Ethernet Communication Services RFP

Ethernet Communication Services Request For Proposal (RFP) for the State of Utah. Ethernet, High Speed Internet,
Telecommunication Services, Line Ethernet, LAN Ethernet.

Open 2/16/2018 10:00 AM MST Type Request for Proposal

Close 3/9/2018 3:00 PM MST Number JD18001-1
Currency US Dollar

Sealed Until 3/9/2018 3:00 PM MST

Contacts
Justin Dalton
justindalton@utah.gov

Commodity Codes
Commodity Code Description
Information technology telecommunications including call management systems or
43221
accessories including background music services
Components for information technology or broadcasting or telecommunications
43200 including media storage devices
80170 Professional communications services
Data services and internet services and software maintenance and computer
hardware maintenance including website design services and internet domains and
81112 database management software support and disaster recovery services and support
services
Telecommunications media services including network monitoring and mobile
83110 communications services and television services and radio services

Description
Issuing Procurement Unit State of Utah Division of Purchasing
Conducting Procurement Unit State of Utah Division of Purchasing

REQUEST FOR PROPOSALS

Communication Services RFP for the State of Utah

SOLICITATION #JD18001-1

This Request for Proposals ("RFP”) is issued in accordance with the Utah Procurement Code and
applicable administrative rules of the Utah Administrative Code. If any provision of this RFP conflicts
with the Utah Procurement Code or Utah Administrative Code, then the Utah Procurement Code or Utah
Administrative Code will take precedence.

Purpose of this Solicitation

The State of Utah has canceled award categories in solicitation #JD18001 for category A. LAN Ethernet
and B. LINE Ethernet, due to complications with the unclarified cost around these categories. In
correlation to solicitation #JD18001, the State of Utah is soliciting proposals for the provision of Ethernet
Communication Services. This RFP will be the major purchasing vehicle for most Ethernet services the

16 February 2018
State intends to purchase. The types of telecommunications services being sought include: A. LAN
Ethernet, B. Line Ethernet but will only be awarded as one award category called "Ethernet Services".

Any Offeror who has previously proposed to #JD18001 and was shown as passing stage 1, and 2
(Mandatory Minimum requirements and Technical requirements) will be allowed to use their same
"technical proposal" to submit to this RFP. This will also allow the evaluation team to keep the same
scores for these offeror(s) who have already proposed for the technical requirements in #JD18001. If
offeror has not previously proposed, offeror is allowed to propose in this RFP, but must provide all
information in this RFP.

Please make sure you provide yourself with sufficient time in order to completely fill out your proposal
and submit it onetime in the SciQuest System.

Multiple Contract Award Anticipated

Awards will be made on one category, Ethernet

It is anticipated that this RFP will result in multiple contract awards.
Services, which may include your LAN and LINE and other Ethernet Services offered. The State may
award multiple contracts per service type and per service area location. While cost is an important
evaluation criterion, the State will also evaluate the Vendor Profile, Technical, Service, and Administrative
merits of each proposed service when making the award decision. Vendors proposals must meet the
minimum score threshold identified in the score sheet in order to be eligible for an award. Vendor Profile,
Service, and Administrative areas are require for each vendor to fill out. The Technical area will only
require vendors to fill out for the specific services that the vendor offers.

Length of the Contract

The contract resulting from this RFP will be for FIVE (5) years.

Contract Expiration: Rate Protection and Survivorship

Rate Protection - Contractor(s) must maintain all contract and/or service order rates for a transition period,
not to exceed one year, following the contract expiration. This one year period will allow the
State/political subdivisions sufficient time to transition and convert to subsequent (new) contractor(s).
Service “minimums” will not be permitted since the very purpose for this “rate protection bridge” is to
permit the State/political subdivisions to convert to “new” contractor(s) as aggressively as possible
following subsequent contract award(s). New purchases and service orders may not be executed during the
extended transition period. If incumbent contractor(s) are successful in receiving a contract award during
the next solicitation period (approximately 2023), “new” contract rates would apply as agreements are
executed. The State does not guarantee any specific usage minimums in terms of circuit quantities, or
dollar volume. All contract terms and conditions will apply during the one year transition period.

