litigation stemming from their lack of compliancy with the above laws, regulation and standards.

3.12 Web Conference Business Operations

The Contractor shall be required to work with DMS to provide services to the Clients based on the Business Model described in Section 1.04 and 3.26 and provide sufficient staff resources and have the capabilities to utilize the Open and Shared Information System (OaSIS) for ordering and invoicing of services.

3.13 Web Conference Florida Statutes and Florida Administrative Code

A. Barring exceptions described herein, the Contractor shall adhere to the terms, conditions, rules, statutes, and other provisions as defined in the Florida Administrative Code (F.A.C.) Rules 60FF and act in accordance with Florida Statutes while delivering/providing any service(s) as a result of this solicitation.

B. For additional information regarding SUNCOM Rules and the governing Florida Statutes, please

go to

URL: http://dms.myflorida.com/suncom/suncom_customer_resources/rules_and_statutes

3.14 Video Conferencing

A. Self-Service and Attended Bridge Service

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The Video Conference Service allows three or more H.323 compatible video endpoints to simultaneously pass data, voice and video traffic between each other, routed via a Video Multipoint Control Unit. The Contractor shall provide two types of Video Conference Services: Self Service and Attended that meet the following minimum requirements.

1. Self Service Video Bridging Service is a fully automated service where an agency’s

designated Video Conference Scheduler(s) can schedule video conferences for certified Video Sites assigned to their group using a web based application accessed using a browser.

a. The following features shall be available for Self Service Video Conferences:

i. Up to 20 video endpoints can join the video conference. ii. Up to 10 audio only participants can dial into the video conference.

iii. Capability to host video conference with high definition video conference endpoints and provide high definition video quality, if supported by the far end Video Site, to these video endpoints.

iv. Capability to accept network connections from either IP or ISDN connected Video Sites in a video conference.

b. Provide on-line video conference status and management tools that will provide, at a minimum, the following capabilities:

i. Show the connection status of each site.

ii. Change the video source for the video conference (lock the video on a site or change the video layout in a continuous presence video conference).

iii. Extend the length of the video conference. iv. Provide real time statistics for latency, jitter, and packet loss for each IP

connected video endpoint.

c. Capability to launch ad hoc video conferences.

d. Capability to support transcoding.

e. Capability to record the video conference.

f. Capability to do H.239 content sharing within the video conference.

2. Attended Video Conference Service is a scheduled service where the Contractor provides an operator to assist with video conference launching and monitoring. Based upon a request from a Video Conference Scheduler, the operator will establish a connection with each scheduled Video Site as well as monitoring and controlling the video conference and Video Bridge for the duration of the conference call. The following features shall be available for attended video conferences:

a. Up to 50 video endpoints can join the video conference.

b. Up to 20 telephone only endpoints who can dial into the conference.

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c. Capability to host video conferences with high definition endpoints and provide high definition video quality, if provided by the far end Video Site, to these endpoints.

d. Capability to connect IP, ISDN or both types of video endpoints.

e. Continuous conference monitoring by the operator.

f. Operator control of the video conference layout (including continuous presence).

g. Operator call launching and meet and greet service.

h. Capability to record the video conference.

i. Capability to do H.239 content sharing.

j. Capability to extend the video conference, if necessary.

B. Video Conference Confirmation Email

The Contractor shall send a confirmation e-mail to the Video Conference Scheduler as well as the Video Site’s local point of contact within 15 minutes of the video conference being scheduled.

C. Video Conference Scheduling

The Video Conference Scheduling process the Contractor uses shall, at a minimum, allow video conference schedulers to schedule Attended Video Conferences up to 30 minutes before the scheduled start of the Video Conference.

D. Video Conference Setup Time

The Contractor shall, at no additional charge to the state, allow at least 20 minutes of setup time for Self Service and Attended Video Conferences.

E. Video Conference - No Setup or Cancellation Fees

The Contractor shall not charge the state any setup or cancellation fees for Self Service or Attended Video Conferences.

F. Video Site Certification

The Contractor shall certify each Video Site before adding it to the scheduling system. This certification shall be done at no charge to the state. The certification shall, at a minimum, verify the following:

1. Verify that the Video Site can establish a connection with the Contractor’s video bridging service.

2. Verify two-way audio and video between the Video Site and the video bridging service.

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3. If available at the Video Site, verify H.239 content sharing between the Video Site and the video bridging service.

