STATE OF ALASKA
                                  Department Of Administration
                                 Enterprise...
Core Telecommunications Services




                                                  TABLE OF CONTENTS
SECTION TWO.........
Core Telecommunications Services RFP 2007-0200-6921



                    SECTION ONE
           INTRODUCTION AND INSTRUC...
Core Telecommunications Services RFP 2007-0200-6921



The approximate contract schedule is as follows;

         [a]    I...
Core Telecommunications Services RFP 2007-0200-6921



By signature on their proposal, the offeror certifies that:

(a) al...
Core Telecommunications Services RFP 2007-0200-6921



Two types of questions generally arise. One may be answered by dire...
Core Telecommunications Services RFP 2007-0200-6921



The State reserves the right to refrain from making an award if it ...
Core Telecommunications Services RFP 2007-0200-6921




(f)    a written statement, signed by each proposed subcontractor,...
Core Telecommunications Services RFP 2007-0200-6921



If any Offeror fails to comply with [a] through [h] of this paragra...
Core Telecommunications Services RFP 2007-0200-6921



Any dispute arising out of this agreement will be resolved under th...
Core Telecommunications Services RFP 2007-0200-6921



ADCF – Alaska Data Center Fairbanks

ADCJ – Alaska Data Center June...
Core Telecommunications Services RFP 2007-0200-6921



Distribution Router – refers to the main, incoming hub router(s) an...
Core Telecommunications Services RFP 2007-0200-6921



All proposals must be signed by an individual authorized to bind th...
Core Telecommunications Services RFP 2007-0200-6921



[b]     if the State's rights would be diminished as a result of ap...
Core Telecommunications Services RFP 2007-0200-6921



Evaluation of Proposals
A Proposal Evaluation Committee (PEC) made ...
Core Telecommunications Services RFP 2007-0200-6921




       (b) certification on the proposal that the offeror has a va...
Core Telecommunications Services RFP 2007-0200-6921



Alaskans with Disability Preference - AS 36.30.170 (e)
Employers of...
Core Telecommunications Services RFP 2007-0200-6921




2.15
Formula Used to Convert Cost to Points
AS 36.30.250 & 2 AAC 1...
Core Telecommunications Services RFP 2007-0200-6921




Offeror #3 receives 58.6 points.

    $40,000    x    70      =   ...
Core Telecommunications Services RFP 2007-0200-6921



Offeror #1 - 89 points
Offeror #2 - 90 points
Offeror #3 - 98 point...
Core Telecommunications Services RFP 2007-0200-6921




AS 36.30.560; provides that an interested party may protest the co...
Core Telecommunications Services RFP 2007-0200-6921




                                  SECTION THREE

           STANDA...
Core Telecommunications Services RFP 2007-0200-6921



3.04
Proposal as a Part of the Contract
Part or all of this RFP and...
Core Telecommunications Services RFP 2007-0200-6921




No payment will be made until the contract is approved by the Comm...
Core Telecommunications Services RFP 2007-0200-6921



If the project director determines that the contractor has refused ...
Core Telecommunications Services RFP 2007-0200-6921




                                    SECTION FOUR

                ...
Core Telecommunications Services RFP 2007-0200-6921



This Request for Proposals (RFP) is for the operation and maintenan...
Core Telecommunications Services RFP 2007-0200-6921




Currently, ETS serves over 19,000 State employees in over 70 commu...
Core Telecommunications Services RFP 2007-0200-6921



4.03
Current Environment
The following section provides a descripti...
Core Telecommunications Services RFP 2007-0200-6921



           o Kenai Peninsula including Kodiak (52) – approx. 1000 h...
Core Telecommunications Services RFP 2007-0200-6921



   •   Northern Telecom (Nortel) Meridian Private Branch Exchange (...
Core Telecommunications Services RFP 2007-0200-6921




Figure 4.04.1 Basic Telephone Service (Local Service and
State- Ow...
Core Telecommunications Services RFP 2007-0200-6921


Fairbanks    Nortel Phones                           2500           ...
Core Telecommunications Services RFP 2007-0200-6921



       API                           1                             ...
Core Telecommunications Services RFP 2007-0200-6921




Figure 4.04.3 Telephone Replacement Project Sites – Phase I
The FY...
Core Telecommunications Services RFP 2007-0200-6921



   •   516 E Street (25 phones)
   •   1251 Muldoon (196 phones)
  ...
Core Telecommunications Services RFP 2007-0200-6921



                                                            Intrast...
Core Telecommunications Services RFP 2007-0200-6921



 July              103747            2498      466       4940      ...
Core Telecommunications Services RFP 2007-0200-6921



      Figure 4.07.1 Shared Video Conferencing Facilities by Locatio...
Core Telecommunications Services RFP 2007-0200-6921




Figure 4.08.1 Wide Area Network Topography


4.09
Internet Access
...
Core Telecommunications Services RFP 2007-0200-6921



4.10
End User Support Services - Help Desk
GCI currently provides a...
Core Telecommunications Services RFP 2007-0200-6921



Summary
The following sections outline the State’s current environm...
Core Telecommunications Services RFP 2007-0200-6921



Bundle 4 - End-User Support Services — Help Desk; System Administra...
Core Telecommunications Services RFP 2007-0200-6921



other areas as appropriate. The State will also retain primary resp...
Core Telecommunications Services RFP 2007-0200-6921



h. Billing and Chargeback — the State will continue to provide bill...
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File Attachment Icon RFP 2007-200-6921 final 4-13-07.doc.doc