Background

The state of Utah currently has contracts MA108, MA109, MA110, MA111, MA113, and MA114 in use
and is looking to procure a new statewide contract that will provide services including, but not limited to:
A. LAN Ethernet, B. Line Ethernet, C. Broadcast TV / Video Services, D. xDSL, E. Cable Modem IP
Service, F. Wavelength or Lambda Service, G. MPLS VPN, H. High Speed Internet Access, I. Intrastate
DS1 Services, J. Interstate DS1 Services, K. ISDN PRI, L. 1 Flat Business Line, M. 1 Flat Business Trunk,
N. DS3 Services, O. OC-3 and Higher Speed Circuits, P. Dark Fiber, Q. Software Defined Network SDN,
R. Emergency Location Services, S. Long Distance, T. Toll Free, U. Directory Assistance (DA), V. Audio

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Conferencing, W. SIP Ethernet, X. SIP Other, Y. Other Ethernet Services. Because of the cost
complications in the last RFP (#JD18001), categories A. LAN Ethernet, and B. LINE Ethernet, where
canceled and this RFP #JD18001-1, will be the replacement solicitation for such.

All Vendors are encouraged to respond as this RFP will be evaluated and awarded by the regional areas in
which the vendor's services are offered.

Current State of Utah Network Environment:

The Utah Department of Technology Services (DTS) provides centralized voice, video and data
communications, both wire-line and wireless, to Executive Branch and other governmental agencies.
These services range from standard public communications services, to customized call/contact center
systems. Services are delivered by utilizing a combination of Local Exchange Carrier (LEC), Competitive
Local Exchange Carrier (CLEC), Inter-Exchange Carrier (IEC), Value Added Reseller (VAR) services,
and State owned systems to provide the required communications infrastructure. The State utilizes
multiple different technologies and carrier services, with varying degrees of maturity in terms of product
life cycles. Legacy systems must be supported while new systems are planned and deployed. Planning
budgets are developed which cover both legacy support and new deployments. Each of the major
components comprising the State of Utah’s networking environment is discussed below.

Wide Area Data Network/Internet

The State operates a centrally managed Statewide Wide Area Network (WAN). This network utilizes
services from 13 exchange carriers, connecting over 300 locations to the two primary State data centers
and the Internet. The two primary data centers are located in Salt Lake and Richfield.

This network is comprised of an Ethernet core connected to remote sites via dedicated point-to-point
private line, wide area Ethernet, digital microwave and SONET fiber optic systems. Remote sites currently
gain access to the Internet primarily from central access points located at the two state data centers. The
DTS WAN is connected to the Internet via two primary service providers: Utah Education Network and
XO Communications. The XO service is provided at the Salt Lake Data Center. This is redundant fiber
gigabit service. DTS is in a confederated relationship with the Utah Education Network, which provides
networking services to public higher education and K-12 schools. Both the Salt Lake and Richfield Data
Centers have gigabit connectivity to UEN, which utilizes multiple different Internet Service Providers for
service. The State provides IP addressing (5 class B IPV4 ranges), DNS, VPN, Blackberry/Iphone
synchronization, e-mail, content filtering, firewall, and intrusion detection services for data users. The
State currently utilizes Google for e-mail/calendaring services.

Major communications links, utilizing CenturyLink and XO Communications fiber infrastructure, have
been established between the two primary DTS Data Centers in Salt Lake and Richfield. There is also a
state owned SONET digital microwave between the data centers which acts as a major data center
communications backup system. It provides significant fault tolerance, and provides for direct
connectivity from most WAN geographic communications hubs to the Salt Lake and Richfield Data
Centers

The Wide Area Network utilizes Cisco routers of various sizes and capabilities. Remote sites are typically
models 2900 series, 3900 series, 4000 series and ASRs. Core WAN and Hosting switches are 6500 and
6800 series. LAN access switches are a combination of HP, Cisco and Brocade.

