REQUEST FOR PROPOSAL - St. Cloud State UniversitySt. Cloud State University Business Services...

REQUEST FOR PROPOSAL

Long Distance Service

ST. CLOUD STATE UNIVERSITY 720 4TH AVENUE SOUTH

ST. CLOUD, MN 56301-4498

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ST. CLOUD STATE UNIVERSITY REQUEST FOR PROPOSAL

Long Distance Service

TABLE OF CONTENTS

ADVERTISEMENT FOR PROPOSALS...................................................................................................................4

SECTION I – GENERAL INFORMATION ............................................................................................................ 5

1.0 PURPOSE ........................................................................................................................................................ 5 1.1 VENDOR QUESTIONS AND DATES ................................................................................................................... 5 1.2 RFP RESPONSE AND AFFIDAVIT ..................................................................................................................... 5 1.3 RFP RESPONSE FORMAT ............................................................................................................................... 6 1.4 RESPONSE EVALUATION ................................................................................................................................ 6

SECTION II – TERMS AND CONDITIONS ........................................................................................................... 7

2.0 CONTRACT ..................................................................................................................................................... 7 2.1 NUMBER OF VENDORS .................................................................................................................................... 7 2.2 APPLICABLE LAW .......................................................................................................................................... 8 2.3 PARTIES TO THE CONTRACT .......................................................................................................................... 8 2.4 CONTRACT COMMENCEMENT AND TERM ....................................................................................................... 8 2.5 PRICING ......................................................................................................................................................... 8 2.6 NON-DISCRIMINATION ................................................................................................................................... 8 2.7 STATE AUDITS ................................................................................................................................................ 8 2.8 AFFIRMATIVE ACTION ................................................................................................................................... 8 2.9 LICENSES ....................................................................................................................................................... 8 2.10 AMENDMENTS ................................................................................................................................................ 8 2.11 CONTRACT TERMINATION ............................................................................................................................. 9 2.12 LAWS TO BE OBSERVED ................................................................................................................................. 9 2.13 REIMBURSEMENT OF COSTS........................................................................................................................... 9 2.14 VENDOR SELECTION ...................................................................................................................................... 9 2.15 DISPOSITION OF RESPONSES........................................................................................................................... 9 2.16 TARGETED/ECONOMICALLY DISADVANTAGED BUSINESS & INDIVIDUALS .................................................... 9 2.17 INSURANCE ................................................................................................................................................... 10 2.18 CONTRACT ASSIGNMENT ............................................................................................................................. 10 2.19 INSTALLATION ............................................................................................................................................. 10 2.20 INDEPENDENT CONTRACTORS ..................................................................................................................... 10 2.21 PREVAILING WAGE RATE ............................................................................................................................ 11 2.22 SAFETY ......................................................................................................................................................... 11 2.23 ACCEPTANCE ............................................................................................................................................... 11 2.24 UTILITY CLEARANCES ................................................................................................................................. 11 2.25 CONTRACT LIAISON ..................................................................................................................................... 11

SECTION III – SPECIFICATIONS AND REQUIREMENTS............................................................................. 11

3.0 LONG DISTANCE SERVICE REQUIREMENTS............................................................................................................ 11 3.1 SERVICE COVERAGE .................................................................................................................................... 12 3.2 ACCESS TYPE ............................................................................................................................................... 12 3.3 SERVICE TERMINATING LOCATION ............................................................................................................. 12 3.4 VENDOR’S POINT OF PRESENCE (POP) ........................................................................................................ 12 3.5 ANSWER SUPERVISION AND GRADE OF SERVICE .......................................................................................... 12 3.6 NON-FACILITY ASSOCIATED SIGNALING (NFAS) ........................................................................................ 12 3.7 ANI & DNIS................................................................................................................................................ 12 3.8 AUTHORIZATION CODES .............................................................................................................................. 13

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3.9 SECURITY AND TOLL FRAUD MANAGEMENT ............................................................................................... 13 3.10 OPTIONAL VOICE SERVICES ........................................................................................................................ 13 3.11 BILLING AND CALL DETAIL INFORMATION .................................................................................................. 13 3.12 SERVICE LEVELS .......................................................................................................................................... 14 3.13 REPORTS ...................................................................................................................................................................... 14 3.14 ADDITIONAL INFORMATION ......................................................................................................................... 14 3.15 PROBLEM MANAGEMENT AND SUPPORT ...................................................................................................... 14 3.16 IMPLEMENTATION SCHEDULE AND PROJECT PLAN ..................................................................................... 15 3.17 CLIENT REFERENCES AND SITE VISITS ........................................................................................................ 15 3.18 EQUIPMENT SPECIFICATIONS, SPACE AND ENVIRONMENTAL REQUIREMENTS INFORMATION ................... 15

3.19 ACCEPTANCE…………………………………………………………………………………………… ......15

SECTION IV – COSTS ............................................................................................................................................. 16

4.0 COSTS........................................................................................................................................................... 16 4.1 VOICE LONG DISTANCE AND RELATED SERVICES ....................................................................................... 16

ATTACHMENT A – VOICE LONG DISTANCE AND RELATED SERVICES COST .................................. 17

ATTACHMENT B – VALUE ADDED FEATURE COST .................................................................................... 18