  1. 1. STATE OF ALASKA Department Of Administration Enterprise Technology Services 333 Willoughby Avenue, 5th Floor Juneau, AK 99811-0206 Request For Proposals RFP 2007-0200-6921 Date of Issue: April 13, 2007 Title and Purpose of RFP: Core Telecommunications Services Offerors Are Not Required to Return This Document. Important Notice : If you received this solicitation from the State of Alaska’s “Online Public Notice” web site, you must register with the Procurement Officer listed in this document to receive subsequent amendments. Failure to contact the Procurement Officer may result in the rejection of your offer. Guy Crockroft Procurement Officer Department Of Administration Enterprise Technology Services RFP 2007-0200-6921
  2. 2. Core Telecommunications Services TABLE OF CONTENTS SECTION TWO..........................................................................................................................................................10 STANDARD PROPOSAL INFORMATION...........................................................................................................10 SECTION THREE......................................................................................................................................................20 STANDARD CONTRACT INFORMATION..........................................................................................................20 SECTION FOUR........................................................................................................................................................24 BACKGROUND INFORMATION...........................................................................................................................24 VOICE OVER INTERNET PROTOCOL (VOIP)......................................................................................................................31 DEDICATED CIRCUITS (COPPER, FIBER, MICROWAVE OR OTHER), ARE PROVIDED BY ETS TO STATE AGENCIES FOR DATA, VIDEO AND VOICE TRAFFIC. THIS INCLUDES A VARIETY OF BROADBAND ACCESS (DIAL-UP, CABLE MODEM, DSL OR WIRELESS), VIRTUAL PRIVATE NETWORK OR OTHER NETWORK SERVICES CONTRACTED FOR, PARTNERED WITH OR PROVIDED BY THE STATE OF ALASKA, INCLUDING INTERNET ACCESS AND NETWORK CONNECTIONS TO STATE COMPUTERS. .................................................37 SECTION FIVE .........................................................................................................................................................39 SCOPE OF WORK.....................................................................................................................................................39 SECTION SIX ............................................................................................................................................................73 PROPOSAL FORMAT AND CONTENT................................................................................................................73 ATTACHMENT 2 STANDARD CONTRACT FORM...............................................................................14 GENERAL CONDITIONS........................................................................................................................................16 RFP 2007-0200-6921 Page i 5/31/10
  3. 3. Core Telecommunications Services RFP 2007-0200-6921 SECTION ONE INTRODUCTION AND INSTRUCTIONS 1.01 Return Mailing Address, Contact Person, Telephone, Fax Numbers and Deadline for Receipt of Proposals Offerors must submit, in writing, eight hard copies of their proposal and a single electronic version on CD, in Microsoft Word 2003 format to the Procurement Officer in a sealed envelope. Offerors must also submit one hard copy of the cost proposal and one copy on CD in a separate envelope. Each envelope must be clearly marked with RFP Number, Title, Date, and Offeror’s name on the outside of the package. The proposal must be addressed as set out below. Department of Administration Enterprise Technology Services Attention: Guy Crockroft RFP Number: 2007-0200-6921 Project Name: Core Telecommunications Services 333 Willoughby Avenue, 5th Floor Juneau, AK 99811-0206 Proposals must be received no later than 4:30 PM, Alaska prevailing time on May 11, 2007. Oral proposals are not acceptable. General directions regarding the proposal content and format can be found in Section 6.01. An Offeror's failure to submit the proposal prior to the deadline will cause the proposal to be disqualified. Late proposals or amendments will not be opened or accepted for evaluation. PROCUREMENT OFFICER: Guy Crockroft. - PHONE # 907-465-5758 - FAX # 907-465-3450 - TDD # 907-465-5744 One Request for Proposal (RFP) is provided by the State. Additional RFPs may be purchased for the cost of reproduction, $.25 per page. 1.02 Contract Term and Work Schedule The contract term and work schedule set out herein represents the State's best estimate of the schedule that will be followed. If a component of this schedule, such as the opening date, is delayed, the rest of the schedule will be shifted by the same number of days. The length of the contracts will be three (3) years from the date of award, with three (3) one-year optional renewals at the sole discretion of the State. RFP 2007-0200-6921 Page 1 5/31/10
  4. 4. Core Telecommunications Services RFP 2007-0200-6921 The approximate contract schedule is as follows; [a] Issue RFP 4/13/07 [b] Pre-Proposal Conference 4/30/07 [c] Deadline for receipt of proposals 5/11/07 [d] Proposal Evaluation Committee completes evaluation by 5/21/07 [e] State issues Notice of Intent to Award a Contract 5/21/07 [f] State issues contract 6/4/07 [g] Contracts start 6/18/07 [h] Contract period ends 6/17/10 1.03 Purpose of the RFP It is the intent of this RFP to contract with a qualified firm that can provide core voice, video, data and help center services for the State of Alaska. The state will award a single contract for all bundles to the offeror that submits the most advantageous proposal, as determined per the evaluation criteria in Section 7. 1.04 Budget The Department of Administration, Enterprise Technology Services (ETS), estimates a maximum amount of $10,000,000 per year for work issued as a result of this contract. The maximum amount for the initial three year contract is $30,000,000. The maximum amount for each of the three annual options is $10,000,000 per year. However, the State guarantees no minimum or maximum dollar amounts. The State reserves the right to amend any contract within the allowances of 2AAC12.485 to increase or decrease the dollar amount based upon allocated funding and work required. 1.05 Location of Work Work will be performed at State of Alaska locations throughout the State. RFP 2007-0200-6921 Page 2 5/31/10
  5. 5. Core Telecommunications Services RFP 2007-0200-6921 By signature on their proposal, the offeror certifies that: (a) all services provided under this contract by the contractor and all subcontractors shall be performed in the United States; (b) the offeror is not established and headquartered or incorporated and headquartered, in a country recognized as Tier 3 in the most recent United States Department of State’s Trafficking in Persons Report; or (c) if the offeror is established and headquartered or incorporated and headquartered, in a country recognized as Tier 3 in the most recent United States Department of State’s Trafficking in Persons Report, a certified copy of the offeror’s policy against human trafficking must be submitted to the State of Alaska prior to contract award. The most recent United States Department of State’s Trafficking in Persons Report can be found at the following website: http://www.state.gov/g/tip/. Failure to comply with (a) and/or either (b) or (c) of this requirement will cause the state to reject the bid or proposal as non-responsive, or cancel the contract. 1.06 Assistance to Offerors with a Disability Offerors with a disability may receive accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information contact the Procurement Officer no later than ten days prior to the deadline set for receipt of proposals. 1.07 Required Review Offerors should carefully review this solicitation for defects and questionable or objectionable matter. Comments concerning defects and objectionable material must be made in writing and received by the Procurement Officer at least ten days before the proposal opening. This will allow issuance of any necessary amendments. It will also help prevent the opening of a defective solicitation and exposure of Offeror's proposals upon which award could not be made. Protests based on any omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the Procurement Officer, in writing, at least ten days before the time set for opening. 1.08 Questions Received Prior to Opening of Proposals All questions must be in writing and directed to the issuing office, addressed to the Procurement Officer. Telephone conversations must be confirmed in writing by the interested party. RFP 2007-0200-6921 Page 3 5/31/10
  6. 6. Core Telecommunications Services RFP 2007-0200-6921 Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the RFP. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the RFP. The Procurement Officer will make that decision. 1.09 Amendments If an amendment is issued, it will be provided to all who were mailed a copy of the RFP and to those who have registered with the Procurement Officer as having downloaded the RFP from the State of Alaska Online Public Notice web site. 1.10 Alternate Proposals Offerors may only submit one proposal for evaluation. In accordance with 2 AAC 12.830 alternate proposals (proposals that offer something different than what is asked for) will be rejected. 1.11 Right of Rejection Offerors must comply with all of the terms of the RFP, the State Procurement Code (AS 36.30), and all applicable local, State, and federal laws, codes, and regulations. The Procurement Officer may reject any proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP. Offerors may not qualify their proposal nor restrict the rights of the State. If an Offeror does so, the Procurement Officer may determine the proposal to be a non-responsive counter-offer and the proposal may be rejected. Minor informalities that do not affect responsiveness: •are merely a matter of form or format, •do not change the relative standing or otherwise prejudice other offers, •do not change the meaning or scope of the RFP, •are trivial, negligible, or immaterial in nature, •do not reflect a material change in the work; or, •do not constitute a substantial reservation against a requirement or provision, may be waived by the Procurement Officer. RFP 2007-0200-6921 Page 4 5/31/10
  7. 7. Core Telecommunications Services RFP 2007-0200-6921 The State reserves the right to refrain from making an award if it determines that to be in its best interest. A proposal from a suspended or debarred Offeror shall be rejected. 1.12 State Not Responsible for Preparation Costs The State will not pay any cost associated with the preparation, submittal, presentation, or evaluation of any proposal. 1.13 Disclosure of Proposal Contents All proposals and other material submitted become the property of the State of Alaska and may be returned only at the State's option. AS 40.25.110 requires public records to be open to reasonable inspection. All proposal information, including detailed price and cost information, will be held in confidence during the evaluation process and prior to the time a Notice of Intent to Award is issued. Thereafter, proposals will become public information. Trade secrets and other proprietary data contained in proposals may be held confidential if the Offeror requests, in writing, that the Procurement Officer does so, and if the Procurement Officer agrees, in writing, to do so. Material considered confidential by the Offeror must be clearly identified and the Offeror must include a brief statement that sets out the reasons for confidentiality. 1.14 Subcontractors Subcontractors may be used to perform work under this contract. If an offeror intends to use subcontractors, the offeror must identify in the proposal the names of the subcontractors and the portions of the work the subcontractors will perform. If a proposal with subcontractors is selected, the offeror must provide the following information concerning each prospective subcontractor within five working days from the date of the state's request: (a) complete name of the subcontractor; (b) complete address of the subcontractor; (c) type of work the subcontractor will be performing; (d) percentage of work the subcontractor will be providing; (e) evidence, as set out in the relevant section of this RFP, that the subcontractor holds a valid Alaska business license; and RFP 2007-0200-6921 Page 5 5/31/10