While the Wide Area Network has proven to be highly reliable and beneficial in the deployment of new
agency data applications, it has been undergoing a major re-design in order to address network
convergence. The network is being enabled with more bandwidth, Quality of Service (QOS), and metro
Ethernet capabilities.

Voice/Call Center Networks 16 February 2018

Telephone services are provided to State agencies by DTS through a centralized telephone network and
staff of voice communication specialists. Voice services are provided to users utilizing both premise based
TDM telephone systems and newer Centralized IP telephone systems. These systems connect to the PSTN
using a combination of local exchange carrier provided analog trunks and/or 1 FB services as well as
ISDN Primary Rate services. Centralized IP systems utilize the private state WAN for inter-site
connectivity as well as ISDN, SIP and 1 FB trunking for PSTN connectivity.

DTS utilizes: 17 Avaya PBX systems as listed in the table below;

Quantity Version
3 CM 3.1
1 CM 4.0
2 CM 5.1
8 CM 5.2
2 CM 6.0
1 CM 6.3

Several of these systems also support remote sites utilizing Avaya EPNs and gateways. The State currently
has one (1) centralized Avaya Modular Messaging voice mail system that serves: 9,536 subscriber
mailboxes, Auto Attendants and Bulletin Boards for various agencies throughout the State.

The State Office Building (SOB) Avaya PBX system acts as a centralized trunking location for 12 of the
largest locations. TIE trunk connections carry toll and inter-site traffic between locations.

In addition to the Avaya systems, the state operates additional TDM premise telephone systems. There are
180 Telrad key systems, and two Tadiran systems also in service.

The state is migrating from these legacy systems to new Cisco IP telephony systems. This design is based
on a centralized call processing model, with Call Manager platforms managing systems statewide from its
two primary data centers. DTS has two Cisco Call Manager servers, Version 11.5 operating (one each) in
DTS’ Salt Lake and Richfield Data Centers. These servers provide call control to IP gateways supporting
69 remote VoIP locations. Centralized voice mail is provided by Cisco Unity Connection Version 7.1.3
(1,255 users at the 69 Cisco served locations). The WAN is utilized for inter-site telephone
communications and to connect to the call management and voice mail server.

Utah Communications Authority’s (UCA’s) microwave network is integrated with the carrier provided
network connections to connect these telephone systems to the Public Switched Telephone Network
(PSTN), allowing for TIE line and long distance interconnect. Adjunct Call Center Management,
Interactive Voice Response and voice mail systems are integrated with the State’s telephone systems at
agency locations based on agency and location specific needs.

The state operates several call center systems for various state agencies statewide. Legacy call center
services are provided by utilizing a combination of Avaya PPXs, connected to a centralized Avaya Call
Management System. The State Office Building houses a centralized Avaya Call Center Call Management
System (CMS), Release 16.3. Seven remote ACD Avaya locations utilize this system. DTS currently
owns 236 CMS CentreVu Supervisor licenses (RTUs) of which 192 are currently assigned between the
various remote ACD locations for agencies to utilize as a call center management tool.

This system is being phased out and users are migrating to the new centralized DTS Contact Center system
which is based on the Interactive Intelligence IP contact center platform. There are over 8 Interactive
Intelligence (ININ) Contact centers currently in operation with over 1,700 agents. New Contact Center
locations utilize Session Initiation Protocol (SIP) trunking for connectivity to the Public Network.
16 February 2018
Future Plans

The State is converging its various networks onto a common IP based backbone. Old TDM telephone
systems are being replaced with Cisco IP based centralized telephone systems. This process will take
several years, so legacy TDM networking will be required, but at lower and lower levels for a considerable
period of time
Optical Ethernet services are likely to make up an ever larger portion of the overall State network. While
many Wide Area Network locations are currently serviced with dedicated point-to-point DS-1services, the
State intends to migrate away from them over time. Today, most State locations utilize analog lines/trunks
or ISDN PRI trunks for telephony services. However, the State intends to migrate towards utilizing its
WAN and carrier provided Session Initiation Protocol (SIP) service for future voice services.