ATTACHMENT C – ANNUAL UNIVERSITY LONG DISTANCE USAGE .................................................... 19

OTHER ATTACHMENTS AFFIRMATIVE ACTION COMPLIANCE AFFIDAVIT OF NON-COLLUSION PROPOSAL OFFERING FORM

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ST. CLOUD STATE UNIVERSITY

REQUEST FOR PROPOSAL Long Distance Services

ADVERTISEMENT FOR PROPOSALS

Notice is hereby given that Offers will be received by the Director of Purchasing, St. Cloud State University, until 3:00 P.M. on 2/21/2019 for the purpose of Long Distance Service, according to the specifications on file at: St. Cloud State University Business Services Administrative Services 123 720 Fourth Avenue South St. Cloud, Minnesota 56301-4498 Specifications and Request for Proposal forms may be obtained from www.stcloudstate.edu/businessservices/purchasing/bids.aspx. Offers are to be submitted in a sealed envelope addressed to the Director of Purchasing at the above address and clearly marked

"RESPONSE TO ST. CLOUD STATE UNIVERSITY LONG DISTANCE SERVICE RFP" St. Cloud State University reserves the right to reject any and all Offers and to waive any informality contained in such Offers. Dated at St. Cloud, Minnesota, this February 1, 2019. ____________________________________ Lisa Sparks Director of Purchasing

http://www.stcloudstate.edu/businessservices/

St. Cloud State University Long Distance RFP

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SECTION I – GENERAL INFORMATION 1.0 Purpose St. Cloud State University (University) is soliciting responses from vendors to this Request for Proposal (RFP) to provide voice Long Distance Services. As part of the voice long distance services, vendors may also include other voice calling services (e.g. calling cards, toll free 800 service, conference calling, operator services, etc.). The voice services will mostly be accessed through a Nortel Option 81 PBX at the University. A separate RFP is being issued for local services. Vendors may respond to the voice long distance and associated voice services or local services or both. The University intends to award two separate contracts – one of Long Distance Services and the other for Local Services. The University anticipates that vendors responding to both long distance and local services would provide a more attractive pricing package. 1.1 Vendor Questions and Dates Questions and/or correspondence related to this RFP document or procurement must be in writing and faxed or e-mailed to: Lisa Sparks Director of Purchasing Fax#: 320-308-4175 E-mail: [email protected] Other department personnel are NOT allowed to discuss the Request for Proposal with anyone, including responders, before the proposal submission deadline. The following project dates have been established: RFP Issued: February 1, 2019

Vendor Questions: February 6, 2019 Answers: February 8, 2019

RFP Response Due: February 21, 2019 @ 3:00 PM In the event it becomes necessary to revise any part of this Request for Proposal, revisions will be provided in the final form of an addenda on the web link www.stcloudstate.edu/businessservices/purchsing/bids.aspx , where the initial Request For Proposal is housed, by February 8, 2019. The University reserves the right to extend the deadline for receipt of proposals if necessary. 1.2 RFP Response and Affidavit Response to this RFP is due by 3:00 p.m., February 21, 2019 and must be received at the following address: St. Cloud State University Business Services Administrative Services 123 720 Fourth Avenue South St. Cloud, MN 56301-4498 One signed and three copies of the RFP response must be submitted and clearly marked:

mailto:[email protected]://www.stcloudstate.edu/businessservices/


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"RESPONSE TO ST. CLOUD STATE UNIVERSITY LONG DISTANCE SERVICE RFP"

The University will reject all responses received after the closing time identified above. Facsimile responses and e-mail responses will not be accepted. The University is not responsible if an improperly addressed response is opened prematurely. All forms, tables, and attachments must be filled out in ink, typewritten, or word-processed. The proposal must be signed by an authorized member of the firm. Prices and terms of the proposal as stated must be valid for the entire length of any resulting contract, unless changes made are through mutual written consent. The University reserves the right to waive technicalities or irregularities, to accept any portion of a response when responses are by items, to reject any or all responses, and to make arrangements for the best interest of the University. Response to this RFP should be presented in the same order as is this RFP (item by item.) The vendor must include as part of their response:

A. Signed Affidavit of Non-Collusion B. Signed Statement of Affirmative Action Compliance C. Signed Proposal Offering Form

These forms are provided as part of this RFP document. 1.3 RFP Response Format

Vendors must include the following in their response:

A. Vendor qualifications as outlined in section 1.4. B. Description (including diagrams) of the proposed solution. Solution must comply with the

requirements as outlined in Section III. C. Cost information as required in Section IV.

Failure to submit proposals in accordance with the requirements of this RFP will be grounds for rejection. Vendors must warrant that the proposed design solution meets or exceeds all specifications contained or referenced herein. Vendors should, in presenting their design proposals, be as thorough and detailed as possible so that the University may properly evaluate the vendor’s capability to provide the required services. The vendor must clearly state in the proposal any exceptions to or deviations from the specifications or terms and conditions. Vendor remains solely responsible for the accuracy of the proposal as to system performance, material quality, and material quantity. Vendors should clearly indicate any items to be used in its implementation that is expected to be provided by the University. All costs associated with the service proposed must be made explicit in the vendors response. Any costs incurred by the successful vendor in the completion of any award issued on the basis of this proposal, but not explicitly stated in the vendors response, shall not be payable. The cost section of the response must not contain any erasures, corrections, or white outs. Failure to comply will result in the response being rejected.

