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Telephone Equipment Maintanance and Service for the Lockport Service Unit


Tennessee, United States
Government : Federal
RFQ
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1. The Indian Health Service Lockport Service Unit at 150 Professional Parkway, Lockport, New York 14094 seeks for a contractor to serve as a single point of contact to support and maintain its existing Voice over Internet Protocol (VoIP) telephones, auto-attendant, over-the-phone paging, voicemail and Fax over IP solution.

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

2. The Solicitation number of this Request for Quote (RFQ) is 285-19-RFQ-0041

3. The solicitation document, incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-101, October 26, 2018.

4. This is a combined synopsis/solicitation is 100% set aside for Small Business. The associated North American Industry Classification System code (NAICS) code is 811213, Communication Equipment Repair and Maintenance with small business size standard of $11M.

5. Services are to be provided as described below. All Delivery and acceptance terms for this order are FOB Destination. The Contractor will propose pricing to include monthly cost, service call cost, and other cost associated with their proposal as applicable.

The Contractor should include an option for the service unit to upgrade their current phone system.

6. Description of requirements

MAINTENANCE REQUIREMENTS

The Contractor shall provide a maintenance and support agreement to cover all phone, voicemail, paging, fax systems, and other telecommunications equipment located at the Lockport service unit.

The Contractor will maintain all current equipment, licenses, and systems necessary to support the Lockport Service Unit in its mission to serve area tribal members.
The contractor shall support shall be included to support business hours of operation. Vendor shall be able to respond to emergency needs, Monday through Friday (excluding federal holidays and weekends), during normal work hours between 8:00am and 5:00pm. The phone system/service is servicing a medical facility and communication is a major priority.

The contractor shall provide the following expected response times to major problems: within 1 hour (verbal response) and/or 2 hours (on-site response).Performance
Period of performance shall be one, 12 month base year and 4, 12 month option years. The period of performance shall begin October 1st, 2019.

Site Visits are available and highly recommended upon request.

UPGRADE OPTION

IHS seeks optional proposals to upgrade its current to Two (2) 6-line (standard license) phones, Two (2) expansion modules (sidecards), 23 3-line (standard license) phones.
Features Required

The contractor should provide a Voice over Internet Protocol (VoIP) telephone system which includes, but not limited to, the following:

• VoIP system shall have the ability to support multiple lines; main number shall have the ability to receive multiple calls (should not receive a busy signal).

• VoIP system shall provide four-digit dialing (internal extensions) between phones.
• Phone system shall be 508 compliant.

• Call forwarding, both inside and outside of the phone system.

• Call routing system, Call Transfer and Redial.

• All outbound calls are to originate from main number for receiver's CallerID.

• Centralized voice mail system that can be used transparently by all locations, and the ability for all locations to appear to be part of a single phone system.

• Voice mail that is accessible from inside and outside the health center.

• Analog ports for fax, alarm (security and fire), postage machine and other systems requiring an analog signal.

• Over-the-phone paging; ability to page from each phone and to remove as well (no paging in patient rooms, exam rooms, etc.).

• Call Detail Reporting system to be able to run reports for calls made and where they originated from.

• IHS shall be able to monitor caller history on phone usage; calls made to and from a specified internal extension/DID.

• Ability to alert and trace back who dialed a 911 emergency.

• System fail over and redundancy.

• Configuration, setup, and scheduling of backup for all applicable phone system servers.

• The system has to be expandable to at least thirty-six (36) phones.

Voice and data will need to be kept separate; an additional T-1 (Full PRI) circuit is required for voice (contractor shall include pricing of PRI circuit). POTS line will remain as a stand-alone fax number however, additional fax lines will be incorporated into the new phone system and will be connected directly to multi-functional printer devices.
Additional internal wiring is not required as the facility is currently wired.

All equipment and termination points (put in by the contractor or contractor's subcontractor) shall be identified/labeled appropriately.

Ability for Site Manager/Administrators to administer all systems from one, or any location (i.e. webbased, remote administration).

Allow various levels of calling privileges such as long distance and international calls to be programmable by extension.

The proposed solution must not have any negative impact on current data connectivity, stand-alone system to not interface with Indian Health Service network.

Attendant Console Requirements

• The system shall provide an attendant console for the servicing of incoming calls.