  8. 8. Core Telecommunications Services RFP 2007-0200-6921 (f) a written statement, signed by each proposed subcontractor, that clearly verifies that the subcontractor is committed to render the services required by the contract. An offeror's failure to provide this information, within the time set, may cause the state to consider their proposal non-responsive and reject it. The substitution of one subcontractor for another may be made only at the discretion and prior written approval of the project director. 1.15 Joint Ventures Joint ventures may be used to qualify for award under this RFP if one of the venture partners is designated as the ‘managing partner’. The ‘managing partner’ must be the venture’s contact point for the state and be responsible for the joint venture’s performance under the contract. If a joint venture is proposed, a copy of the joint venture agreement which identifies the principles involved and their rights and responsibilities regarding performance and payment must be submitted with the proposal. 1.16 Offeror's Certification By signature on their proposal, Offerors certify that they comply with: [a] the laws of the State of Alaska, [b] the applicable portion of the Federal Civil Rights Act of 1964, [c] the Equal Employment Opportunity Act and the regulations issued thereunder by the federal government, [d] the Americans with Disabilities Act of 1990, and the regulations issued thereunder by the federal government, [e] all terms and conditions set out in this RFP, [f] a condition that the proposal submitted was independently arrived at, without collusion, under penalty of perjury, and [g] that their offers will remain open and valid for at least 120 days. [h] that programs, services, and activities provided to the general public under the resulting contract are in conformance with the Americans with Disabilities Act of 1990, and the regulations issued thereunder by the federal government. RFP 2007-0200-6921 Page 6 5/31/10
  9. 9. Core Telecommunications Services RFP 2007-0200-6921 If any Offeror fails to comply with [a] through [h] of this paragraph, the State reserves the right to disregard the proposal, terminate the contract, or consider the contractor in default. 1.17 Conflict of Interest Each proposal shall include a statement indicating whether or not the Offeror or any individuals working on the contract has a possible conflict of interest (e.g., employed by the State of Alaska) and, if so, the nature of that conflict. The Commissioner, Department of Administration, reserves the right to cancel the award if any interest disclosed from any source could either give the appearance of a conflict or cause speculation as to the objectivity of the program to be developed by the Offeror. The Commissioner's determination regarding any questions of conflict of interest shall be final. 1.18 Right to Inspect Place of Business At reasonable times, the State may inspect those areas of the contractor's place of business that are related to the performance of a contract. If the State makes such an inspection, the contractor must provide reasonable assistance. 1.19 Solicitation Advertising Public notice has been provided in accordance with 2 AAC 12.220. 1.20 News Releases News releases related to this RFP will not be made without prior approval of the Commissioner of Administration, and then only in coordination with the Project Director. 1.21 Assignment Per 2 AAC 12.480, the contractor may not transfer or assign any portion of the contract without prior written approval from the chief Procurement Officer or the head of the purchasing agency. 1.22 Disputes RFP 2007-0200-6921 Page 7 5/31/10
  10. 10. Core Telecommunications Services RFP 2007-0200-6921 Any dispute arising out of this agreement will be resolved under the laws of Alaska. Any appeal of an administrative order or any original action to enforce any provision of this agreement or to obtain relief from or remedy in connection with this agreement may be brought only in the Superior Court for the State of Alaska. 1.23 Severability If any provision of the contract or agreement is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions will not be affected; and, the rights and obligations of the parties will be construed and enforced as if the contract did not contain the particular provision held to be invalid. 1.24 Federal Requirements The Offeror must identify all known federal requirements that apply to the proposal, the evaluation, or the contract. 1.25 Definitions When used in this RFP, the following terms have these meanings: Bandwidth: refers to transmission speeds and/or frequency ranges DS1 – Digital Signal Level 1, also known as T1 - The line speed is always consistent at 1.544 Mbps, but the payload can vary greatly DS3 – WAN speeds- a DS3 (Digital Signal Level 3) equates to 28 T1 lines, roughly 43-45 Mbps in upstream/downstream speeds and/or 672 simultaneous voice conversations. It takes approximately 24 minutes to send a 10 megabyte file over 56K lines; 53 seconds using a T1, and one second over a DS3. The current proposed minimum standard is T1. OC3 – Optical Carrier – 84dsls or three DS3’s – 155Mbps CNCC- tier two provider alert and response team CoIP- Communications over Internet protocol Core- Basic data, phone and video service Data Centers – Physical plant for servers/services which are co-located with Network Operating Centers (NOCs) ADCA – Alaska Data Center Anchorage RFP 2007-0200-6921 Page 8 5/31/10
  11. 11. Core Telecommunications Services RFP 2007-0200-6921 ADCF – Alaska Data Center Fairbanks ADCJ – Alaska Data Center Juneau EPR – Enterprise Productivity Rate; SOA internal chargeback based on staff positions ETS – Enterprise Technology Services; Executive branch agency responsible for infrastructure and enterprise services, including Telecommunications. Referred to throughout this document as The State. Help Center Tier One – initial call in provider & number for dispatch/response; initial classification, creation of work order and referral service to tier two technical staff. IMACD – Installations, Moves, Adds, Changes and Deletions to services IVR- Interactive Voice Response LEC- Local Exchange Carrier MICB –Meridian Interface Conference Bridge; SOA PBX scheduling system for audio conferencing NOC – Network Operating Center; physical plant node for all data, voice and video services NSI – Network Security Initiative Operations Help Centers (SOA) – secondary tier one dispatch referral, response service and SLA monitors PBX- Private Branch Exchange POP – Point of presence PSTN – Public Switched Telephone Network; refers to the traditional interconnection and routing of audio (phone) traffic RFP – Request For Proposals; State of Alaska’s solicitation/bid document for requesting services RPE/RIPE/MCR – Remote Peripheral Equipment, Remote Intelligent Peripheral Equipment, Mini- Carrier Remote: used to extend a large number of phone lines from the PBX to a remote location. ROUTERS: Core Network- refers to physical and logical plant, routers and switches in Anchorage, Juneau and Fairbanks which constitute backbone services and large population centers for data, voice and video delivery. Anchorage: 5700 and 5900 E. Tudor Road, 3300 Fairbanks Street, 3601 C Street and 550 W. 7th Avenue (Atwood Building). Fairbanks: 2301 Peger Road (SATS hut and PBX Room) and 675 7th Ave (Fairbanks Regional Office Building, or “FROB” and GCI NOC. Juneau: 5th Floor State Office Building, 333 Willoughby Avenue. These facilities are connected at DS3 speeds or better. RFP 2007-0200-6921 Page 9 5/31/10
  12. 12. Core Telecommunications Services RFP 2007-0200-6921 Distribution Router – refers to the main, incoming hub router(s) and circuits from core network to 70 communities Access or Edge Router – endpoint router/switches in LANs in office locations within cities. SOA – State of Alaska Tier Two Technical Support – Provider, ETS, contractor or State agency staff who respond to USD requests USD- CA’s Universal Service Desk – State of Alaska’s online work order system for projects, IMACD and trouble tickets; used for all service requests VoIP or IPT – Voice Over Internet Protocol; Internet Protocol Telephony; used to indicate phone systems or converged networks VPN – Virtual Private Network VTC – Video Teleconferencing VTN- Virtual Telephony Network WAN – Wide Area converged Network; inclusive of voice, data and video services over both state and commercial carrier circuits and nodes. 1.26 Charts, Graphs, Estimates and Related Material The charts, graphs, estimates and related materials set out in Sections 4 and 5 of the RFP are being provided for the sole purpose of assisting offerors in preparing their proposals. All figures given are estimates only and are provided to proposers to facilitate common base-line calculations. They are not a warranty or indication as to amount or trend and no reliance on them may be inferred by a pro- poser. SECTION TWO STANDARD PROPOSAL INFORMATION 2.01 Authorized Signature RFP 2007-0200-6921 Page 10 5/31/10
  13. 13. Core Telecommunications Services RFP 2007-0200-6921 All proposals must be signed by an individual authorized to bind the Offeror to the provisions of the RFP. Proposals must remain open and valid for at least one hundred twenty (120) days from the opening date. 2.02 Pre- proposal Conference A pre-proposal conference will be held on Monday, April 30, 2007, at 1:30 p.m. in the large conference room on the 18th floor of the Atwood Building, 550 W 7th Avenue, Anchorage, Alaska. The purpose of the conference is to discuss the work to be performed with the prospective offerors and allow them to ask questions concerning the RFP. Prospective Offerors are invited to attend in person or participate via teleconference by phoning 907-465-1100 at 1:30 pm Alaska Time on April 30, 2007. Questions and answers will be transcribed and sent to prospective offerors as soon as possible after the meeting in the form of an RFP amendment. Offerors with a disability needing accommodation should contact the Procurement Officer prior to the date set for the pre-proposal conference so that reasonable accommodation can be made. 2.03 Site Inspection The State may conduct on-site visits to evaluate the Offeror's capacity to perform the contract. Offerors must agree, at risk of being found non-responsive and having their proposal rejected, to provide the State reasonable access to relevant portions of their work sites. Site inspection will be made by individuals designated by the Procurement Officer at the State's expense. 2.04 Amendments to Proposals Amendments to or withdrawals of proposals will only be allowed if acceptable requests are received prior to the deadline set for receipt of proposals. No amendments or withdrawals will be accepted after the deadline unless they are in response to the State's request in accordance with 2 AAC 12.290. 2.05 Supplemental Terms and Conditions Proposals including supplemental terms and conditions will be accepted, but supplemental conditions that conflict with those contained in this RFP or that diminish the State's rights under any contract resulting from the RFP will be considered null and void. The State is not responsible for identifying conflicting supplemental terms and conditions before issuing a contract award. After award of contract: [a] if conflict arises between a supplemental term or condition included in the proposal and a term or condition of the RFP, the term or condition of the RFP will prevail; and RFP 2007-0200-6921 Page 11 5/31/10