1.4 Response Evaluation The award shall be made in the best interest of the University. This Request for Proposal is not subject to any competitive bidding requirements of Minnesota law. The University reserves the right to accept other than the most financially advantageous proposal. The University reserves the right to accept or reject any and all proposals, to waive any informality in proposals, and unless otherwise specified in writing by the vendor, to accept any items in any proposal.


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The University may require oral presentation of one or more vendors for the purpose of discussion and negotiation. The award document will be a Contract incorporating, by reference, all the requirements, terms and conditions of the solicitation and the Contractor’s proposal as negotiated. Based on the solutions proposed including desirable features, vendor’s support capabilities, and service cost, the University will select a vendor for contract award. The University reserves the right to reject all proposal responses. The following will be used as guide in the evaluation process. A. Vendor Qualification. Vendors responding to the RFP must have the following minimum qualifications:

• The company must have a minimum of three years experience in providing requested services. • The company or subcontractors used must have a service and support capability within two hours of

driving distance from the University to respond to service restoral requests. • Agents, distributors, and partners responding to this RFP must be authorized by the underlying

provider to sell and support the services being proposed. Failure to provide proof of such authorization on request would be grounds for disqualification at the University’s discretion.

Vendor must include information that substantiates these qualifications as part of their response to the RFP.

B. Proposed Solution Against the Requirements of the RFP. Solutions not meeting the mandatory requirements

stated in the RFP (Section III and IV) will be eliminated from further consideration at this stage in the review process.

D. Support/Maintenance Capabilities. Vendors will be evaluated for their support and service capabilities. E. Cost. One time and multi-year cost(s) will be used to evaluate the total cost of the system. For multi-year

costs, the total net present value for the time period specified will be used to evaluate the total cost of the system.

The University reserves the right to waive minor defects in a proposal during the evaluation process if it is deemed not to have any material effect on the final outcome.

SECTION II – TERMS AND CONDITIONS 2.0 Contract The Contract entered into by St. Cloud State University (SCSU) and the Vendor may consist of the Request for Proposal, the signed Proposal submitted by the Vendor, the General Terms and Conditions, Special Terms and Conditions, and Specifications including all modifications thereof, all of which shall be referred collectively as the Contract Documents. All other communication between the parties, whether oral or written, with reference to the subject matter of this Contract is void and superseded. For the purposes of the Contract the terms “Vendor” and “Contractor” refer to the same entity, and the terms “University” and “SCSU” refer to the same entity. 2.1 Number of Vendors The University will establish one contract with the successful vendor. The vendor may have subcontractors. Any agreements between the vendor and subcontractors must not conflict with the terms of the agreement between the University and the vendor.


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2.2 Applicable Law This contract shall be governed and interpreted by the laws of the State of Minnesota. 2.3 Parties to the Contract The Contract shall be between St. Cloud State University, an agency of Minnesota State Colleges and Universities, and the successful Offeror known as the “Contractor” according to the terms set forth herein. A representative of the University will be responsible for the administration of the Contract, and referred to as the “Contract Liaison”. The University will also identify a Project Manager to coordinate activities on the University’s behalf during implementation and through system acceptance. 2.4 Contract Commencement and Term It is the intention of the University to commence the resulting Contract such that the service is operational service on or about July 1, 2019. 2.5 Pricing All prices quoted should include installation of the service and monthly recurring service. At no point will the vendor be allowed to raise cost above the stated contract price. 2.6 Non-Discrimination In connection with the performance of work under this Contract, the Contractor agrees not to discriminate against any University employee or student because of race, color, religion, national origin, sex, marital status, status with regard to public assistance, disability, or age. 2.7 State Audits The books, records, documents, and accounting procedures and practices of the CONTRACTOR relevant to this contract shall be subject to examination by the contracting department and the Legislative Auditor.

2.8 Affirmative Action Contracts that are one hundred thousand dollars ($100,000.00) or more require a Certificate of Compliance from the State of Minnesota Department of Human Rights. 2.9 Licenses

The successful Contractor(s) shall have and maintain a valid and appropriate business license (if applicable), meet all local, state, and federal codes, and have current all required local, state, and federal licenses. 2.10 Amendments

The terms and conditions of the Contract will not be amended without prior written consent of both parties. Amendments will be in writing executed subsequent to signing of the Contract by both parties.