Utilization of the Internet is increasing at a steady rate. Remote sites are not connected directly to the
Internet at most locations, and must pass Internet related traffic over the private State WAN before being
routed over centralized Internet connections located at the two State data centers. This model is being
analyzed, and the State is looking at using a hybrid IWAN model as one possible future network
architecture. This model assumes many remote sites will be directly connected to the Internet over high
bandwidth, consumer grade communications links as well as dedicated private WAN Ethernet links to the
two data centers.

Additional future development is expected around Software Defined Networks (SDN), and the state is
interested in vendor offerings that may provide SDN type services.

Although most State applications are hosted in the State data centers, Cloud based services are being
evaluated for future development and implementation. The State is interested in both intra, and inter-state
transport services (MPLS or other secure transport) that vendors may offer. These services may be used
to connect State IT infrastructure to remote third party data centers offering Cloud based applications and
services.

Issuing Procurement Unit, Conducting Procurement Unit, and Solicitation Number

The State of Utah Division of Purchasing (referred to as “the State”) is both the issuing procurement unit
and the conducting procurement unit for this RFP. The reference number for this RFP is Solicitation
#JD18001. This solicitation number must be referred to on all proposals, correspondence, and
documentation submitted to the State relating to this RFP.

Additional Information

Offerors are prohibited from communications regarding this RFP with the conducting procurement unit
staff, evaluation committee members, or other associated individuals EXCEPT the State of Utah Division
of Purchasing procurement officer overseeing this RFP.

Wherever in this RFP an item is defined by using a trade name, brand name, or a manufacturer and/or
model number, it is intended that the words, “or equivalent” apply; and invites the submission of
equivalent products by the Offerors.

Offerors may be required to submit product samples to assist the chief procurement officer or head of a
procurement unit with independent procurement authority in evaluating whether a procurement item meets
the specifications and other requirements set forth in the request for proposals. Product samples must be
furnished free of charge unless otherwise stated in the request for proposals, and if not destroyed by
testing, will upon written request within any deadline stated in the request for proposals, be returned at the

16 February 2018
Offeror's expense. Samples must be labeled or otherwise identified as specified in the request for proposals
by the procurement unit.

The issuing procurement unit may not accept a proposal after the time for submission of a proposal has
expired.

The State reserves the right to conduct discussions with the Offerors who submit proposals determined to
be reasonably susceptible of being selected for award, but proposals may be accepted without discussions.

Evaluation Administrative and Mandatory Minimum Requirement Compliance

Each proposal received shall be evaluated as outlined in this RFP and the Utah Procurement Code.

To be responsive and responsible, Offerors must review and respond to the following sections of this RFP:
Prerequisites, Buyer Attachments, and Questions.

• The Prerequisites section includes the prerequisites that Offerors must read and to which Offerors
must agree in order to respond to this RFP.
• The Buyer Attachments Section contains the standard contractual terms and conditions required by
the State, as well as any other required documents associated with this RFP.
• The Questions Section contains questions that Offerors are required to answer in order to submit a
proposal, including this RFP's mandatory minimum requirements and technical criteria.

Offerors should review each section carefully.