G. Addition of Certified Video Sites to Video Conference Scheduling System

1. The Contractor shall provide a process for adding certified video sites to the scheduling system that addresses the following minimum requirements: After a Video Site has been certified, the Contractor shall add the Video Site to the scheduling system within 5 business days.

2. If the Customer has more than 50 Video Sites that need to be added to the Contractor’s scheduling system, then the time to add the Video Sites to the scheduling system is increased to 10 business days.

3. After a Video Site is added to the scheduling system, the Video Conference Scheduler shall be able to schedule the Video Site.

H. Video Conference Scheduler Scope of View

1. The Contractor shall partition view access to the Video Sites such that a Video Conference Scheduler(s) will only be able to view and schedule certified Video Sites within their group.

2. The Contractor shall, if authorized by DivTel or the Customers, have the capability to schedule a video conference that includes Video Sites from other groups.

3. DivTel shall have the capability to view all certified Video Sites and schedule a video conference for these sites.

I. Video Conference Billing for Actual Time

1. The Contractor shall bill the state for only the actual times that Video Sites are connected to the video bridging service.

2. The Contractor shall provide Video Conference Schedulers the capability to view and download a report for all video conferences that have been scheduled. This report shall, at a minimum, include the following information:

a. Date, time, and duration of the video conference; and b. Name of the person who scheduled the video conference.

3. A list of all Video Sites that joined the video conference including the following information for each Video Site:

a. IP address; b. Time joined and disconnected; and c. Video quality statistics (latency, jitter, and packet loss).

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J. Video Bridging Service-Telehealth

In order to provide Telehealth video conferencing services, the telecommunications must “be compliant with the Health Insurance Portability and Accountability Act (HIPAA) and the HITECH Act. Any service, software, or process that handles and/or transmits electronic protected health information must do so in full HIPAA compliance and with encryption provided as a part of the service, software, or process.“

3.15 Video Conference Implementation Project Plan

A. The Contractor shall be expected to implement Video Conference services after contract execution. A draft implementation plan is required for video conference services that includes the items listed below. Within one week of Contract execution, the Contractor shall work with DivTel to develop and finalize a detailed implementation plan that includes the following deliverables with timeframes:

1. Integration of the Contractor’s ordering and billing systems with OaSIS.

2. Contractor delivery of electronic billing file to SUNCOM.

3. Providing a list of the Contractor’s project team to DMS.

4. Development and implementation of the training materials and guides for the Contractor’s service.

5. Development of the SUNCOM branded website for the Contractor’s service.

6. Designation of a project manager who will be the Contractor’s single point of contact for implementation of their Video Conference Service[s]within five days of contract execution.

B. Video Conference Operations Guide: The Contractor shall also work with DivTel to develop an Operations Guide which describes in detail all operational processes between the Contractor and DivTel, including but not limited to the following processes:

1. Ordering 2. Billing 3. Service Level Agreement reviews and credits 4. Trouble reporting and escalations

C. Transition of Existing Video Conference Services for SUNCOM Eligible Customers to this Contract

There may be cases where Customers have already purchased Video Conference services from the Contractor outside of a SUNCOM Contract If the Customer elects to transition their service(s) to the new SUNCOM Contract[s]; the Contractor shall allow the Customer to begin using the new SUNCOM Contract[s] within 30 days after execution of such.

Collections for any payment obligations for services incurred by any Customer under a non-SUNCOM Contract will continue to be the Contractor’s responsibility and will not become the responsibility of DivTel.

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D. Video Conference Contractor Staffing and Ongoing Support Requirements

The Contractor shall provide sufficient, qualified staff to oversee the required operations of the resultant Contract. The Contractor may designate one team to oversee both Web and Video Conferencing if they are awarded a Contract for both services. The minimum acceptable teams required are as follows: 1. State Account Team 2. Customer Service Team 3. Business Account Team 4. Project Management Team 5. NOC Team 6. Billing and Accounting Team

The Contractor shall provide contact information for each of the teams identified above within ten (10) days of Contract execution to the DMS Contract Manager. In addition, the Contractor may establish any other additional positions deemed necessary to meet the requirements of this ITN. DMS may require criminal records checks for individuals with access to sensitive areas and information as described in Section 4.04.