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2.11 Contract Termination The University may terminate with or without cause the Contract by giving the other not less than thirty (30) days written notice of the intention to terminate as of the specified date. In the event of such a cancellation, the Contractor shall be entitled to payment, determined on a pro rata basis, for work or services satisfactorily performed. 2.12 Laws to be Observed The Contractor shall observe, perform and comply with or require compliance with all governmental laws, ordinances, rules and regulations of the United States and the State of Minnesota, the Minnesota State Colleges and Universities (Minn State), or any department thereof, which in any manner may affect the providing of services required as outlined in this Request for Proposal. 2.13 Reimbursement of Costs Each Vendor submitting a proposal is responsible for all costs associated with preparing and submitting a complete proposal response, including costs that may be incurred in providing the University with additional information. The University is under no obligation to reimburse the vendor for any proposal costs or incur any costs on vendor's behalf. 2.14 Vendor Selection The selection of a vendor and the accompanying award of a contract, should either occur, is at the discretion of the University. Implementation of the systems and services covered by executed contracts by any Minn State campus other than the University will be at the sole discretion of those Minn State campuses, and may require modifying addenda applicable solely to those campuses. 2.15 Disposition of Responses All materials submitted in response to this RFP will become property of the University and will become public record after the evaluation process is completed and an award decision made. If the Responder submits information in response to this RFP that it believes to be trade secret materials, as defined by the Minnesota Government Data Practices Act, Minn, Stat. 13.37, the Responder must:

• Clearly mark all trade secret materials in its response at the time the response is submitted. • Include a statement with its response justifying the trade secret designation for each item, and • Defend any action seeking release of the materials it believes to be trade secret, and indemnify and

hold harmless the State, its agents and employees, from any judgments or damages awarded against the State in favor of the party requesting the materials, and any and all costs connected with that defense. This indemnification survives that State’s award of the contract. In submitting a response to this RFP, the vendor agrees that this indemnification survives as long as the trade secret materials are in possession of the University.

The University will not consider the prices submitted by the Responder to be proprietary or trade secret materials.

Responses to this RFP will not be open for public review until the University awards a contract.

2.16 Targeted/Economically Disadvantaged Business & Individuals In accordance with Minnesota Rules 1230.1810, subpart B and Minnesota Rules 1230.1830, certified Targeted Group Businesses or individuals submitted proposals as prime contractors will receive up to six percent preference on the evaluation of their proposals. For information regarding certification, contact the Department of Administration, Materials Management Help line at (651) 296-2600, TTY (651) 282-5799.


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2.17 Insurance The Contractor shall maintain, during the life of this Contract, the following minimum insurance requirements: General Liability: $2 Million Combined Single Limit per Occurrence, and $2 Million Aggregate Single Limit per Occurrence; Automobile Liability: $2 Million Combined Single Limit per Occurrence. Professional Technical Errors & Omissions Liability: $2 Million Combined Single Limit per Occurrence. Commercial General Liability includes, but is not limited to: consumption or use of products, existence of equipment or machines on location and contractual obligations to customers. Workers’ Compensation coverage complying with the laws of the State of Minnesota. These policies shall contain a covenant requiring thirty (30) days’ written notice to the University before cancellation, reduction or other modifications of coverage. These policies shall be primary and non-contributing with any insurance carried by the University and shall contain a severability of interests clause in respect to gross liability, protecting each named insured as though a separate policy had been issued to each. In the event that the Contractor fails to maintain and keep in force the insurance coverage as herein provided, the University shall have the right to terminate the Contract without notice. The Contractor shall advise each insuring agency to automatically renew all policies and coverage in force at the start of and resulting from this Contract until specified coverage requirements are revised. The Contractor shall save, keep harmless and defend the University against any and all liability claims, cost of whatsoever kind and nature for injury to or death of any person or persons and for loss or damage to any property (State or otherwise) occurring in connection with or in any way incident to, or arising out of the occupancy, use, service, operation, or performance of work in connection with this Contract, resulting in whole or part from the negligent acts or omissions of employee, agent, or representative of Contractor.

Insurance certificates furnished by companies licensed to do business in the State of Minnesota indicating the required minimum coverage shall be furnished the University prior to Contract award. The University shall each be listed as an additional name insured on the Commercial General Liability and any excess/umbrella liability policies. On notification of award and prior to issuance of the Contract, the Contractor shall provide the University, Certification of Insurance with the required kinds of insurance and minimum liabilities specified, issued by an insurance company licensed to do business in the State of Minnesota and signed by an authorized agent. In the event of cancellation, material change or intent not to renew any of the insurance requirements specified, thirty (30) days’ written notice shall be given the University by the party initiating any revision. 2.18 Contract Assignment Neither this Contract nor any part hereof shall be assigned, sublet or transferred directly or indirectly without the written consent of the University. 2.19 Installation Prior to installation of equipment or service, approval of installation plan shall be obtained from the University’s Project Manager. 2.20 Independent Contractors. The vendor and all his employees shall not be considered employees of the University while engaged in the performance of any work or services required herein, and shall be Independent Contractors. Any and all claims that may arise under the Workers Compensation Act of Minnesota on behalf of said employees, and any and all claims made by any third


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party as a consequence of any act of omission on the part of the work or service provided to be rendered herein, shall in no way be the obligation or responsibility of the University. 2.21 Prevailing Wage Rate The project is subject to the Minnesota Prevailing Wage requirements, MN Statutes 177.41 to 177.43. 2.22 Safety The vendor will comply with all State and Federal laws as they relate to employee safety, i.e., AHERA, OSHA, Confined Space Entry, Employee Right to Know, Respiratory Protection, NESHAP, Look-Out Tag-Out, etc. 2.23 Acceptance There will be an acceptance process prior to any payment for service. Acceptance would include the following conditions:

• All of the work has been completed in accordance with the contract and specifications. • The systems and voice services operate in conformance with the agreement. • Completion of 30 consecutive days of service without major problems or failure from service

start date. Failure within this period would re-start the 30-day period.