Required to View Event

Prerequisites Required to Enter Bid

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 Offerors are encouraged to review this RFP prior to the deadline to submit a proposal, even if a proposal
1. has been submitted, in case an addendum has been issued by the issuing procurement unit.
2. All questions must be submitted through SciQuest during the Question and Answer period.
Pursuant to the Utah Procurement Code the following entities are Eligible Users and are allowed to use the
3. awarded contracts.
The State of Utah Division of Purchasing does not guarantee any purchase amount under an awarded
4. contract.
5. A Bidder must guarantee its pricing for the period described in this RFP.
If an Offeror is awarded a contract from this RFP then it is required to provide a quarterly administrative fee
6. and report.
If it is determined to be in the best interest of the Conducting Procurement Unit, interviews and
7. presentations may be held at the option of the State.
Offerors may request that part of its proposal be protected by submitting a Claim of Business
8. Confidentiality Form. See the Buyers Attachment section.
To determine which proposal provides the best value to the State, the evaluation committee will evaluate
9. each responsive and responsible proposal that has not been disqualified or rejected using the subjective
criteria listed in this prerequisites section.
10. Offeror's cost proposals will be evaluated independently.
All proposals in response to this RFP will be evaluated in a manner consistent with the Utah Procurement
Code, Administrative Rules, policies and the evaluation criteria in this RFP. Offerors bear sole
11. responsibility for the items included or not included within the proposal submitted by the Offeror. Each area
of the evaluation criteria must be addressed in detail in the proposal.
Offeror may take exception and/or propose additional language to the Standard Terms and Conditions that
12. have been attached to this RFP.
The issuing procurement unit may not accept a proposal after the time for submission of a proposal has
13. expired.
14. Responses should be concise, straightforward and prepared simply and economically.
Proposals must be submitted electronically, through SciQuest. You will be prompted to answer questions
15. and or download files to fill out your response and then upload the file with your response. Do you
understand this requirement?
16. Product additions must be approved by the State.
17. E-Rate requirements must be met.
18. Testing and Acceptance period
19. Building Entrance Facilities: Ownership, Access, and Equipment Ownership.

Buyer Attachments
1. Terms and Conditions
2. Claim of Business Confidentiality Form
3. Changing Your Time Zone
4. Master RFP
5. Pricing Sheet
6. Score Sheet

Questions Required Questions

1. Acceptance of Prerequisites
Is Offeror presently or has Offeror ever been debarred, suspended, proposed for debarment, or
1.1. declared ineligible by any governmental department or agency, whether international, national,
state, or local?
Offeror acknowledges that it must acquire and maintain all applicable federal, state, and local
licenses before the contract is entered into.
Licenses must be maintained throughout the entire contract period.
1.2. Persons doing business as an Individual, Association, Partnership, Corporation, or otherwise shall
be registered with the Utah State Division of Corporations and Commercial Code. NOTE: Forms
and information on registration may be obtained by calling (801) 530-4849 or toll free at
877-526-3994, or by accessing: www.commerce.utah.gov.

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 Offeror acknowledges that it has uploaded a document providing a point-by-point response to the
1.3. following prerequisites: the mandatory minimum requirements prerequisite, the technical
requirements prerequisite, and any other prerequisite that required a document to be uploaded.
In the event that an Offeror offers pricing discounts for educational entities that (1) are applicable to
this solicitation and (2) result in lower pricing than what is generally offered to other governmental
entities, please attach a separate cost proposal labeled “Educational Pricing” to your proposal.
This cost proposal for Educational Pricing is to be submitted in addition to the original Cost
1.4. Proposal Form and will only be available to authorized end users. The Educational Pricing will not
be used to evaluate costs.

Offeror acknowledges that it has read and understands this question.