3.16 Video Conference Training and Education

Video Conference Training and Education shall be at no cost to the Customer or DivTel and shall address the following minimum requirements:

A. The Contractor shall submit user guides for the Video Conference Services to DivTel within 30

days of contract execution. The guides will describe in detail all features and functions available to the subscribers to the service. The Contractor shall provide user guides for the Video Conference Service that can be accessed and downloaded via a web browser.

B. When a Video Conference Scheduler is created, the Contractor shall provide an e-mail notification

which includes, at a minimum, the following information:

1. Username and password credentials to login to the video conference scheduling web-portal.

2. The URL for the scheduling portal.

3. The URL to view and/or download the user guides.

4. The URL for on-demand training on how to use the web-based video scheduling system.

C. The Contractor shall prepare On-Demand training which describes how to use the web-based video conference scheduling system and make this training available to Video Conference Schedulers and Video Site points of contact.

3.17 IP Access to Video Conference Service

IP Access to Video Conference Service shall address the following minimum requirements:

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A. Authorized users of the Video Conference Service shall be able to access services via the public Internet. If the volume of traffic justifies the installation of a dedicated access facility between the Contractor’s Video Conference Service network and the State of Florida’s intranet, the Contractor agrees to assist DivTel with the planning, installation, and testing of the interconnection.

B. DivTel plans to deploy a SIP call control and routing system within the State of Florida’s MPLS data network. The call control and routing system will facilitate secure and reliable communications between the different enterprises within state’s network as well as DivTel’s Service Providers. The Contractor agrees to work with DivTel to interconnect their conferencing service with the SIP call control and routing system.

3.18 Video Conference Fraudulent Use

A process shall be established to monitor and resolve the Fraudulent Use of the Video Conference services that addresses the following minimum requirements:

A. The Contractor shall monitor its conference services for fraudulent usage and notify DivTel and the

customer in writing via email within 2 hours of the detection of fraudulent usage.

B. It is the Customer’s responsibility to submit an order to DivTel to terminate service for employees who leave their position. If an authorized user has authorities established in the CSAB to reserve a conference, and does so even though he/she should not have had those rights, the state will be responsible for the associated costs. If the fraudulent usage resulted from negligence by the authorized Video Conference Scheduler, then the state will assume responsibility for the fraudulent charges.

C. The state will not be liable for any charges incurred as a result of fraudulent or unauthorized usage of Video Conference Services if the security of the Contractor’s system has been breached or if a valid CSAB order was sent to the Contractor to terminate user rights in the Contractor’s system and such rights were not revoked.

3.19 Video Conference Trouble Reporting

The process for trouble reporting video conference service[s] shall include the following minimum requirements:

A. The Contractor shall provide a centralized trouble reporting and maintenance system that is manned 24 hours a day, seven days a week.

B. The Contractor shall provide a dedicated toll-free number for the State of Florida in order for the SUNCOM Customers to report troubles.

C. The Contractor shall generate a trouble ticket associated with reported troubles and notify the SUNCOM NOC of all reported troubles via e-mail and trouble ticketing system.

D. The Contractor shall provide the SUNCOM NOC staff with online access to their trouble ticket system to allow for viewing, creating, updating, and downloading trouble tickets.

E. Upon notification of trouble by either phone, e-mail, or via on-line reporting, the Contractor must respond to the reported trouble within one (1) hour.

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F. A report of trouble clearance must be furnished to the SUNCOM NOC within one hour of trouble clearance.

G. The centralized trouble reporting center must provide notification to the SUNCOM NOC immediately after the occurrence of a service affecting failure condition.

H. The Contractor shall provide an escalation procedure and contact list to be used for unresolved troubles, including names, titles, and phone numbers of contact persons in the escalation chain.

3.20 Video Conference Reporting

The Video Conference Reporting Process shall address the following minimum requirements:

A. The Contractor shall provide the capability for video conference schedulers to download and view reports about their Video Conference usage.

B. DivTel shall have the capability to download and view reports for all Customers who use Web and Video Conference services.

C. The reports shall be able to retrieve historical usage data for, at a minimum, the previous ninety days.

3.21 Performance Standards

A. Contractor must warrant that all work performed complies with customary, reasonable, and prudent standards of care in accordance with the industry and must perform any and all services desired herein in a professional manner.