The vendor shall certify in writing to the University’s Project Manager when the system is installed and operational in accordance with the specifications stated above, and ready for use. University will start its acceptance testing. At the end of the acceptance period, the University will notify the vendor with a written acceptance letter. The date of the letter would be considered the Date of Acceptance. 2.24 Utility Clearances For projects involving excavation, trenching, borings, etc., the vendor is required to contact Gopher State One-Call, Inc., for location of underground telephone, electrical lines, water, sewer, or natural gas lines, and prior to digging. 2.25 Contract Liaison For purposes of this Contract, the University liaison shall be:

Long Distance Services St. Cloud State University Dave Hjalmquist Phone: (320) 308-2066

SECTION III – SPECIFICATIONS AND REQUIREMENTS 3.0 Long Distance Service Requirements The University is requesting vendors to respond to voice long distance services. This section identifies the requirements for those needs. In addition to long distance services, vendors may include in their proposal other voice services that they offer. These include for example, calling card, toll free 800 services, conferencing services, operator services, etc.


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The University has a Nortel Option 81 PBX and T1 PRI trunks for local services. PRI services are currently under proposal review with award date estimated to be March 15, 2019. Long Distance Services being requested need to be installed and operational by July 1, 2019. Contract term will be for three (3) or five (5) years. The University’s Residential Halls are not part of this Long Distance Service RFP. 3.1 Service Coverage Vendors must propose a solution that provides intra-LATA, inter-LATA and international long distance services. 3.2 Access Type Vendors should be able to support both dedicated and switched access facilities. Vendors should clearly indicate in their proposals if a dedicated access is being proposed. 3.3 Service Terminating Location The service proposed must be installed at the main distribution frame located at 720 First Ave South Stewart Hall Rooms 5 and 8. Vendors must include as part of their response any space and environmental requirements needed for their equipment. 3.4 Vendor’s Point of Presence (POP) Vendors should identify the location, if dedicated access is used, of their point of presence (POP) facility directly connected to the University’s PBX. If switched access is proposed, please indicate the access tandem to which the vendor’s inter-exchange facilities are connected. 3.5 Answer Supervision and Grade of Service The service proposed must:

a. Provide answer supervision signal (distant end off hook signal) to the University’s PBX using E&M or PRI message signaling based on the trunks used.

b. Be configured to provide a minimum of P.01 grade of service.

3.6 Non-Facility Associated Signaling (NFAS) Vendors are asked to respond to the following questions related to access facilities:

a. Does the service support NFAS for PRI connections? b. If yes, how many 24 B channels do you recommend be controlled by one D channel? c. Does the service support backup data channels for multiple PRI spans?

3.7 ANI & DNIS On inbound calls, the service proposed must be able to:

a. Provide Automatic Number Identification (ANI) for calls originating from an equal access end office.

b. Provide Dialed Number Identification Service (DNIS) if requested.


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3.8 Authorization Codes If the University requires, vendors must be able to provide and support authorization codes for long distance calling. Vendors should include in their proposal answers to the following questions:

a. What is the minimum length code supported by the service? b. Can the University manage the codes online? c. How are the codes generated and loaded?

Any cost associated to provide authorization codes must be included in the cost section. 3.9 Security And Toll Fraud Management Vendors should describe what security systems does the network has in place, how they manage security violations and policies in place to deal with toll fraud and cost consequences to the University. Describe how the vendor will notify the University of PIC-C changes to assure that slamming is not occurring. 3.10 Optional Voice Services Vendors may propose additional voice services as part of their response. Examples include:

a. Calling Cards (post pay): Describe the service including one time and per minute cost for the service. Description must include how post pay cards are obtained and activated/deactivated, billing units, and long distance service access points.

b. Toll Free Services: Describe the service and features associated with the service including the ability

to transmit to the PBX dialed number information.

c. Conferencing Services: Describe types of service (meet me, Operator assisted), billing units, and the ease with which it can be accessed.

d. Operator Services: Describe all of the services available including directory assistance.

3.11 Billing and Call Detail Information The University requires the vendor:

a. Provide accurate call detail billing information in a machine readable electronic format. A sample format of the billing record should be included as part of the RFP response.

b. Provide paper based summary billing for payment. No payment will be made without a summary bill.

c. Be able to provide paper based detailed billing on request . d. To bill for service from the 1st to the end of month. e. Apply credits and debits to the invoice for the next billing period.

In addition, vendors are asked to respond to the following questions.

a. How does the vendor recommend that the University match up call detailed information provided by the vendor with the ones collected by the University?

b. Does the vendor have any tools that would allow the University to analyze the call detail provided? If yes, please describe.

c. How are disputes on billing records handled?


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d. How is the duration of a call calculated? Specify the smallest chargeable unit of time.