• Three deep tree (minimum).

• Interactive dialog will be based upon touch-tone with errors (incorrect entries) being sent to an operator/staff member extension

• Informational message and returned to the earlier point in the menu and/or directly to an operator/staff member's extension.

Phone Console Requirements

• Flexible support for inline power (power over Ethernet), local power, or closet power.

• Ability to support headsets.

• Message wait indicator.

• Ability to forward call to another number inside or outside the network.

• Call Waiting

• Caller ID

• Call Forward Busy

• Call Forward No Answer

• Call Forward to Any Number

• Call Transfer/Consultative Call Transfer

• Call Park/Pickup

• Last Number Redial

• Call Groups

• Hunt Groups

• Call Pickup Groups

• Privacy - Do Not Disturb

• Adjustable ringer volume

• Adjustable ringer type

• Simultaneous Ring; shared extensions on multiple phones

• Call Rollover

• Add external numbers to expansion modules

• Long Distance and International access codes

• Speed Dial (Corporate Directory)

• Speed Dial (Personal Directory)

Voicemail and Unified Messaging Requirements

• Ability to support multiple system prompts to greet callers with a ring no answer message or a busy message.

• Ability to record multiple greetings for internal and external callers, out-of-office greetings, etc.

• System must support a "zero out" to the attendant to another station.

• Users must be required to enter a PIN/Password to access their voicemail.

• Ability for system to date/time stamp each voice mail message.

• Ability to access voicemail remotely.

• Ability to transfer a call directly to an internal voice mailbox.

• Record messages; send and mark as "urgent", "private", etc.

• Transfer messages to other extensions/users.

Installation Requirements

The contractor shall assemble, install, configure, test, implement and make operational all necessary VoIP phone system equipment (router, servers, L3 PoE switches, analog phone gateway, desktop phones, expansion modules, headsets, etc.), software (manuals included), licenses (call, paging, voicemail, fax manager, etc.) and uninterruptible power supply system (as applicable).

Warranty and Support Requirements

Complete warranty and support shall be included to support business hours of operation. Vendor shall be able to respond to emergency needs, Monday through Friday (excluding federal holidays and weekends), during normal work hours between 8:00am and 5:00pm. The phone system/service is servicing a medical facility and communication is a major priority. A minimum of a two-year maintenance/support agreement of the phone/voicemail/paging/fax systems is required.

• Shall provide the following expected response times to major problems: within 1 hour (verbal response) and/or 2 hours (on-site response).

• Provide the availability of spare parts maintained in the area for critical hardware and software.

Damage liability

The contractor is liable for any damage to the premises (e.g. floor, walls, etc.) caused by vendor personnel or equipment during installation and is responsible for the removal of all project-related debris.

Permit Requirements

The contractor shall obtain and pay for any permits and licenses required for the performance of the work, post all notices required by law, and comply with all laws, ordinances and regulations bearing on the conduct of the work, as specified herein. The contractor shall procure all required certificates of acceptance or of completions issued by the state, municipal or other authorities and must deliver these to IHS/LSU.
If available, the contractor shall serve as a point of contact between the service unit and telecom providers to obtain the best possible value of services for the Lockport Service Unit.

7. The Contractor shall submit invoice after services received. A complete invoice with all required back-up documentation shall be sent, electronically via e-mail or by regular postal mail to:

a. Contract Specialist* (CS): Paul Carr, Paul.Carr@ihs.gov. Indian Health Service, Nashville Area, 711 Stewarts Ferry Pike, Nashville, TN 37214

b. Contracting Officer's Representative (COR): Carrie Peterson, Carrie.Peterson@ihs.gov, Lockport Service Unit, 150 Professional Parkway, Lockport, NY 14094

c. Accounting Tech., Brianne Denson, Brianne.Denson@ihs.gov, Indian Health Service, Nashville Area, 711 Stewarts Ferry Pike, Nashville, TN 37214

* No other non-invoice related documents (i.e. deliverables, reports, balance statements) shall be sent to the CS. Failure to submit directly to the offices listed above will delay prompt payment of your invoice.