B. Contractor agrees that if the level of performance of services does not comply with the industry standard, that DivTel, in its sole discretion, shall consider such failure as a default and unilaterally terminate the Contract.

C. Contractor agrees that all equipment and facilities in the performance of contractual duties must be compliant with associated conference systems, industry standards, and all other requirements deemed applicable by DivTel.

3.22 Video Conference Americans with Disabilities Act (ADA) Civil Rights Compliance

Proposed Video Conference Service will adhere to the ADA requirements based on the following:

A. Provide complete compliance with all Equal Accessibility laws, regulations and standards under Sections 251 & 255 of the Telecommunications Act of 1996, Titles I, II, III, & IV of the Americans with Disabilities Act (ADA) {42 USC 12101 et seq.], and Sections 504 and 508 of the Federal Rehabilitation Act amendments [29 USC 794 et seq.], and the Assistive Technology Act of 1998. These standards establish a minimum level of accessibility.

B. Review the above laws, regulations, and standards in detail to verify that the technologies they are

proposing provide complete compliance. Provide written and signed certification to the Customer documenting compliance. Demonstration of these capabilities on the “working” system will be required by the Contractor.

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C. Technologies that are not accessible should be avoided unless there is significant and demonstrable need to use them. Since the courts have ruled against post-hoc accommodation (developing an alternative method of providing access to accommodate persons with disabilities), DMS needs to be careful approving technologies that cannot be certified by the Contractor. If the Contractor cannot demonstrate a compliant solution, they will be required to indemnify DMS against any litigation stemming from their lack of compliancy with the above laws, regulation and standards.

D. Please describe the adherence of the proposed WCS and/or Video Conference Service with the

ADA.

3.23 Video Conference Florida Statutes and Florida Administrative Code

A. Barring exceptions described herein, the Contractor shall adhere to the terms, conditions, rules, statutes, and other provisions as defined in the Florida Administrative Code (F.A.C.) Rules 60FF and act in accordance with Florida Statutes while delivering/providing any service(s) as a result of this solicitation.

B. For additional information regarding SUNCOM Rules and the governing Florida Statutes, please go to URL:

http://dms.myflorida.com/suncom/suncom_customer_resources/rules_and_statutes

3.24 Video Conference Business Operations

The Contractor will work with DMS to provide services to the Clients based on the Business Model described in Section 1.04 and 3.26. and provide sufficient staff resources and have the capabilities to utilize the Open and Shared Information System (OaSIS) for ordering and invoicing of services.

3.25 Web and Video Conference System Reliability and Service Level Agreement

A. The Web and Video Conference Service shall be operational and available at least 99.95% of the time. This means that the service cannot be out of service for more than 22 minutes per month, excluding outages due to force majeure as defined in PUR 1000, Item 24. The system is defined to be out of service when all customers are not able to initiate video conferences; and

B. Should the system fail beyond the interval outlined above, the Contractor shall reimburse the state 5% of the video conference charges for the month for every 30 minutes of outage beyond the initial 22 minutes that is allowed each month. The credits shall be calculated based upon the usage for the prior month and shall not exceed the total cost of the voice conference service for the month.

3.26 How the SUNCOM Business Model will apply to this Contract

An exception to the SUNCOM standard model described in Section 1.04., B shall be made specifically for order processing under this contract because the Contractor shall provide a robust web conference session management system. The Contractor’s system shall provide a comprehensive list of available services (limited to only those authorized by the Contract) just like OaSIS does during the ordering process. The Contractor’s system shall also allow users to make web and/or video conference reservations, invite others to attend and activate web and/or video conference sessions. Therefore, functions for reserving and initiating conferencing sessions and associated features offered through this contract shall be performed by

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Customers directly from the Contractor’s scheduling system(s). The integrity of the SUNCOM model will be sustained through the following provisions:

A. Functions in SUNCOM OaSIS

1. All relevant data regarding all products, services and features sold through the Contract will be listed in the OaSIS Product/Service Catalog prior to making them available for use/purchase by any Customer. DivTel will have the sole discretion over whether or not those products, services or features are listed in the OaSIS Catalog.

2. Customers will use OaSIS to manage users and their rights for all who have authority to make web conference reservations or take any action that commits the state to pay for a service.

3. Customers will use OaSIS to establish all discrete billing accounts under which charges are incurred for their respective organizations.