  14. 14. Core Telecommunications Services RFP 2007-0200-6921 [b] if the State's rights would be diminished as a result of application of a supplemental term or condition included in the proposal, the supplemental term or condition will be considered null and void. 2.06 Clarification of Offers In order to determine if a proposal is reasonably susceptible for award, communications by the Procurement Officer or the proposal evaluation committee are permitted with an Offeror to clarify uncertainties or eliminate confusion concerning the contents of a proposal. Clarifications may not result in a material or substantive change to the proposal. The evaluation by the Procurement Officer or the proposal evaluation committee may be adjusted as a result of a clarification under this section. 2.07 Discussions with Offerors The State may conduct discussions with Offerors for the purpose of clarification in accordance with AS 36.30.240 and 2 AAC 12.290. The purpose of these discussions will be to ensure full understanding of the requirements of the RFP and proposal. Discussions will be limited to specific sections of the RFP identified by the Procurement Officer. Discussions will only be held with Offerors who have submitted a proposal deemed reasonably susceptible for award by the Procurement Officer. Discussions, if held, will be after initial evaluation of proposals by the Proposal Evaluation Committee (PEC). If modifications are made as a result of these discussions they will be put in writing. Following discussions, the Procurement Officer may set a time for best and final proposal submissions from those Offerors with whom discussions were held. Proposals may be reevaluated after receipt of best and final proposal submissions. If an Offeror does not submit a best and final proposal or a notice of withdrawal, the Offeror’s immediately previous proposal is considered the Offeror’s best and final proposal. Offerors with a disability needing accommodation should contact the Procurement Officer prior to the date set for discussions so that reasonable accommodation can be made. Any oral modification of a proposal must be reduced to writing by the Offeror. 2.08 Prior Experience In order for the proposal to be considered responsive to this RFP, Offerors and their proposed subcontractors must demonstrate they meet the minimum qualifications outlined in Section 6 of this RFP. An Offeror's failure to meet these minimum prior experience requirements will cause the proposal to be considered non-responsive and their proposal will be rejected. 2.09 RFP 2007-0200-6921 Page 12 5/31/10
  15. 15. Core Telecommunications Services RFP 2007-0200-6921 Evaluation of Proposals A Proposal Evaluation Committee (PEC) made up of the Procurement Officer and at least two State employees or public officials, will evaluate proposals. The evaluation will be based solely on the evaluation factors set out in Section 7 of this RFP. After receipt of proposals, if there is a need for any substantial clarification or material change in the RFP, an amendment will be issued. The amendment will incorporate the clarification or change, and a new date and time established for new or amended proposals. Evaluations may be adjusted as a result of receiving new or amended proposals. 2.10 Vendor Tax ID A valid Vendor Tax ID must be submitted to the issuing office with the proposal or within five days of the State's request. 2.11 F.O.B. Point All goods purchased through this contract will be F.O.B. final destination. Unless specifically stated otherwise, all the prices offered must include the delivery costs to any location within the State of Alaska. 2.12 Alaska Business License and Other Required Licenses At the time the proposals are opened, all offerors must hold a valid Alaska business license and any necessary applicable professional licenses required by Alaska Statute. Proposals must be submitted under the name as appearing on the person’s current Alaska business license in order to be considered responsive. Offerors should contact the Department of Community and Economic Development, Division of Corporations, Business, and Professional Licensing, P. O. Box 110806, Juneau, Alaska 99811-0806, for information on these licenses. Offerors must submit evidence of a valid Alaska business license with the proposal. An offeror's failure to submit this evidence with the proposal will cause their proposal to be determined non- responsive. Acceptable evidence that the offeror possesses a valid Alaska business license may consist of any one of the following: (a) copy of an Alaska business license with the correct SIC code; RFP 2007-0200-6921 Page 13 5/31/10
  16. 16. Core Telecommunications Services RFP 2007-0200-6921 (b) certification on the proposal that the offeror has a valid Alaska business license and has included the license number in the proposal; (c) a canceled check for the Alaska business license fee; (d) a copy of the Alaska business license application with a receipt stamp from the state's occupational licensing office; or (e) a sworn and notarized affidavit that the offeror has applied and paid for the Alaska business license. You are not required to hold a valid Alaska business license at the time proposals are opened if you possess one of the following licenses and are offering services or supplies under that specific line of business: • fisheries business licenses issued by Alaska Department of Revenue or Alaska De- partment of Fish and Game, • liquor licenses issued by Alaska Department of Revenue for alcohol sales only, • insurance licenses issued by Alaska Department of Commerce, Community and Eco- nomic Development, Division of Insurance, or • mining licenses issued by Alaska Department of Revenue. 2.13 Application of Preferences Certain preferences apply to all contracts for professional services, regardless of their dollar value. The Alaskan Bidder and Offeror preferences are the two most common preferences involved in the RFP process. Additional preferences that may apply to this procurement are listed below. Guides that contain excerpts from the relevant statutes and codes, explain when the preferences apply and provide examples of how to calculate the preferences are available at the Department of Administration, Division of General Services’ web site: http://www.state.ak.us/local/akpages/ADMIN/dgs/policy.htm Alaska Products Preference - AS 36.30.332 Recycled Products Preference - AS 36.30.337 Local Agriculture and Fisheries Products Preference - AS 36.15.050 Employment Program Preference - AS 36.30.170(c) RFP 2007-0200-6921 Page 14 5/31/10
  17. 17. Core Telecommunications Services RFP 2007-0200-6921 Alaskans with Disability Preference - AS 36.30.170 (e) Employers of People with Disabilities Preference - AS 36.30.170 (f) The Division of Vocational Rehabilitation in the Department of Labor and Workforce Development keeps a list of qualified employment programs; a list of individuals who qualify as persons with a disability; and a list of persons who qualify as employers with 50 percent or more of their employees being disabled. A person must be on this list at the time the bid is opened in order to qualify for a preference under this section. As evidence of an individual's or a business' right to a certain preference, the Division of Vocational Rehabilitation will issue a certification letter. To take advantage of the Employment Program Preference, Alaskans with Disability Preference or Employers of People with Disabilities Preference described above, an individual or business must be on the appropriate Division of Vocational Rehabilitation list at the time the proposal is opened, and must provide the Procurement Officer a copy of their certification letter. Offerors must attach a copy of their certification letter to the proposal. The Offeror's failure to provide the certification letter mentioned above with the proposal will cause the State to disallow the preference. 2.14 5 Percent Alaskan Bidder Preference 2 AAC 12.260 & AS 36.30.170 An Alaskan Bidder Preference of five percent will be applied prior to evaluation. The preference will be given to an Offeror who: (a) holds a current Alaska business license; (b) submits a proposal for goods or services under the name on the Alaska business license; (c) has maintained a place of business within the State staffed by the Offeror, or an employee of the Offeror, for a period of six months immediately preceding the date of the proposal; (d) is incorporated or qualified to do business under the laws of the state, is a sole proprietorship and the proprietor is a resident of the state, is a limited liability company organized under AS 10.50 and all members are residents of the state, or is a partnership under AS 32.05 or AS 32.11 and all partners are residents of the state; and (e) if a joint venture, is composed entirely of entities that qualify under (a)-(d) of this subsection. Alaskan Bidder Preference Affidavit In order to receive the Alaskan Bidder Preference, proposals must include an affidavit certifying that the Offeror is eligible to receive the Alaskan Bidder Preference. RFP 2007-0200-6921 Page 15 5/31/10
  18. 18. Core Telecommunications Services RFP 2007-0200-6921 2.15 Formula Used to Convert Cost to Points AS 36.30.250 & 2 AAC 12.260 The distribution of points based on cost will be determined as set out in 2 AAC 12.260 (d). The lowest cost proposal will receive the maximum number of points allocated to cost. The point allocations for cost on the other proposals will be determined through the method set out below. In the generic example below, cost is weighted as 70% of the overall total score. The weighting of cost may be different in your particular RFP. See section SEVEN to determine the value, or weight of cost for this RFP. EXAMPLE Formula Used to Convert Cost to Points [STEP 1] List all proposal prices, adjusted where appropriate by the application of all applicable preferences. Offeror #1- Non-Alaskan Offeror $40,000 Offeror #2- Alaskan Offeror $42,750 Offeror #3- Alaskan Offeror $47,500 [STEP 2] Convert cost to points using this formula. [(Price of Lowest Cost Proposal) x (Maximum Points for Cost)] =______________POINTS (Cost of Each Higher Priced Proposal) The RFP allotted 70% (70 points) of the total of 100 points for cost. Offeror #1 receives 70 points. The reason they receive that amount is because the lowest cost proposal, in this case $40,000, receives the maximum number of points allocated to cost, 70 points. Offeror #2 receives 65.5 points. $40,000 x 70 = 2,800,000 ÷ $42,750 = 65.5 Lowest Max Offeror #2Points Cost Points Adjusted By The Application Of All Applicable Preferences RFP 2007-0200-6921 Page 16 5/31/10
  19. 19. Core Telecommunications Services RFP 2007-0200-6921 Offeror #3 receives 58.6 points. $40,000 x 70 = 2,800,000 ÷ $47,500 = 58.9 Lowest Max Offeror #3 Points Cost Points Adjusted By The Application Of All Applicable Preferences 2.16 Alaskan Offeror's Preference AS 36.30.250 & 2 AAC 12.260 2 AAC 12.260(e) provides Alaskan Offerors a 10 percent overall evaluation point preference. Alaskan Bidders, as defined in AS 36.30.170(b), are eligible for the preference. This preference will be added to the overall evaluation score of each Alaskan Offeror. Each Alaskan Offeror will receive 10 percent of the total available points added to their evaluation score as a preference. EXAMPLE Alaskan Offeror's Preference [STEP 1] Determine the number of points available to Alaskan Offerors under the preference. Total number of points available - 100 Points 100 x 10% = 10 Total Points Alaskan Offerors Number of Points Available Percentage Preference Given to Alaskan Offerors Under the Preference [STEP 2] Add the preference points to the Alaskan offers. There are three Offerors; Offeror #1, Offeror #2, and Offeror #3. Offeror #2 and Offeror #3 are eligible for the Alaskan Offeror’s Preference. For the purpose of this example presume that all of the proposals have been completely evaluated based on the evaluation criteria in the RFP. Their scores at this point are: Offeror #1 - 89 points Offeror #2 - 80 points Offeror #3 - 88 points Offeror #2 and Offeror #3 each receive 10 additional points. The final scores for all of the offers are: RFP 2007-0200-6921 Page 17 5/31/10
  20. 20. Core Telecommunications Services RFP 2007-0200-6921 Offeror #1 - 89 points Offeror #2 - 90 points Offeror #3 - 98 points Offeror #3 is awarded the contract. 2.17 Contract Negotiation After final evaluation, the Procurement Officer may negotiate with the Offeror of the highest-ranked proposal. Negotiations, if held, shall be within the scope of the request for proposals and limited to those items which would not have an effect on the ranking of proposals. If the highest-ranked Offeror fails to provide necessary information for negotiations in a timely manner, or fails to negotiate in good faith, the State may terminate negotiations and negotiate with the Offeror of the next highest- ranked proposal. The Offeror will be responsible for their travel and per diem expenses. 2.18 Failure to Negotiate If the selected Offeror * fails to provide the information required to begin negotiations in a timely manner; or * fails to negotiate in good faith; or * indicates they cannot perform the contract within the budgeted funds available for the project; or * if the Offeror and the State, after a good faith effort, simply cannot come to terms, the State may terminate negotiations with the Offeror initially selected and commence negotiations with the next highest ranked Offeror. 2.19 Notice of Intent to Award (NIA) — Offeror Notification of Selection After the completion of contract negotiation the Procurement Officer will issue a written Notice of Intent to Award (NIA) and send copies to all Offerors. The NIA will set out the names of all Offerors and identify the proposal selected for award. 2.20 Protest RFP 2007-0200-6921 Page 18 5/31/10