For invoices submitted by email: the subject line of your email invoice submission shall contain the contractor name, contract/order number, and invoice number (e.g. Company Name, Contract HHSIXXXXX, Invoice #123). The Contractor shall send one email per contract/order after completion. The email may have multiple invoices for the contract. Invoices must be in one of the following formats: PDF, TIFF, or Word. No Excel formats will be accepted. The electronic file cannot contain multiple invoices; example, 10 invoices requires 10 separate files (PDF, TIFF, or Word).


8. Provision 52.212-1, Instructions to Offerors - Commercial (OCT 2018), applies to this acquisition.

8.1. Addendum to FAR 52.212-1 Instructions to Offerors - Commercial Items: Offerors are to e-mail complete quotes to paul.carr@ihs.gov no later than date required by notice posted on GPE. All provisions and clauses applicable to this solicitation can be viewed in full text using the following web addresses: http://www.acquisition.gov/far/index.html

8.2. Note, unless exempt per Federal Acquisition Regulation [FAR] Part 4.11, all contractors must be registered and have an active registration in the System for Award Management (SAM) to be considered for an award against this solicitation. SAM combines data that was formerly contained in the Central Contractors Registration (CCR) and Online Representation and Certifications (ORCA) systems. For information please review the SAM website at https://www.sam.gov. A Data Universal Numbering System (DUNS) number is utilized for registration. To register go to https://www.acquisition.gov.

9. A comparative evaluation will be conducted in accordance with FAR Part 13.106-2(b)(3) to determine the best value.

10. Offers shall include

10.1. Cover Page including point of contact, DUNS #, and Company information

10.2. Past Performance for the last 3 years including Federal, State, and Local
Contracts.

10.3. Completed copy of the provisions FAR 52.212-3 Offeror Representation and Certifications - Commercial Items (OCT 2018) with their offer. This is available electronically at the following address: http://www.acquisition.gov/far/index.html
10.4. Maintenance Agreement and Pricing

10.5. Upgrade option pricing and system/catalog details.

11. The following FAR clauses incorporated by full text

11.1. 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998)


This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html


THE FOLLOWING FAR AND HHSAR CLAUSES APPLY:

52.203-6 Restriction on Subcontractor Sales to the Government SEPT 2006
52.204-7 System for Award Management OCT 2018
52.204-8 Annual Representations and Certifications JAN 2017
52.204-9 Personal Identity Verification of Contractor Personnel JAN 2011
52.212-1 Instructions to Offerors-Commercial Items OCT 2018
52.212-4 Contract Terms and Conditions-Commercial Items OCT 2018
52.212-5 Contract Terms and Conditions Required to Implement JAN 2019
Statutes or Executive Orders-Commercial Items
52.215-5 Facsimile Proposals OCT 1997
52.217-8 Option to Extend Services NOV 1999
52.222-3 Convict Labor JUNE 2003
52.222-21 Prohibition of Segregated Facilities APR 2015
52.222-26 Equal Opportunity SEP 2016
52.222-36 Equal Opportunity for Workers with Disabilities JUL 2014
52.222-50 Combating Trafficking in Persons MAR 2015
52.223-5 Pollution Prevention and Right-to-Know Information MAY 2011
52.223-6 Drug-free Workplace MAY 2001
52.224-1 Privacy Act Notification APR 1984
52.224-2 Privacy Act APR 1984
52.227-14 Rights in Data-General. MAY 2014
52.229-3 Federal, State, and Local Taxes FEB 2013
52.232-3 Payments under Personal Services Contracts APR 1984
52.232-33 Payment by Electronic Funds Transfer-System JUL 2013
for Awards Management
52.232-40 Providing Accelerated Payments to Small Business DEC 2013
Subcontractors
52.237-2 Protection of Government Buildings, Equipment, APR 1984
and Vegetation
52.237-3 Continuity of Services JAN 1991
52.237-7 Indemnification and Medical Liability Insurance JAN 1997
52.242-15 Stop-Work Order AUG 1989
52.242-17 Government Delay of Work APR 1984
52.245-1 Government Property JAN 2017
52.249-12 Termination (Personal Services) APR 1984
352.215-70 Late Proposals and Revisions JAN 2006
352.223-70 Safety and Health JAN 2006
352.224-70 Privacy Act JAN 2006


Paul A. Carr, Contract Specialist, Phone 6154671567, Email paul.carr@ihs.gov

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