4. All actions taken by any Customer that invokes charges will be recorded in the OaSIS inventory data table when they take place.

5. Customers will receive all associated charges through OaSIS.

B. Functions in Contractor’s System

1. The Contractor is expected to support all of the necessary functionality and electronic transactions necessary to support the integrity of the SUNCOM model.

2. The Contractor will provide DivTel all of the data required for DivTel approval and listing in the OaSIS Product/Service Catalog within 30 (thirty) days of contract award. If the number of products, services and features is small and there are infrequent changes to their characteristics, this data can be manually entered into OaSIS by the Contractor. If the Contractor’s portfolio of products, services and features is large or frequently changes, the Contractor can provide this data via electronic files as defined in OaSIS standards.

3. The Contractor’s system for reserving and/or initiating web and/or video conferences and features shall rely upon OaSIS for user rights and the Contractor shall enable no other method invoking charges. There are two ways the Contractor can implement this requirement:

a. The Contractor can accept electronic transactions from OaSIS containing user profile

data, and updates thereto, to create corresponding users/rights in its system. Because this approach requires duplicative and synchronized user profile databases, the Contractor must return user IDs to OaSIS in an electronic confirmation message, but no password data (that should be sent to the user’s email).

b. The Contractor can enable a single-sign-on interface through which OaSIS itself is effectively the user on the Contractor’s system and OaSIS rights are restricted during a given session to correspond with the rights of the OaSIS user invoking the session. This is the preferred approach since it is simpler to the end user and more seamless.

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4. Every action taken by a Customer to invoke a charge will be recorded by the Contractor against discrete billing accounts established by OaSIS. If the Contractor’s system establishes a one-to-one relationship between user IDs (of the individuals who take actions to invoke charges) and billing accounts, the user ID will be a sufficient proxy for the OaSIS billing account. However, note that OaSIS itself gives its users rights to multiple billing accounts. Therefore, the Contractor must accept and record discreet OaSIS account IDs and recognize various user rights applied to them from OaSIS if it intends to support a corresponding capability.

5. DMS will not pay any charge if it is not associated with the appropriate discreet OaSIS billing account.

6. The Contractor’s system will send electronic messages to OaSIS containing data (consistent with OaSIS standards) pertaining to every action which invokes a charge when the event takes place so that these events can be recorded in the OaSIS inventory table.

7. The Contractor will send monthly invoices to DivTel for all services. This invoice will consist of the following:

a. a single request for payment on unchangeable format (e.g. paper) known as a “hand bill” that reflects the total charges for the month,

b. an ASCII delimited electronic detail file that is sent monthly via FTP and which substantiates all billable services and activities by Product/Service Catalog ID at the OaSIS discreet billing account level that is the auditable basis for all charges. The total of substantiated detail charges shall match the single payment request on the “hand bill.”

C. Electronic Substantiating Detail The detail file must include data on one-time charges, active subscription periods, metered incremental activities and installments for all charges attributable to a discreet OaSIS billing account and Product/Service. Every discrete charge must have a charge event.

D. DivTel Response to Contractor Invoices OaSIS will pre-audit the invoice to match all charges against the current inventory of provided services and activities, and to the prices associated with the Product/Service in the Catalog. Barring audit exceptions, DivTel will pay the Contractor the total charges on behalf of all Customers for services rendered. Upon discovery of disputable charges, DivTel will respond in one of two ways:

1. If the electronic substantiating detail is a) complete (i.e. contains all of the required data elements) b) substantially corresponds with the OaSIS inventory, Product/Service Catalog and c) matches the hand bill, but contains some errors, DivTel will send an exception report to the Contractor detailing any charges inconsistent with the prices and inventory in OaSIS. DivTel staff will request credits for any exceptions on the current invoice. Contractor and DivTel staff will work together to reconcile charges and system data to resolve the exceptions.

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2. If there are substantive or substantial errors, DivTel will reject the invoice, request the Contractor rescind the charges and submit a new invoice.

E. The CSA number, Service Installation ID, or Installed Option ID must be included per line item in the bill file to DivTel for DivTel to determine end user ownership.

F. In order to audit a bill file using Service Installation IDs, DivTel must use the Service Installation ID and build the Installed Option IDs from the combination of the Service Installation ID and a TARIFF code, SKU, or Product Code. The Installed Option IDs are then matched to inventory to discern that valid inventory is reflected in the bill.