Does Offeror have an outstanding tax lien in the State of Utah? If yes, Offeror must provide a
1.5. statement regarding its debarment or suspension.
Is Offeror an employee of the State of Utah? If yes, then Offeror must submit an external
1.6. employment form signed by Offeror's manager at the State of Utah.
2. Vendor Information
2.1. Please provide your firm's legal company name.
Please provide your federal tax identification number? (If the vendor is sole proprietor please do
2.2. not provide your social security number.)
Please provide your firm's contact information for this contract, including the name, phone number,
2.3. and email address of your firm's authorized representative.
Please provide your ordering address and the remit to address. Please clearly identify each
2.4. address.
Please provide your firm's State of Utah Sales Tax ID Number.
2.5. If you do not have a State of Utah Sales Tax ID Number, please write "N/A".
2.6. Identify your firm's type of business.
3. Mandatory Criteria for: Administration, Vendor Profile, and Service
Please download the file, RFP Master, and answer the questions in Sections: 2 and 5 which cover
the Mandatory Minimum Requirements of: Administration, Vendor Profile, and Service.
3.1. Once you have your document filled In with your answers, upload your document here. You do not
need to fill out Section 4 in this question at this time, as Section 4 is the Technical criteria/services
that you are proposing.
4. Technical Specifications Scoring Criteria
An Offeror who submitted a proposal to #JD18001, and based on the evaluation of #JD18001, if
offeror was not rejected, their technical proposal will be transferred to this RFP for the same
technical proposal they used in #JD18001. Any new offerors, or those offerors who were rejected
4.1. under the #JD18001 solicitation, may propose to this RFP #JD18001-1, and will be required to fully
submit all that is asked for in this RFP.
Do you understand these requirements?
5. Additional Questions
Vendor may, at the sole discretion of the Vendor, offer discounted services and equipment, to
employees of State and participating entities as Individual Liable (IL) accounts (“employee program”),
with the understanding that the State and participating entity has no liability whatsoever concerning the
5.1. equipment or for payment of services. All such employees must be validated in order to participate in
the employee program, and that employees not so validated will not receive discounted services and
equipment under this agreement. Will you offer discounted services and equipment?
You must provide a separate pricing catalog for all the products and services that you offer under
Ethernet Services. Please ensure that this is broken out and easy to understand. It is also required
to provide a price in dollar figures for each item. Simply offering a discount factor markup is NOT
acceptable. Please include any miscellaneous fees associated to each as well. This pricing
5.2. catalog will function as a firm price quote for the 5 year contract, as a not to exceed price. Your
price may be offered lower than what is stated in this RFP with specific project evaluations. New
pricing catalog may be updated in the 5 year term, subject to approval from the State of Utah
Division of Purchasing. Do you understand this and agree to this requirement?
It is required that you provide a map detailing the locations you offer your services for the
categories we have listed in this RFP. Please upload a map that clearly identifies which services
5.3. you offer in each area. You may provide a key showing color coordination or something similar to
explain where each service category will be provided on the map.
The closing date and time for this sourcing event is Mountain Time. If your time is different from
that shown in this RFP, your profile may be set to a different time zone. Please see the attachment
5.4. titled "Changing Your Time Zone" in the Buyer Attachments section for directions on how to update
your profile. It is your responsibility to make sure you submit your response by the date and time
indicated above. Do you understand this requirement?

16 February 2018
 The State Contract that will come from this solicitation will be for a 5 year term. Pricing must be
guaranteed for the full 5 year term. However, the length of time that services will be used is on a
project by project basis, based on the needs of each eligible user. The State does not guarantee
that any length, quantity, or scope of service will be purchased by any eligible user but the pricing
proposed must be a not to exceed rate; discounts may be provided to eligible users at the time of
5.5. purchase for each project by project basis. Each eligible user will negotiate the specific price and
length of time for the service as their needs arise during the 5 year term of this contract. To keep
consistent with price for evaluation of this RFP, we are asking for your not to exceed price on all
products and services listed in the "Pricing Sheet" for the length of the 5 year contract knowing that
any purchase may be less than 5 years. Do you understand this requirement?

16 February 2018
Product Line Items Product Line Items

There are no Items added to this event.

Service Line Items Service Line Items

There are no Items added to this event.

16 February 2018