  21. 21. Core Telecommunications Services RFP 2007-0200-6921 AS 36.30.560; provides that an interested party may protest the content of the RFP. An interested party is defined in 2 AAC 12.990(a)(7) as "an actual or prospective bidder or Offeror whose economic interest might be affected substantially and directly by the issuance of a contract solicitation, the award of a contract, or the failure to award a contract." If an interested party wishes to protest the content of a solicitation, the protest must be received, in writing, by the Procurement Officer at least ten days prior to the deadline for receipt of proposals. AS 36.30.560 also provides that an interested party may protest the award of a contract or the proposed award of a contract. If an Offeror wishes to protest the award of a contract or the proposed award of a contract, the protest must be received, in writing, by the Procurement Officer within ten days after the date the Notice of Intent to Award the contract is issued. A protester must have submitted a proposal in order to have sufficient standing to protest the proposed award of a contract. Protests must include the following information; (a) the name, address, and telephone number of the protester; (b) the signature of the protester or the protester's representative; (c) identification of the contracting agency and the solicitation or contract at issue; (d) a detailed statement of the legal and factual grounds of the protest including copies of relevant documents; and (e) the form of relief requested. Protests filed by telex or telegram are not acceptable because they do not contain a signature. Fax copies containing a signature are acceptable. The Procurement Officer will issue a written response to the protest. The response will set out the Procurement Officer's decision and contain the basis of the decision within the statutory time limit in AS 36.30.580. A copy of the decision will be furnished to the protester by certified mail, fax or another method that provides evidence of receipt. All Offerors will be notified of any protests. The review of protests, decisions of the Procurement Officer, appeals, and hearings, will be conducted in accordance with the State Procurement Code (AS 36.30), Article 8 " Legal and Contractual Remedies.” RFP 2007-0200-6921 Page 19 5/31/10
  22. 22. Core Telecommunications Services RFP 2007-0200-6921 SECTION THREE STANDARD CONTRACT INFORMATION 3.01 Contract Type State agencies will request services from the contract resulting from this RFP through the USD system and in coordination with ETS. The successful bidder shall not accept orders from any State Agency unless documented in the USD system. This contract will include two (2) types of pricing: * Some services will be firm fixed price * Some services will be provided on a quoted Time and Materials (T & M) basis per project, with not-to-exceed, maximum dollar amount limits. The State will request quotes on specific projects, the contractor shall provide quote as outlined in Attachment Six. If the quote is acceptable, the State shall direct the contractor to proceed. No travel costs will be allowed for work performed in Anchorage, Juneau and Fairbanks. Travel costs to other locations will be calculated from the closest fob point, and will be reimbursed in accor- dance with the Alaska Administrative Manual (AAM). 3.02 Contract Approval This RFP does not, by itself, obligate the State. The State's obligation will commence when the contract is approved by the Commissioner of the Department of Administration, or the Commissioner's designee. Upon written notice to the contractor, the State may set a different starting date for the contract. The State will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the State. 3.03 Standard Contract Provisions The contractor will be required to sign and submit the attached State's Standard Agreement Form for Goods and Non-Professional Services. The contractor must comply with the contract provisions set out in this attachment. No alteration of these provisions will be permitted without prior written approval from the Department of Law. Objections to any of the provisions in Appendix A1 must be set out in the Offeror’s proposal. RFP 2007-0200-6921 Page 20 5/31/10
  23. 23. Core Telecommunications Services RFP 2007-0200-6921 3.04 Proposal as a Part of the Contract Part or all of this RFP and the successful proposal may be incorporated into the contract. 3.05 Additional Terms and Conditions The State reserves the right to add terms and conditions during contract negotiations. These terms and conditions will be within the scope of the RFP and will not affect the proposal evaluations. 3.06 Insurance Requirements The successful Offeror must provide proof of workers' compensation insurance prior to contract approval. The successful Offeror must secure the insurance coverage required by the State. The coverage must be satisfactory to the Division of Risk Management. An Offeror's failure to provide evidence of such insurance coverage is a material breach and grounds for withdrawal of the award or termination of the contract. Offerors must review form Appendix B1 (attached) for details on required coverage. No alteration of these requirements will be permitted without prior written approval from the Department of Administration, Division of Risk Management. Objections to any of the requirements in APPENDIX B1 must be set out in the offeror’s proposal. 3.07 Contract Funding Approval or continuation of a contract resulting from this RFP is contingent upon legislative appropriation. 3.08 Proposed Payment Procedures The State will make payments based on a negotiated payment schedule agreed to by the State and the Contractor. Each billing must consist of an invoice and explanation of services rendered. No payment will be made until the deliverables, explanation of services and invoice(s) have been approved by the State’s Project Manager. 3.09 Contract Payment RFP 2007-0200-6921 Page 21 5/31/10
  24. 24. Core Telecommunications Services RFP 2007-0200-6921 No payment will be made until the contract is approved by the Commissioner of the Department of Administration, the Commissioner's designee or the Procurement Officer. Under no conditions will the state be liable for the payment of any interest charges associated with the cost of the contract. The State is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S. currency. 3.10 Informal Debriefing When the contract is completed, an informal debriefing may be performed at the discretion of the Project Director. If performed, the scope of the debriefing will be limited to the work performed by the contractor. 3.11 Contract Personnel Contractor staff must meet all agency security requirements and/or background checks required by the State Project Manager. Any change of the project team members named in the proposal must be approved, in advance and in writing, by the project director. Personnel changes that are not approved by the state may be grounds for the state to terminate the contract. 3.12 Inspection & Modification - Reimbursement for Unacceptable Deliverables The contractor is responsible for the completion of all work set out in the contract. All work is subject to inspection, evaluation, and approval by the project director. The state may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract. Should the project director determine that corrections or modifications are necessary in order to accomplish its intent, the project director may direct the contractor to make such changes. The contractor will not unreasonably withhold such changes. Substantial failure of the contractor to perform the contract may cause the state to terminate the contract. In this event, the state may require the contractor to reimburse monies paid (based on the identified portion of unacceptable work received) and may seek associated damages. 3.13 Termination for Default RFP 2007-0200-6921 Page 22 5/31/10
  25. 25. Core Telecommunications Services RFP 2007-0200-6921 If the project director determines that the contractor has refused to perform the work or has failed to perform the work with such diligence as to ensure its timely and accurate completion, the state may, by providing written notice to the contractor, terminate the contractor's right to proceed with part or all of the remaining work. This clause does not restrict the state's termination rights under the contract provisions of Appendix A1, attached. 3.14 Contract Changes - Unanticipated Amendments During the course of this contract, the contractor may be required to perform additional work. That work will be within the general scope of the initial contract. When additional work is required, the Project Director will provide the contractor a written description of the additional work and request the contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost and pricing data must be provided to justify the cost of such amendments per AS 36.30.400. The contractor will not commence additional work until the Project Director has secured any required state approvals necessary for the amendment and issued a written contract amendment, approved by the Commissioner of the Department of Administration or the Commissioner's designee. 3.15 Contract Invalidation If any provision of this contract is found to be invalid, such invalidation will not be construed to invalidate the entire contract. 3.16 Contract Cancellation The State reserves the right to cancel the contract, in whole or in part, at its convenience upon thirty (30) calendar days written notice to the contractor. The State is liable only for payment in accordance with the payment provisions of this contract for services or supplies provided before the effective date of termination. RFP 2007-0200-6921 Page 23 5/31/10
  26. 26. Core Telecommunications Services RFP 2007-0200-6921 SECTION FOUR BACKGROUND INFORMATION 4.01 Background Information The State of Alaska telecommunications environment enables government to meet the needs of State citizens. The state of Alaska’s landmass (over 586,412 square miles) is equivalent to one-fifth the size of the lower 48 states combined. Spanning a distance of 1,400 miles from north to south, and 2,700 miles from east to west, Alaska covers an extensive variety of terrain ranging from temperate island rain forests to desert-like arctic tundra. Spread across the state’s vast expanse of land, Alaska’s 627,000 plus citizens inhabit communities that vary from the State’s largest city, Anchorage, with a population of over 260,000, to small towns and villages, many with populations of less than fifty. Forty-four of the State’s two hundred and seventy seven communities are connected by roadways, but only thirty percent of roads are paved. Seasonal weather conditions routinely cut-off communities from air, sea and land transportation. Reliable cost-effective telecommunications are a basic life and safety requirement. Low population density combined with harsh weather conditions, extreme terrain, and a lack of transportation infrastructure has constricted telecommunications infrastructure development. Conversely, these same factors make reliable and affordable telecommunications services critical to maintaining the often-precarious lines of communications that tie communities in Alaska together. Like other States where low population density and a highly regulated telecommunications environment restrict the build-out of telecommunications infrastructure in rural areas, the State of Alaska builds and maintains a significant telecommunications infrastructure. The State’s telecommunications infrastructure is supplemented by the procurement of communications services from the vendor community. In December 2003, the State awarded Contract 99-220A, for Core Telecommunications Services to GCI Communications Corporation (GCI) and has exercised two (2) one-year contract extensions. The expiration date of this contract is June 17, 2007. The contract has centered on the development of a secure, robust and converged network that includes data, voice and video services. The Proposer responding to this RFP shall submit within their proposal a unique approach to assisting ETS with the maintenance and operations of their converged environments to insure compliance with Service Level Agreements with SOA agencies. RFP 2007-0200-6921 Page 24 5/31/10