G. SUNCOM billing process and data formatting changes are occasionally required as systems are upgraded and enhanced to maintain the highest level of Customer satisfaction. Changes may be required of the Contractor during the course of this Contract and these changes shall be implemented at no additional cost to DMS.

H. Contractor Website

The primary purpose of the Contractors web site is to facilitate SUNCOM Client reservations of conferencing sessions. To ensure a smooth, contiguous business process and meet the requirements of the Contract, the Contractor’s website shall:

1. Display the SUNCOM logo below.

2. Display only SUNCOM approved prices and services to SUNCOM Clients.

3. Provide valid specifications on all services.

4. Impose no terms, conditions or requirements that are not established in this Contract.

5. Implement restrictions that correspond to the user rights established in OaSIS per the description above.

6. Not establish any SUNCOM Client Billing Accounts. These functions will be performed entirely by OaSIS.

7. Prevent the SUNCOM Client, and anyone acting on their behalf other than DivTel staff, from making changes to services or their information that are not authorized by OaSIS.

I. Taxes and Fees Classified as Services

1. Taxes (defined here to include fees that the Contractor collects on behalf of public entities) shall be established as Services in the Product/Service Catalog prior to charging DivTel. Therefore, the standard process whereby the Contractor submits a request for inclusion in the Catalog and DivTel approves them must be implemented with a few additional requirements. The Description field provided by the Contractor must clearly identity the

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tax or public fee, the Catalog item must be tagged as a tax/fee and Contractor must provide a complete explanation describing the basis for the tax/fee. The taxes and fees must be included in the prices on the Price Sheets.

2. In the price sheet of the Response to this ITN, the Respondent should identify and explain all known applicable taxes, surcharges and fees associated with the Service. No such taxes or fees shall be sought by the Respondent if Florida public entities are exempt from these.


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SECTION 4 – SPECIAL CONDITIONS

4.01 Compliance with Laws The Contractor shall comply with all laws, rules, codes, ordinances, and licensing requirements that are applicable to the conduct of its business, including those of federal, state and local agencies having jurisdiction and authority. By way of non-exhaustive example, Chapter 287 of the Florida Statutes, and Chapter 60A-1 of the Florida Administrative Code, governs the Contract. By way of further non-exhaustive example, the Contractor shall comply with Section 274A(e) of the Immigration and Nationalization Act, the Americans with Disabilities Act, and all prohibitions against discrimination on the basis of race, religion, sex, creed, national origin, handicap, marital status, or veteran’s status. Violation of such laws shall be grounds for Contract termination.

4.02 Contract Management

A. Contract Administrator The Contract Administrator is the DMS employee who is primarily responsible for maintaining the resulting Contract. As of the effective date, the Contract Administrator shall be as follows:

Christina Espinosa Departmental Purchasing Department of Management Services 4050 Esplanade Way, Suite 380.9z Tallahassee, FL 32399-0950 Telephone: (850) 410-2404 [email protected] DMS may appoint a different Contract Administrator, which shall not constitute an amendment to the Contract, by sending written notice to the Contractor.

B. Contract Manager

The Department shall designate an employee primarily responsible for overseeing the Contractor’s performance of its duties and obligations pursuant to the terms of this Contract. The Contract Manager shall be as follows:

Suzanne Woodcock, Contract and Project Management Office Division of Telecommunications Department of Management Services 4030 Esplanade Way, Suite 180B Tallahassee, Florida 32399 Telephone: (850) 921-6900 E-mail: [email protected]

DMS may appoint a different Contract Manager, which shall not constitute an amendment to the Contract, by sending written notice to Contractor.

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4.03 Contract Term The term of the prospective contract will be four (4) years with one renewal period of up to four (4) years. During the term of the contract, DMS may find it necessary to renew the contract in an increment, complete term, or combination thereof, so as long as the original renewal price bid is not exceeded. See Rule 60A-1.048 (1)(a), F.A.C. Such a change shall be accomplished only by an amendment to the contract. Also, under no circumstances will the renewal years specified in the bid be exceeded. Execution of all renewals shall be done via a contract amendment, and shall remain subject to at least satisfactory performance by the Contractor.