3.12 Service Levels Please describe the service level guarantees for the services being proposed and credits or compensation offered in the event the guarantees are not met. Please describe at what point does the vendor consider a service to be non-performing (e.g. two or three or…service level guarantee violations in a month). Include a copy of the service level agreement being proposed as an attachment to your response. 3.13 Reports The University is interested in managing its’ long distance costs and service levels. Vendors are asked to respond to the following and identify how they might be able to assist the University in its’ efforts:

a. List standard management and traffic engineering reports that are available. Examples include: most dialed numbers, longest calls, short calls, busy hour, number of busies (for incoming calls), traffic measures (e.g. CCS loading, Erlangs). Include any cost associated with these reports in the cost section.

b. Indicate how the vendor proposes to measure the level of service in any calendar period and information provided or available to the University that would verify that.

Please indicate if any of the reports or service level information is available in an electronic format. 3.14 Additional Information Vendors are asked to respond to the following request for additional information:

a. Describe the network that the vendor is proposing to carry University’s calls. b. How will the proposal facilitate TDD calls through the network? c. What is the guaranteed rate of speed your network supports for asynchronous (modem) data? d. At what increments (e.g. one, six, ten seconds, etc.) do you bill your service at? If the increments are

different for different service type, please include that in your description. e. Describe any disaster recovery plan that your network has that would benefit the University’s

service.

3.15 Problem Management and Support Vendors must:

a. Provide a 24x7 problem reporting number. b. Respond to critical problems immediately. c. Provide status of problem resolution periodically until problem is resolved. d. Provide a monthly report of problems and meet with University staff periodically (e.g. monthly) to

review service levels and address issues. Vendors should provide as part of their response, a description of their problem diagnosis/resolution process including escalation procedures. In addition, vendors are asked to respond to the following:


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a. Describe any tools or interfaces that vendor can provide the University to aid with trouble shooting. For example, loop back capabilities at the vendors POP?

b. Explain your responsibilities and interface procedures with the local exchange carrier (ILEC or CLEC).

c. Any issues related to bypassing the ILEC if such as solution is proposed. d. Describe the account team structure and support that the vendor is proposing for the University.

3.16 Implementation Schedule and Project Plan The University planned implementation is as follows:

a. Contract signed by March 15, 2019. b. Service operational by July 1, 2019.

Vendors must be willing to meet the planned cut-over date. As part of implementation, vendors must be willing to work with the University and local service carrier selected by the University to assure that the service is being designed to operate with the equipment being installed and that implementation schedule can be met. Vendors should include a project plan and time table from receipt of contract award notification to cutover of service. The plan should identify activities and responsibilities of the vendor and the University. 3.17 Client References and Site Visits Vendors must provide a minimum of three client references that have implemented services proposed. The references must be in the state of Minnesota. Client references must include the following: a. Name, Organization, Address, Telephone Number, E-Mail Address

b. Manufacturer and model number of systems installed at client referenced c. Date of installation/cut-over

The University evaluation team will make all reasonable attempts to reach the specified references. In the event references do not call back, the evaluation process will consider it a no reference. 3.18 Equipment Specifications, Space And Environmental Requirements Information Vendors must provide the following information if vendor provided equipment will need to be installed on University premises.

a. Type of equipment and specifications b. Space requirement c. Electrical Requirement d. Cooling Requirements (Heat dissipation – BTUs/hr)

3.19 Acceptance There will be an acceptance process prior to any payment for service. Acceptance would include the following conditions:

• All of the work has been completed in accordance with the contract and specifications. • The systems and voice services operate in conformance with the agreement.


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• Completion of 30 consecutive days of service without major problems or failure from service start date. Failure within this period would re-start the 30-day period.

The vendor shall certify in writing to the University’s Project Manager when the system is installed and operational in accordance with the specifications stated above, and ready for use. University will start its acceptance testing. At the end of the acceptance period, the University will notify the vendor with a written acceptance letter. The date of the letter would be considered the Date of Acceptance.

SECTION IV – COSTS

4.0 Costs Vendors are asked to provide cost for three (3) year and five (5) year terms for Long Distance Services. The University is tax exempt. Any assumption in developing costs should be clearly documented. All taxes including FCC line charges must be included. Vendors may choose to provide costs for Voice Long Distance and Related Services or Local Services or both. Two separate contracts will be issued even if the award is made to a single vendor. The University is anticipating that vendors are likely to provide pricing incentives if they are awarded both the contracts. Cost information being requested should identify the incentives for awarding both contracts to a single vendor.

4.1 Voice Long Distance and Related Services

In providing costs, vendors should clearly delineate one time (installation, activation, de-activation) charges, per event (e.g. per call, conference, etc.) and per minute charges. Any one time set up cost or special charges to process large order request should be identified on a separate sheet. Vendors should at a minimum provide costs for the following:

a. Per minute cost for intra state and inter state calls – dedicated and switched access. b. Per minute cost for international calls. If a postalized rate is not provided, vendors should provide a

list of countries and the per minute rate for each county. c. Any dedicated access charges. d. Post paid calling cards e. Per minute cost for toll free services (dedicated and switched access) f. Setup and per minute cost for audio conference – meet me and operator assisted. g. Provide a list of operator services and associated charges h. Account code charges. i. Indicate if PIC-C charges will be charged and at what schedule (per number, per trunk, per PRI

facility, etc.) j. Any charges for providing billing data or usage reports. k. List all federal, state, and local surcharges (e.g. FCC, USF, etc.) that apply and at what level (e.g. per

cent of cost, per minute, per line, etc.). Any assumptions made in developing and providing cost information must be clearly stated. Vendors are asked to provide Voice Long Distance Services cost as Attachment A to their response. Please use Attachment B to provide pricing for value added features and/or services that the vendor feels may be of interest to the University.