  27. 27. Core Telecommunications Services RFP 2007-0200-6921 This Request for Proposals (RFP) is for the operation and maintenance of all existing State of Alaska, executive branch and co-op partner agency telephone, data, and video networks. Integral to these services is the provision of help desk services for all services provided across the State of Alaska networks, including some services which are not provided by the successful proposer under this RFP. Such services will be referred to level two help centers or appropriate ETS, commercial or agency service provider(s) for provisioning. 4.02 Organization Overview The State Government of Alaska is comprised of three branches: Executive, Legislative and Judicial. Although all three branches of government provide a variety of services directly to the public, the Executive branch, by nature of its role as the prime executor of legislative and judicial policy, provides most of the services one would recognize as being associated with State government. In addition to its role in providing typical “State” services, the State of Alaska also provides many of the services that would typically be reserved for county and local government in the lower 48 states. As a result, the State provides a much broader portfolio of services to its constituents than would characteristically be required of a State government in the rest of the United States. In addition to the three branches and their component organizations, the State provides services to its citizenry through a number of independent agencies and institutions that are not specifically subordinate to any branch of government. Several organizations, such as the Alaska Railroad and the Alaska Housing Finance Corporation, though integral to the State’s provision of services, have legal identities separate and distinct from the State government. Inside the executive branch, the Department of Administration is statutorily required to provide certain key administrative and logistical support services to executive branch and other State agencies. The Department of Administration division chiefly responsible for meeting the State’s technology needs is the Enterprise Technology Services Division (ETS). ETS provides centralized data processing, data communications and telecommunications services for State agencies under Alaska Statute AS 44.19.502-519 (Office of the Governor, Article 19— Telecommunications Information Council), AS 44.21.150-170 (Department of Administration, Article 3—Automatic Data Processing), AS 44.21.045 (Department of Administration, Article 1— Information Technology Group Fund), and AS 44.21.305-320 (Department of Administration, Article 7—Telecommunication). RFP 2007-0200-6921 Page 25 5/31/10
  28. 28. Core Telecommunications Services RFP 2007-0200-6921 Currently, ETS serves over 19,000 State employees in over 70 communities located across the State. Organizationally, ETS supports the Computing and Telecommunications needs of state agencies through a “charge-back” environment for those services. Charge back methodologies are on yearly basis broken down by agency, month, unit (phones), position (people) and usage (computer services). The State IT plan continues to outline the selective centralization of WAN/LAN infrastructure, services and user support. This can roughly be defined as infrastructure, including this RFP, enterprise services such as email and agency service applications. Enterprise software agreements with various vendors such as Microsoft and Symantec and the ongoing deployment of Voice Over Internet Protocol (VoIP) telephony continue to outline the “new” “demark” landscape. ETS provides oversight of a controlled change management and configuration management environment for this landscape, much of which was previously under the oversight of many individual organizations. Oversight, priorities, scope and costs of ETS are endorsed by the Administrative Service Directors and approved by the Enterprise Investment Board (EIB). A number of State agencies, responsible for critical public services, such as emergency preparedness, public safety, emergency medical response, fire protection, etc., have specific delegations (independent authority) for services associated with their particular communications responsibilities. In particular, the Department of Military and Veterans Affairs (DMVA) is statutorily responsible to support various aspects of emergency response communications in declared disasters, and is responsible for planning for the telecommunications infrastructure required to support emergency response communications in accordance with AS 26.23.040 (Emergency Services) and AS 26.23.170 (Communications). Agencies that operate outside of the authority of the Department of Administration (Court System, Legislature, University, Alaska Railroad and Alaska Housing Finance Corporation, etc.) have separate procurement authority and are not required to participate in this procurement effort. Their participation in this RFP is voluntary. RFP 2007-0200-6921 Page 26 5/31/10
  29. 29. Core Telecommunications Services RFP 2007-0200-6921 4.03 Current Environment The following section provides a description of the State’s existing core services infrastructure and includes information on the services the State provides and purchases. This overview is intended to provide the Proposer with a clear understanding of the State’s current environment. Overview As noted earlier, the State relies heavily upon telecommunications to provide government services to the citizens of Alaska and to facilitate the internal communications necessary to conduct daily business operations. Although the State does maintain local offices in many of the more remote areas of Alaska, the vast majority of the State’s telecommunications needs center on the triangle described by the major cities of Juneau, Anchorage and Fairbanks. Each of these key population centers is connected via telecommunications systems that are served by local ETS telecommunications Network Operations Centers (NOCs) in these communities. Several community locations are co-location facilities shared by the State and a provider (LEC, GCI, etc.) The systems consist of telecommunications equipment at each node, high-speed transmission lines between nodes, circuits linking outlying communities to the closest node, and local lines connecting State agencies within these outlying communities. Various other systems, which are otherwise independently maintained and operated (e.g., the University of Alaska) are also inter-connected to, and served by, the network. The State relies on several backbone transport mechanisms as well as ancillary systems and services to meet its telecommunications needs. Many of these systems and related components are interconnected and not easily separated. For descriptive purposes, however, the State owned systems that are within the scope of this RFP have been organized into the following categories in production effective 2/28/07: • Basic telephone service (Legacy PBX & switching equipment) o Anchorage (2,000+ Meridian phones) o Juneau (6,000+ Meridian phones) o Fairbanks (2,400+ Meridian phones) • VoIP Telephone Maintenance and support services o Anchorage (4,482+ VoIP phones / 168 analog devices – Enterprise Core) o Juneau (1152+ VOIP phones / 48 analog devices - Enterprise Core) o Fairbanks (Enterprise Core) • Small PBX(3rd party) & loop telephone Maintenance and support services o Anchorage (11-200), Juneau(5-120) and Fairbanks(3-250) – approx. 570 handsets o Matsu area (32) – approx. 800 handsets RFP 2007-0200-6921 Page 27 5/31/10
  30. 30. Core Telecommunications Services RFP 2007-0200-6921 o Kenai Peninsula including Kodiak (52) – approx. 1000 handsets o Approximately 179 small PBX (s) in 57 communities with 3000 handsets. • Long distance service o VoIP and PBX infrastructure(s) have eliminated long distance toll (Juneau, An- chorage, Fairbanks) o Virtual Telephony Network (VTN) methodologies have eliminated long distance toll in some locations where direct connectivity to core VOIP or PBX systems are difficult. These are small PBX (3rd party) served SOA sites. • Teleconferencing o ETS has two audio conference system options – MICB and a GCI audio bridge. o Video conferencing - 25 sites in Anchorage, Juneau and Fairbanks are on a guar- anteed bandwidth (separate and distinct from the WAN) network provided and operated by GCI as part of the Core Services contract. o The State will deploy advanced conferencing such as webex or meeting place. • WAN connectivity o Core backbone: DS3 speeds or better between seven facilities in Anchorage, Juneau and Fairbanks. o ETS has deployed WAN access to 450+ sites in 70 communities. o Internet access (ISP) - ETS has 2 Internet access points in Juneau (18 mbps) and Anchorage (27mbps); these points are expanded over specific weeks of time for events such as an elections process or the Alaska permanent fund registration. Other telecommunications services, such as provisioning for cell phone, frame relay, state owned microwave deployment, Cisco Smartnet maintenance and general provisioning of handsets and circuits are not included in this solicitation. Offers on this agreement shall include DS3 or higher backbone services within the core as described within this RFP. System diagrams included provide a high-level view of these systems and their connectivity. Attachment 7 provides a comprehensive, detailed Asset Inventory of all of these in-scope systems and system components, as well as additional maps and diagrams. 4.04 Telephone Service (Local Exchange Service, State- Owned PBX, and VoIP) ETS provides local and long distance phone service to agencies in Juneau, Anchorage and Fairbanks through a State-owned, interconnected voice switching system that includes three primary components: RFP 2007-0200-6921 Page 28 5/31/10
  31. 31. Core Telecommunications Services RFP 2007-0200-6921 • Northern Telecom (Nortel) Meridian Private Branch Exchange (PBX) Network including Remote Peripheral and Intelligent Peripheral Equipment (RPE and IPE). • State owned transmission facilities. Leased circuits such as T-1, ISDN, OPX, and foreign exchange lines. The State currently uses Avotus Attendant Directory Services and the USD system(s) to capture asset and call detail record information. RFP 2007-0200-6921 Page 29 5/31/10
  32. 32. Core Telecommunications Services RFP 2007-0200-6921 Figure 4.04.1 Basic Telephone Service (Local Service and State- Owned PBX) Prior to December 31, 2006 - The heart of the ETS’ legacy voice switch system was a Nortel Meridian PBX network which consists of three Nortel Meridian Option 81C PBXs, one 11C and 47 RPE/IPE sites. # of Lic. Ports in Phones in Site Architecture Ports Use Use Anchorage Nortel Phones 7000 2200 Meridian Max Voicemail 4036 TOTALS 7000 0 2200 RFP 2007-0200-6921 Page 30 5/31/10
  33. 33. Core Telecommunications Services RFP 2007-0200-6921 Fairbanks Nortel Phones 2500 1861 Peger Rd Meridian Max Voicemail 1085 TOTALS 2500 1085 1861 Fairbanks Nortel Phones 400 198 Airport Meridian Max Voicemail 150 TOTALS 400 198 TOTAL FOR FAIRBANKS 2900 0 2059 Juneau Nortel Phones 7000 4992 Meridian Max Voicemail 4031 TOTALS 7000 0 4992 TOTAL ALL LOCATIONS 16900 0 9251 Figure 4.04.2 ETS PBX Ports and Usage by Location Maintenance, repair, and operation of the State-owned PBXs are provided by the contractor under the Core Services Contract. The current contract expires on 6/17/2007. PBX switching equipment is interconnected using a combination of programming, wire line and wireless transmission facilities; some elements are provided by private vendors, others are owned by the State; Public Switched Telephone Network (PSTN), inter-exchange carrier and leased line access points. Of the State’s 20,000+ phone handsets, approximately 9,251 are Nortel Meridian feature sets, 5,500 are analog, 5,800 are Cisco VoIP, and 135 are SL1 sets. Enhanced and common telephone features utilized by State agencies include (but are not limited to) Voice Mail, Voice Forms, Call Forward, Conference, Transfer, Call Park, Speed Call, Automatic Call Distribution (ACD), and Auto Attendant. Local telephone service is currently provided by GCI. Voice Over Internet Protocol (VoIP) The State of Alaska serves agencies at 28 VOIP sites that use Cisco technology. The “legacy” VoIP phone core which supports 8 sites should be converted to the new core by June 2007 and is located within the Anchorage and Juneau NOCs. Site Call Mgr Call Mgr Unity Total # Address Publisher Subscriber Server IPCC Phones CER Juneau 5th Fl SOB 1 1 1 1 98 VoIP; 48 analog 1 Vital Stats 64 VoIP Anchorage Tudor 48 VoIP ADCA 1 1 1 34 VoIP; 96 analog 1 Jail 1 1 1 98 VoIP; 24 analog RFP 2007-0200-6921 Page 31 5/31/10