4.04 Preferred Price

The Contractor agrees to submit to Customer at least annually an affidavit from an authorized representative attesting that the Contractor is in compliance with the preferred pricing provision in Section 4(b) of form PUR 1000.

4.05 Inapplicable Provisions PUR 1000 GENERAL CONTRACT CONDITIONS

The PUR 1000- is incorporated by reference and may be viewed at the following link:

http://www.dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_forms The following sections shall not apply: Section 2. Purchase Orders Section 3. Product Version Section 4. Price Changes Applicable only to Term Contracts, (d) Trade-In Section 6. Packaging Section 11. Transportation and Delivery Section 15. Invoice and Payment (paragraph 1& 2 / See Section 3.26) Section 27. Purchase Order Duration Section 43. Cooperative Purchasing

4.06 E-Verify

Pursuant to State of Florida Executive Order No.: 11-116, Contractor is required to utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment of all new employees hired by the Contractor during the contract term. Also, Contractor shall include in related subcontracts a requirement that subcontractors performing work or providing services pursuant to the state contract utilize the E-Verify system to verify employment of all new employees hired by the subcontractor during the contract term.

4.07 Scrutinized Companies Lists

In executing this contract, Contractor certifies that it is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to section 215.473, Florida Statutes. Pursuant to section 287.135(5), Florida Statutes, Contractor agrees DMS may immediately terminate this contract for cause if the [Contractor] is found to have submitted a false certification or if [Contractor] is placed on the Scrutinized Companies with

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Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List during the term of the contract.

4.08 Intellectual Property Ownership

The parties do not anticipate that any intellectual property will be developed as a result of this contract. However, if any intellectual property is developed or created as a result of this contract, all rights to such property will belong to the Department.


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SECTION 5 – FORMS INSTRUCTION AND INFORMATION The following Attachments shall be completed and returned in accordance with Section 2.11, Response Submittal:

Attachment 1 – Respondent’s Contact Information

Attachment 2– Certification of Drug-Free Workplace Program

Attachment 3– Notice of Conflict of Interest

Attachment 4 – Non-Collusion Affidavit

Attachment 5 – Statement of No Involvement

Attachment 6 – Business/Corporate Reference

Attachment 7 – Addendum / Amendment Acknowledgement Form

Attachment 8 – Subcontracting

Attachment 9 - Price Sheets


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ATTACHMENT 1 – RESPONDENT’S CONTACT INFORMATION

The Respondent shall identify the contact information as described below.

For solicitation purposes, the Respondent’s contact person shall be:

For contractual purposes, should the Respondent be awarded, the contact person shall be:

Name

Title

Address

Telephone

Fax

E-mail

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ATTACHMENT 2 - CERTIFICATION OF DRUG-FREE WORKPLACE PROGRAM

287.087 Preference to businesses with drug-free workplace programs.--Whenever two or more bids, proposals, or replies that are equal with respect to price, quality and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a bid, proposal or reply received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. In order to have a drug-free workplace program, a business shall:

(1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

(2) Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

(3) Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).

(4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than 5 days after such conviction.

(5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, any employee who is so convicted.

(6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. False statements are punishable at law. Respondent’s Name: ____________________________________ By: _______________________________________________

Authorized Signature Print Name and Title

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ATTACHMENT 3 - NOTICE OF CONFLICT OF INTEREST

Company or Entity Name

For the purpose of participating in the solicitation process and complying with the provisions of Chapter 112, of the Florida Statutes, the undersigned corporate officer states as follows:

The persons listed below are corporate officers, directors or agents and are currently employees of the State of Florida or one of its agencies:

The persons listed below are current State employees who own an interest of ten percent (10%) or more in the company/entity named above:

Name of Respondent’s Organization Signature of Authorized Representative and Date Print Name

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ATTACHMENT 4 - NON-COLLUSION AFFIDAVIT

STATE OF COUNTY OF I state that I of ,

(Name and Title) (Name of Firm) am authorized to make this affidavit on behalf of my firm and its owner, directors and officers. I am the person responsible in my firm for the price(s) and amount(s) of this Response, and the preparation of the Response. I state that: 1. The price(s) and amount(s) of this Response have been arrived at independently and without consultation,

communication or agreement with any other Provider, potential provider, Proposal, or potential Proposal.