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Attachment A – Voice Long Distance and Related Services Cost

Cost Elements If Long Distance Contract is Awarded Only

If Long Distance & Local Service Contracts Are

Awarded 3 Year Term 5 Year Term 3 Year Term 5 Year Term 1. Per minute cost for intra state call – dedicated access 2. Per minute cost for intra state call – switched access 3. Per minute cost for inter state call – dedicated access 4. Per minute cost for inter state call – switched access 5. International calls 6. Dedicated Access Lines 7. Post paid calling cards 8. Per minute cost for 800 call – dedicated access 9. Per minute cost for 800 call – switched access 10. Setup/per minute cost for audio conference – meet me 11. Setup/per minute cost for audio conference – operator assisted 12. Account code charges 13. Operator service (Please list) 14. PIC-C charges at what schedule (per number, per trunk, per PRI,

etc.)

15. Federal, state, locat taxes (please list) 16. Electronic billing data/usage reports 17. Other (please list)

St. Cloud State University Long Distance Services RFP

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Attachment B – Value Added Feature Cost

If Long Distance Contract is Awarded Only

If Both Long Distance & Local Service Contracts Are Awarded

Three Year Term Five Year Term Three Year Term Five Year Term Feature Description One Time Monthly One Time Monthly One Time Monthly One Time Monthly 1. 2. 3.


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Attachment C – Annual University Long Distance Usage

Type Location Inter/Intra Total Minutes Call Count

800 IN Alaska Interstate 136 29 800 IN Canada Interstate 209 49 800 IN Domestic 48 Interstate 98,133 30,318 800 IN Domestic 48 Intrastate/Interlata 38,550 10,373 800 IN Domestic 48 Intrastate/Intralata 44,085 12,756 800 IN Hawaii Interstate 134 24 800 IN PR/VI Interstate 43 14

1+ Alaska Interstate 331 120 1+ Canada Interstate 1,232 223 1+ Caribbean Interstate 11 8 1+ Domestic 48 Interstate 126,443 29,572 1+ Domestic 48 Intrastate/Interlata 277,495 103,768 1+ Domestic 48 Intrastate/Intralata 27,545 11,290 1+ Hawaii Interstate 224 73 1+ International Interstate 272 37 1+ PR/VI Interstate 303 108

LCL Domestic 48 Intrastate/Interlata 360,248 133,580 LCL Domestic 48 Intrastate/Intralata 539 187

St. Cloud State University Centrex Phone Service RFP

OTHER ATTACHMENTS

AFFIRMATIVE ACTION COMPLIANCE AFFIDAVIT OF NON-COLLUSION PROPOSAL OFFERING FORM


State Of Minnesota – Affirmative Action Certification If your response to this solicitation is or could be in excess of $100,000, complete the information requested below to determine whether you are subject to the Minnesota Human Rights Act (Minnesota Statutes 363A.36) certification requirement, and to provide documentation of compliance if necessary. It is your sole responsibility to provide this information and—if required—to apply for Human Rights certification prior to the due date and time of the bid or proposal and to obtain Human Rights certification prior to the execution of the contract. The State of Minnesota is under no obligation to delay proceeding with a contract until a company receives Human Rights certification

1 BOX A – For companies which have employed more than 40 full-time employees within Minnesota on any single working day during the previous 12 months. All other companies proceed to BOX B. Your response will be rejected unless your business: has a current Certificate of Compliance issued by the Minnesota Department of Human Rights (MDHR) –or– has submitted an affirmative action plan to the MDHR, which the Department received prior to the date and time

the responses are due. Check one of the following statements if you have employed more than 40 full-time employees in Minnesota on any single working day during the previous 12 months: We have a current Certificate of Compliance issued by the MDHR. Proceed to BOX C. Include a copy of your certificate with

your response. We do not have a current Certificate of Compliance. However, we submitted an Affirmative Action Plan to the MDHR for

approval, which the Department received on __________________ (date). [If the date is the same as the response due date, indicate the time your plan was received: ________ (time). Proceed to BOX C.

We do not have a Certificate of Compliance, nor has the MDHR received an Affirmative Action Plan from our company. We acknowledge that our response will be rejected. Proceed to BOX C. Contact the Minnesota Department of Human Rights for assistance. (See below for contact information.)

Please note: Certificates of Compliance must be issued by the Minnesota Department of Human Rights. Affirmative Action Plans approved by the Federal government, a county, or a municipality must still be received, reviewed, and approved by the Minnesota Department of Human Rights before a certificate can be issued.

BOX B – For those companies not described in BOX A Check below. We have not employed more than 40 full-time employees on any single working day in Minnesota within the previous

12 months. Proceed to BOX C.