  34. 34. Core Telecommunications Services RFP 2007-0200-6921 API 1 246 VoIP; 48 analog MHLT 27 VoIP DHSS 29 VoIP TOTALS 3 4 2 1 643 VoIP; 216 analog 2 These sites may include Cisco’s Call Mangers, Unity Voice Mail Servers, ICD Servers and approximately 650 VoIP phones. These sites are deliver voice and data services over the VoIP infrastructure with QoS enabled to ensure the delivery of voice traffic to each of these locations. During 2006, the Telephone Replacement Capital Project created a new VOIP core, transitioned 20 sites in downtown Anchorage and one site in Juneau, representing 3,000 phones and 1,000 phones respectively. The deployment reduced the number of PBX served meridian phones in Anchorage to 2,200 handsets and in Juneau to 4,900 handsets. In May 2006, World Wide Technology (WWT) was contracted to implement the Telephone Replacement Project (Phase I). The components of the IP telephony project include: • Creation and deployment of the Core “heartbeat” in Anchorage, Juneau and Fairbanks to sup- port up to 20,000 phones. • Migration of 9,000 Meridian Voicemail boxes to the Cisco Unity platform. • Deployment of 3,000 Cisco IP phones to 20 targeted sites in Anchorage by December 31, 2006. • Deployment of a telephone billing system (Avotus) that will be associated to both the legacy PBX and IP Telephony environments. The following diagram depicts the sites that were “in scope” of Phase I of the Telephone Replacement Project. RFP 2007-0200-6921 Page 32 5/31/10
  35. 35. Core Telecommunications Services RFP 2007-0200-6921 Figure 4.04.3 Telephone Replacement Project Sites – Phase I The FY07 CIP - Telephone Replacement Project - Phase I - deployed approximately 3,000 Cisco VoIP phones in the following locations (legacy RPE sites) effective 2/28/07: • Atwood Building- 550 W 7th Avenue (1335 phones) • 707 A Street (36 phones) • 1016 W. 6th (77 phones) • 900 W. 5th (151 phones) • 235 W 8th (49 phones) • 555 Cordova Street (309 phones) • 619 Ship Creek (97 phones) • 310 K Street (168 phones) • 1300 E. 4th (71 phones) • 716 4th Ave (144 phones) • 400 Gambell St (148 phones) • 800 A Street (62 phones) • 718 L Street (21 phones) • 3301 Eagle Street (348 phones) • 3300 Fairbanks Street (28 phones) • 1031 W 4th (285 phones) RFP 2007-0200-6921 Page 33 5/31/10
  36. 36. Core Telecommunications Services RFP 2007-0200-6921 • 516 E Street (25 phones) • 1251 Muldoon (196 phones) • 4111 Aviation Avenue (410 phones) • 550 W 8th (150 phones) FY07 CIP - Telephone Replacement Project - Phase II • 333 Willoughby (Juneau) – State Office Building (1000 phones) • 550 w. 7th (Anchorage) – Atwood building (300 phones) It is the intent of the State to convert all legacy VoIP, all remaining PBX phones and any small (3rd party) services within the Anchorage, Juneau or Fairbanks areas to this system. 4.05 Measured Telephone Services (Long Distance) Long Distance (LD) for Interstate calls and Intrastate calls to destinations other than the three major Alaska population centers of Juneau, Anchorage and Fairbanks are provided by GCI on Primary Rate T1 Interface (PRI). Long-distance trunking capacities are: in Juneau (7 ea. PRI T1, 163 trunks), Anchorage (5 ea. PRI, 118 trunks) and Fairbanks (2 ea. PRI, 46 trunks). The State of Alaska Telecommunications System, (SATS), a combination of State-owned microwave, fiber, copper in addition to leased facilities, form a private network to carry calls between the major centers with no per minute costing. The trunking capacities are: between Juneau- Anchorage (5 ea. PRI, 118 ea. trunks), Juneau-Fairbanks (1 ea. PRI, 23 ea. trunks) and Anchorage- Fairbanks (3 ea. PRI, 70 ea. trunks). If the SATS network is down or saturated it will automatically overflow calls to LD. Other SATS trunk connections that exist from Anchorage: MTA-Wasilla, ACS-Soldotna, ACS-Kodiak, DMVA, Wildwood. Virtual Telephony Network (VTN), is a service connecting “3rd party” systems virtually into Core locations. The 3rd party locations interface to a LEC (GCI) with a PRI T1. Core VTN trunking capacities are: in Juneau (1 ea. PRI, 23 trunks), Anchorage (1 ea. PRI, 23 trunks) and Fairbanks (1 ea. PRI, 23 trunks). Local calling is provided by standard T1 interface to GCI. The trunking capacities are: in Juneau (8 ea. T1, 192 trunks) plus 35 analog trunks, Anchorage (14 ea. T1, 336 trunks) and Fairbanks (4 ea. T1, 96 trunks). GCI provides the State’s toll-free service. In Juneau, a direct termination 800 inbound service exists for AMHS (1 ea. T1, 24 trunks). These annual minutes of usage were compiled using data from a one year period 1998-1999. This information is for reference only; provider can further verify independently. RFP 2007-0200-6921 Page 34 5/31/10
  37. 37. Core Telecommunications Services RFP 2007-0200-6921 Intrastate Interstate Location Minutes Minutes Off State System Long Distance (GCI) Anchorage 1,051,921.40 759,322.60 Fairbanks 568,492.00 171,113.40 Juneau 1,988,350.70 1,312,500.90 Sub-Total 3,608,764.10 2,242,936.90 State Owned System Long Distance (SATS) Anchorage 2,724,075.20 n/a Fairbanks 743,170.20 n/a Juneau 3,182,648.10 n/a Sub-Total 6,649,893.50 n/a Total 10,258,657.60 2,242,936.90 Figure 4.05.1 Annual Long Distance Minutes by Location and by Type 4.06 Audio Teleconference Bridge System Audio teleconferencing is available through a bridge in Juneau. ETS provides this capability through two separate 32 port Meridian Integrated Conference Bridges (MICB) (64 available for conference) installed on the Juneau Option 81C PBX. ETS has been maintaining this bridge with assistance from GCI/Alcantel and providing scheduling services through the ETS Help Center. ETS provides “800” toll free access to the bridge as needed. These services are offered on a call-in basis, and no special equipment is required. The teleconference bridge automatically adjusts the volume on each incoming line so that meeting participants hear and are heard at a uniform level. This allows conversations to overlap naturally, without clipping off a sentence when another person begins speaking. The State requires that the vendor be able to provide additional managed audio conference service as described more fully later in this RFP. SOA Conference Calls Statistics 2006 Participants Daily Daily Daily Duration (includes Number Duration Participant Call (Minutes) Moderator) of Calls Average Average Average January 179974 4158 667 8181 189 30 February 158265 3489 607 7913 174 30 March 188684 4170 718 8204 181 31 April 155276 3691 635 7764 185 32 May 163362 3739 686 7103 163 30 June 136695 3189 588 6213 145 27 RFP 2007-0200-6921 Page 35 5/31/10
  38. 38. Core Telecommunications Services RFP 2007-0200-6921 July 103747 2498 466 4940 119 22 August 144964 3382 578 6303 147 25 September 151180 3287 582 7199 157 28 October November December Yearly Total 1382147 31603 5527 63820 1459 255 4.07 Videoconferencing The State currently has at least 25 conference rooms fully equipped with videoconferencing equipment and available to the Enterprise for use on a “first- come first-serve” basis (with the exception of the Governor’s Offices). These sites consist of H.323 compliant Polycom brand videoconference units, monitors and carts and are run on an entirely separate network from the State WAN. See figure 4.07.1 below for conference room locations. Agency/Host Location ANCHORAGE GOV., Atwood Building, 17th Floor 550 West 7th Ave., 17th Floor Gov’s Office Conf. Rm. ETS, Atwood Building, 18th Floor 550 West 7th Ave., 18th Floor Conf. Rm. DOA, Atwood Building, 19th Floor 550 West 7th Ave., 19th Floor DOA-CO Conf. Rm. ETS, Alaska Data Center Anchorage 3300 Fairbanks St., Conf. Rm., ETS Conf. Rm. H&SS, Medical Assistance Office 4501 Business Park Blvd., Building L, Conf Rm. 2 H&SS, Frontier Building 3601 C. Street, 8th Floor, Room 880 Legislative Information Office - Anchorage 716 West 4th Ave., 2nd Floor, Suite 220 ETS, Telecom Anchorage 5900 Tudor Road, Conf. Room FAIRBANKS Legislative Information Office - Fairbanks 119 North Cushman St., Suite 101 GOV., Fairbanks Regional Office Building 675 7th Ave, 2nd Floor, Station H4 JUNEAU GOV., Capital Building Capital Building DOT-CO 3132 Channel Drive, 3rd Floor, DOT-CO Conf. Rm. H&SS, 1st floor AOB 350 Main St, 1st Floor, AOB 123 H&SS, Medical Assistance Office 350 Main Street, 4th Floor, AOB 416 Legislative Information Office - Juneau 129 6th Street, Terry Miller Blding, 1st Floor Permanent Fund Office Goldbelt Bldg., 801 W. Street, 3rd Floor, Suite 302 SOB 10th Floor DOA Commissioner 333 Willoughby Ave., 10th Floor, (DOA-CO) Conf. Rm. SOB 10th Floor Labor Relations 333 Willoughby, 10th Floor, DOA-CO Conf. Rm. SOB 9th Floor 9A DCCED 333 Willoughby Ave., 9A, DCCED Conf. Rm. SOB 6th Floor DRB 333 Willoughby; 6th Floor, DRB Conf. Rm. SOB 5th Floor ETS 333 Willoughby Ave., 5th Floor, ETS Conf. Rm. RFP 2007-0200-6921 Page 36 5/31/10
  39. 39. Core Telecommunications Services RFP 2007-0200-6921 Figure 4.07.1 Shared Video Conferencing Facilities by Location 4.08 WAN Connectivity Dedicated circuits (copper, fiber, microwave or other), are provided by ETS to State agencies for data, video and voice traffic. This includes a variety of broadband access (dial-up, cable modem, DSL or wireless), virtual private network or other network services contracted for, partnered with or provided by the State of Alaska, including Internet access and network connections to State computers. The ETS WAN consists of over a thousand circuits of which 678 are leased. Circuit capacities range from 56kbps to OC-3. ETS is in the process of phasing out the use of 56kps circuits in favor of a T-1 minimum. Costs include leased service from common carriers, facilities, equipment costs, and personnel services. Leased lines are provided by GCI, ACS, AT&T, and Local Exchange Carriers. ETS currently maintains a multi-protocol backbone WAN that connects LANs in 70 communities across the state, the highest concentration of which are in Anchorage, Fairbanks and Juneau. Agency connections are made via dedicated leased lines to the regional backbone hubs. In all, ETS provides Wide Area Network (WAN) connectivity to approximately 20,199 users across the state. WAN transport occurs over a frame relay network provided by GCI & AT&T in 30 of the 70 communities. Remaining transport is provided over the State-owned SATS microwave system and Local Exchange Providers. Speeds of the wan data links vary from 56kbps to multiple T-1s. The State WAN is comprised of approximately 450+ Cisco routers connected within each city as a Municipal Area Network (MAN), a single hub router from each city routes to a major network node in Anchorage, Juneau or Fairbanks. ETS owns and GCI and the State maintain the routers across the WAN. With the deployment of the Network Security Initiative (NSI) project in 2006, 90 percent of all routers have been replaced to meet standard security requirements. Access to all routers is secured using Cisco TACACS and Access Control Server. Routers have standard configurations, a standard operating system, AAA configurations, Qos and a SANS based security configuration. The SOA WAN consists of 2 Class B address blocks and an additional few class blocks providing Internet addresses available to connect to national and international networks. In addition, metro Ethernet is employed in Juneau, Anchorage, Fairbanks and other cities which have that resource. An inventory of routers, switches and WAN sites is provided in Attachment 7. The Wide Area Network Topography map describes a backbone consisting of a redundant, commercial DS-3 circuit between Juneau and Anchorage. There is a redundant microwave DS-3 circuit between Anchorage and Fairbanks. In addition to data traffic, these links carry QOS quality Voice Traffic between the State’s PBX’s. These backbone links provide data transport for the core network. RFP 2007-0200-6921 Page 37 5/31/10
  40. 40. Core Telecommunications Services RFP 2007-0200-6921 Figure 4.08.1 Wide Area Network Topography 4.09 Internet Access The State has two primary Internet access points, one in Juneau and the other in Anchorage. The bandwidth allocation for Anchorage is currently 27 mbps and 18mbps for Juneau. The Internet connectivity both in Juneau and Anchorage is running at about 80% capacity with higher peaks. Internet growth is anticipated to continue at both of these locations, requiring increased future capacity. The State has deployed a DMZ at these access points. The DMZ(s) have a firewall at the incoming edge, a tightly monitored & routed environment with VPN, extra-net services, IDS, NAM, Websense, Proxy services and other tools. Quality of Service (Qos) is used throughout the network to reduce non-business traffic and assist with potential traffic congestion throughout the network. RFP 2007-0200-6921 Page 38 5/31/10