2. Neither the price(s) nor the amount(s) of this Response, and neither the approximate price(s) nor approximate amount(s) of this Response, have been disclosed to any other firm or person who is a Provider, potential Provider, Proposal, or potential Proposal, and they will not be disclosed before Proposal opening.

3. No attempt has been made or will be made to induce any firm or persons to refrain from submitting a Response for this contract, or to submit a price(s) higher that the prices in this Response, or to submit any intentionally high or noncompetitive price(s) or other form of complementary Response.

4. The Response of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive Response.

5. , its affiliates, subsidiaries, officers, director, and employees

(Name of Firm) are not currently under investigation, by any governmental agency and have not in the last three years been convicted or found liable for any act prohibited by state or federal law in any jurisdiction, involving conspiracy or collusion with respect to Proposal, on any public contract, except as follows:

I state that I and the named firm understand and acknowledge that the above representations are material and important, and will be relied on by the State of Florida for which this Response is submitted. I understand and my firm understands that any misstatement in this affidavit is, and shall be treated as, fraudulent concealment from the State of Florida of the true facts relating to the submission of responses for this contract.

Dated this day of 2013.

Name of Organization:

Signed by:

Print Name being duly sworn deposes and says that the information herein is true and sufficiently complete so as not to be misleading.

Subscribed and sworn before me this day of 2013.

Notary Public:

My Commission Expires:

.

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ATTACHMENT 5 - STATEMENT OF NO INVOLVEMENT

I, , as an authorized representative of the aforementioned company, certify that no member of this firm nor any person having any interest in this firm has been involved with the Department of Management Services to assist it in:

1. Developing this solicitation; or,

2. Performing a feasibility study concerning the scope of work contained in this Invitation to Negotiate.


.

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ATTACHMENT 6 – BUSINESS/CORPORATE REFERENCE This form must be completed by the person giving the reference on the Respondent. For purposes of this form, the Respondent is the business entity that currently or has previously provided services to your organization, and is submitting a response to a solicitation. Upon completion of this form, please return original to Respondent. This business reference is for (Respondent’s Name):

Name of the person providing the reference:

Title of person providing the reference:

Organization name of person providing the reference:

Telephone number of the person providing the reference:

Please identify your relationship with the Respondent (e.g., subcontractor, customer, etc.). How many years have you done business with the Respondent? ___________________________________________________________ Please provide dates:_____________________________________________________________________________________________ If a customer, please describe the primary service the Respondent provides your organization. Did the Respondent act as a primary provider or as a subcontractor?________________________________________________________ Do you have a business, profession, or interest in the Respondent’s organization? If yes, what is that interest? Have you experienced any contract performance problems with the Respondent’s organization? Would you conduct business with the Respondent’s organization again?_____________________________________________________ Are there any additional comments you would like to make regarding the Respondent’s organization?

Dated this day of 2013.

Name of Organization:

Signed by:

Print Name Being duly sworn deposes and says that the information herein is true and sufficiently complete so as not to be misleading.

Subscribed and sworn before me this day of 2013.

Notary Public:

My Commission Expires:

.

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ATTACHMENT 7 – ADDENDUM / AMENDMENT ACKNOWLEDGEMENT FORM

This acknowledgment form serves to confirm that the Respondent has reviewed, complied with and/or accepted all Addendum(s) / Amendment(s) to the solicitation posted on the Vendor Bid System (VBS). Please list all Addendum(s) / Amendment(s) below.


.

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ATTACHMENT 8 – SUBCONTRACTING

The Respondent shall complete the information below on all subcontractors that shall provide services to the Respondent to meet the requirements of the resultant contract, should the Respondent be awarded. Submission of this form does not indicate the Department’s approval (see Section 2.18), but provides the Department with information on proposed subcontractors for review. Please complete a separate sheet for each subcontractor.

Service:

Company Name:

Contact:

Address:

Telephone:

Fax:

Current Registered as Certified Minority Business Enterprise (CMBE) or Women-Owned Business (WBE)?

Yes ________ No ___________

Occupational License No:

Acknowledgement from Respondent that this subcontractor has successfully complied with the "Subcontractor Acceptance Process":

Yes ________ No ___________

W-9 verification:

Yes ________ No ___________

In a job description format, describe below the responsibilities and duties of the subcontractor based on the technical specifications or scope of services outlined in this solicitation.