BOX C – For all companies By signing this statement, you certify that the information provided is accurate and that you are authorized to sign on behalf of the responder. You also certify that you are in compliance with federal affirmative action requirements that may apply to your company. (These requirements are generally triggered only by participating as a prime or subcontractor on federal projects or contracts. Contractors are alerted to these requirements by the federal government.)

Name of Company: Date

Authorized Signature: Telephone number:

Printed Name: Title:

For assistance with this form, contact: Minnesota Department of Human Rights, Compliance Services Section Mail: 190 East 5th St., Suite 700 St. Paul, MN 55101 TC Metro: (651) 296-5663 Toll Free: 800-657-3704 Web: www.humanrights.state.mn.us Fax: (651) 296-9042 TTY: (651) 296-1283


ST. CLOUD STATE UNIVERSITY


Long Distance Services

AFFIDAVIT OF NON-COLLUSION

Definition: For ease of reference, each organization submitting a response to this Request for Proposal will hereinafter be referred to as an "Offeror". An Offeror whose Proposal would result in a formal agreement will hereinafter be referred to as a "Contractor." The prospective Offeror must sign the Affidavit and provide the information required of Offerors as outlined in the pages, which follow: AFFIDAVIT OF NON-COLLUSION: I hereby swear (or affirm) under the penalty of perjury:

1. That I am the Offeror (if the Offeror is an individual), a partner in the Offeror (if the Offeror is a partnership), or an officer or employee of the responding corporation having authority to sign on its behalf (if the Offeror is a corporation);

2. That the attached Offer or Offers have been arrived at by the Offeror independently, and have been submitted

without collusion with, and without any agreement, understanding, or planned common course of action with any other vendor of materials, supplies, equipment or services described in the Request for Proposal designed to limit independent offers or competition;

3. That the contents of the Offer or Offers have not been communicated by the Offeror or its employees or

agents to any person not an employee or agent of the Offeror or its surety on any bond furnished with the Offer or Offers and will not be communicated to any such person prior to the official opening of the Offer or Offers, and;

4. That I have fully informed myself regarding the accuracy of the statements made in this affidavit.

Subscribed and sworn to me this ______ _________________________________ day of _______________, 20___. Signature Notary Public _________________________________ Firm Name My commission expires _____________, 20_____. _________________________________ Date



Long Distance Services

PROPOSAL OFFERING FORM In compliance with this Request for Proposal, the undersigned acknowledges that I have read and understand all the conditions imposed herein and offer and agree to furnish the services in accordance with the attached proposal or as mutually agreed upon by subsequent negotiation. I acknowledge Addenda Numbers _____________ on file in the office of the Director of Purchasing, St. Cloud State University, 123 Administrative Services, 720 4th Avenue South, St. Cloud, MN 56301-4498.

Long Distance Services St. Cloud State University St. Cloud, MN 56301-4498

Name of Firm: ___________________________________________ Address: ___________________________________________ City: ___________________________________________ State: _____________________ Zip: ____________ Telephone: ____________________ (please include area code) Federal ID: ___________________________________________

State ID: ___________________________________________ Name: ___________________________________________ Signature: ___________________________________________ Title: ___________________________________________ Date: _____________________________

Long Distance ServiceLong Distance ServiceSECTION I – GENERAL INFORMATION1.0 Purpose1.1 Vendor Questions and Dates1.2 RFP Response and Affidavit1.3 RFP Response Format1.4 Response Evaluation

SECTION II – TERMS AND CONDITIONS2.0 Contract2.1 Number of Vendors2.2 Applicable Law2.3 Parties to the Contract2.4 Contract Commencement and Term2.5 Pricing2.6 Non-Discrimination2.7 State Audits2.8 Affirmative Action2.9 Licenses2.12 Laws to be Observed2.14 Vendor Selection2.15 Disposition of Responses2.16 Targeted/Economically Disadvantaged Business & Individuals2.17 Insurance2.18 Contract Assignment2.19 Installation2.20 Independent Contractors.2.21 Prevailing Wage Rate2.22 Safety2.23 Acceptance2.24 Utility Clearances2.25 Contract Liaison

SECTION III – SPECIFICATIONS AND REQUIREMENTS3.1 Service Coverage3.2 Access Type3.3 Service Terminating Location3.4 Vendor’s Point of Presence (POP)3.5 Answer Supervision and Grade of Service3.6 Non-Facility Associated Signaling (NFAS)3.7 ANI & DNIS3.8 Authorization Codes3.9 Security And Toll Fraud Management3.10 Optional Voice Services3.11 Billing and Call Detail Information3.12 Service Levels3.13 Reports3.14 Additional Information3.15 Problem Management and Support3.16 Implementation Schedule and Project Plan3.17 Client References and Site Visits3.18 Equipment Specifications, Space And Environmental Requirements Information3.19 Acceptance

SECTION IV – COSTS4.0 Costs4.1 Voice Long Distance and Related Services

Attachment A – Voice Long Distance and Related Services CostAttachment B – Value Added Feature CostAttachment C – Annual University Long Distance Usage1 BOX A – For companies which have employed more than 40 full-time employees within Minnesota on any single working day during the previous 12 months. All other companies proceed to BOX B.

REQUEST FOR PROPOSAL - St. Cloud State UniversitySt. Cloud State University Business Services...

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