  41. 41. Core Telecommunications Services RFP 2007-0200-6921 4.10 End User Support Services - Help Desk GCI currently provides a 24 x 7 x 365 Service Center end user support services “help desk” as part of the Core Services Contract. GCI responds to all initial service requests including moves, adds and changes, and responses to all user questions. The State’s Toll free access number 888-565-8680 is maintained to the Service Center to allow access for all SOA agencies served by ETS. All trouble or service requests are recorded by help center staff into the State’s trouble / service ticket system, CA Unicenter service desk. Trouble and service calls for all systems are referred in the following order and may be resolved or escalated at any level. 1. SOA service center (GCI) 2. Tier II service center (CNCC – GCI) 3. Tier II network staff (ETS – NSS) 4. Agency Staff Service calls fall into six categories with service response / resolution targets. These are further described in Attachment 6. SECTION FIVE SCOPE OF WORK 5.01 Needs and Requirements RFP 2007-0200-6921 Page 39 5/31/10
  42. 42. Core Telecommunications Services RFP 2007-0200-6921 Summary The following sections outline the State’s current environment, functional requirements and Service Level Agreements (SLA’s) for each in-scope service component. They have been divided and grouped into various “service components.” Failure to fully respond to the requirements of a service component may result in rejection of the Offeror’s response. Questions in Section 5.04 through 5.13.13 are included so that the State can insure that an offeror is responsive to the minimum mandatory requirements. Questions in Section 5.14.1 through 5.17.8 will be scored. The State’s telecommunications service Provider will be required to perform all of the in-scope telecommunications services that the State currently performs, or procures, and has identified as a mandatory service. Unless otherwise noted, all components of section five are mandatory. Service Components In order to provide a logical and uniform framework for considering and communicating the State’s telecommunications needs, the continuum of services included in the scope of this RFP components are defined as follows: Bundle 1 - Wired Telephony Services — Voice switching including PBX, RPE/IPE, key systems, and Centrex services; Voice over Internet Protocol (VoIP) at all 28 sites, future VoIP sites deployed as Greenfield and/or the Telephone Replacement Project, cabling; voicemail, Enhanced Telephony Services; local telephone services; long distance services; toll free services, audio teleconferencing; maintenance and repair; moves, adds and changes for all systems. The State expects proposers will show a reduced cost for maintenance of the VOIP system(s). a. Small PBX support – Following general SOA guidelines provide consulting, needs assessment, design services, acquisition, and Public Switched Telephone Network (PSTN) to IP network media gateway services. Bundle 2 - Data Network Services — Wide Area Networks including routers, hub routers, data switches, firewalls, intrusion detection systems, CSU/DSUs, and modem pools; frame relay including frame relay services and interface equipment; dedicated and shared line connectivity; Internet connectivity; remote Dial-up connectivity; DMZ services, network monitoring and management, Cisco CROS monitoring and management, DNS security; maintenance and repair; moves, adds and changes for all systems. a. Core Backbone Network connectivity: Low latency, high bandwidth, redundant circuits between seven core sites in Anchorage, Fairbanks & Juneau. Bundle 3 - Video Conferencing Services — Video Conferencing including bridges; video over IP packet network; moves, adds and changes; operations, maintenance, repair and reporting. RFP 2007-0200-6921 Page 40 5/31/10
  43. 43. Core Telecommunications Services RFP 2007-0200-6921 Bundle 4 - End-User Support Services — Help Desk; System Administration; System Requests; Other Support Services and reporting. Graphic depictions of the above components, including demarcation points, are contained in Attachment 8, Component Diagrams. 5.02 In- Scope Services and Departments The State requires the Provider to supply core telecommunication services to all State executive branch agencies and to all other entities to which the State’s Department of Administration currently provides telecommunications services. This includes those State agencies outside of the executive branch (e.g., the Legislature, the Court System, the University System, the Alaska Railroad, etc.) that have separate procurement authority, but may chose to participate in this procurement effort. Existing statute permits the Department of Military and Veteran Affairs (DMVA), an executive branch agency, to independently supplement telecommunications services in the event of a declared disaster. For the purposes of this RFP, all services described herein are considered in-scope for all executive branch agencies described as institution, office, department, commission, corporation, council or instrumentality. At any time, the Court system, Legislature, Alaska Railroad and University of Alaska may choose to exercise their independent authority(s) and procure telecommunication services from other vendors. Regardless of the initial designation of in or out of scope, all requests for telecommunications services fielded by the provider must be entered into the States’ USD service request system for disposition of the telecommunications request by ETS. Detailed information on the telecommunications assets and needs of agencies are provided in Attachment 7, Asset Inventory. 5.03 Retained Authorities Mandatory Requirements: The State will retain core technology management functions, including strategic planning, quality assurance, approvals for procurement of hardware/software, approvals for improvements and expansion of infrastructure and vendor/contract management. The State will retain authority over specific IT and telecommunications functions, as follows: a. Strategic and Operational planning — the State has final authority for and primary responsibility of technology strategic planning with assistance from the Provider. The Provider is expected to assist in: (i) development of goals and objectives; (ii) assessment of the current environment; (iii) analysis of alternatives; (iv) development of recommended directions and solutions; (v) development of technology standards; (vi) development of implementation plans; and RFP 2007-0200-6921 Page 41 5/31/10
  44. 44. Core Telecommunications Services RFP 2007-0200-6921 other areas as appropriate. The State will also retain primary responsibility and authority (with assistance from the Provider) over operational planning as it relates to the development and approval of initiatives that affect the Provider’s scope of services, and/or strategic directions of the State’s technology environment and contract with the Provider. This includes the statewide coordination and approval of specific departmental requests for service that are beyond the current scope of services provided by the Provider or directly modify the Service Level Agreements (SLAs) determined through this RFP process. b. Local Area Network Operations and Management — individual State agencies will continue to be responsible for the operation of their own local area networks (LANs). Recent implementation of VoIP telephony has changed the landscape environment to now require oversight and coordination of change and configuration management on the LANs with VoIP data switches. Oversight of the LAN environments by ETS was approved by policy change through the Administrative Services Directors and the Enterprise Investment Board, chairing IT Governance for the State of Alaska. Agency LAN administrators will continue to provide support to users from the WAN point-of-presence to the desktop. The Provider is expected to work closely with both ETS and LAN administrative staff to resolve WAN/LAN configuration issues and to resolve system performance issues. c. Co-location Services — The State may wish to co-locate equipment with the provider. The State does not expect to pay any lease cost for space identified and used as co-location space for telecommunication equipment during the life of this agreement. d. Technology Retooling Approval — the State retains the right to accept or reject any Provider proposed technology update plan that significantly changes the State’s service system infrastructure. It is expected that the State and the Provider will work closely together in the evaluation of new technologies and the development of any plans to upgrade or update the State’s telecommunications systems. Nevertheless, the State reserves the right to prohibit the use of any technology that the State deems cost prohibitive, unproven or may put the health and reliability of telecommunications, at risk, particularly Safety of Life related telecommunications. e. Business Process Reengineering — it is possible that the Provider may propose, initiate, and conduct technology infrastructure changes that result in business process reengineering efforts at the State. The State will retain primary responsibility and authority over: approving these efforts; coordinating/resolving labor-related issues; and ensuring that performance metrics (including before and after) are accurately and appropriately developed. f. Contract Management — the State will be responsible for managing the contract and relationship with the Provider. The Provider will be responsible for managing all contracts and relationships with subcontractors. g. Budgeting — State agencies will be responsible for the annual budget for their telecommunications operations. The Provider shall provide periodic estimates (annual and/or quarterly reports), for the services included in this RFP, including all subcontracts, and for additional services planned or anticipated by the State in subsequent years. RFP 2007-0200-6921 Page 42 5/31/10
  45. 45. Core Telecommunications Services RFP 2007-0200-6921 h. Billing and Chargeback — the State will continue to provide billing and charge-back services for those functions and services that the Enterprise Technology Services Division continues to provide to State agencies. The Provider will be required to assume all other billing functions as delineated and defined per the requirements specific to each service bundle and must provide all billing in an electronic format as specified by the State. i. Quality Assurance – At the end of the first 6 months of service, the provider shall provide to the State an audit, including circuit layout records (CLR) and separate diagrams of video, data and voice video circuits. This report shall include recommended disconnects for inactive circuits. Thereafter, the provider shall provide this report once per annum. j. Validation and Verification—in addition to the quality assurance efforts provided by the Provider, the State will perform validation and verification activities over key projects and operational processes. The functions designated above as retained authorities and primary responsibilities of the State will be performed by State staff and/or independent consultants hired directly by the State as Independent Verification and Validation and (IV&V) contractors. The Provider will be required to fully cooperate with such authorities. k. Project Approvals – the State retains the authority to accept, reject or modify any projects, proposals, or requests to services provided within scope of this contract. l. Procurement – the State retains the authority to procure at its discretion, any hardware, software or bandwidth provisioning that relates to services provided within the scope of this contract. 5.04 Terms of Relationship and Disentanglement The term of any contract resulting from this RFP is subject to budget appropriations. For purposes of this RFP, assume an initial term of 3 years, with an option for the State, at its sole discretion, to extend the term for three (3) additional one (1) year renewal terms. Mandatory Requirements: The Provider shall provide full, complete, and timely cooperation in disentangling the relationship in the event that the contract expires or terminates. In the event of expiration or termination, the State expects that the Provider shall provide, at a minimum, but limited to, the following: return all State data and documentation to the State in format(s) the State can use; and allow the State or the new service provider access to any selected systems, infrastructure, or processes that have been employed in servicing the State, in accordance with methods and procedures to be agreed upon and established in any contract resulting from this RFP. In the event of the expiration or termination of the relationship between the State and your organization, your organization will be required to: RFP 2007-0200-6921 Page 43 5/31/10

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