RFP - 2024 Voice and Data Cabling and Network Services Statewide

Agency:	State of Vermont
State:	Vermont
Type of Government:	State & Local
Category:	D - Automatic Data Processing and Telecommunication Services N - Installation of Equipment
Posted:	Apr 25, 2024
Due:	May 15, 2024
Publication URL:	To access bid details, please log in.

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Agency of Administration/Department of Buildings and General Services

Office of Purchasing & Contracting

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone

http://bgs.vermont.gov/purchasing

SEALED BID

REQUEST FOR PROPOSAL

2024 Voice and Data Cabling and Network Services

Statewide

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

April 25, 2024

May 2, 2024 – 4:30 PM (EST)

May 15, 2024 – 4:30 PM (EST)

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS RFP WILL BE POSTED AT:

http://www.bgs.state.vt.us/pca/bids/bids.php

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED

INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE

ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS

ASSOCIATED WITH THIS RFP.

STATE CONTACT:

E-MAIL:

Kevin Cooke, State Purchasing Agent II

SOV.ThePathForward@vermont.gov

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Department of Buildings

and General Services, Office of Purchasing and Contracting (hereinafter the “State”) is seeking to

establish contracts with one or more companies that can provide 2024 Voice and Data Cabling and

Network Services Statewide.

1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of two (2) years with an option

to renew for up to three additional twelve-month periods. The State anticipates the start date for such

contract(s) will be June 1, 2024.

1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing

to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other

individual from the State concerning this RFP is strictly prohibited and may result in disqualification.

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1.4. BIDDERS’ CONFERENCE: A bidders’ conference will not be held for this RFP.

1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this RFP or

wishing to comment on any requirement of the RFP must submit specific questions in writing no later than

the deadline for question indicated on the first page of this RFP. Questions may be e-mailed to the point

of contact on the front page of this RFP. Questions or comments not raised in writing on or before the last

day of the question period are thereafter waived. At the close of the question period a copy of all

questions or comments and the State's responses will be posted on the State’s web site

http://www.bgs.state.vt.us/pca/bids/bids.php . Every effort will be made to post this information as soon as

possible after the question period ends, contingent on the number and complexity of the questions. All

information provided by vendors during this process will be public and bidders shall not provide

confidential information, except as described in 4.1 below.

1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the

issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php .

Modifications from any other source are not to be considered.

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:

2.1. The State of Vermont is interested in obtaining bids to meet the following business need(s): The State is

seeking qualified contractors that can provide low voltage cabling including but not limited to Voice and

Data and Security, as well as retaliated services to cabling. Bidders may bid on the Data cabling, security

cabling or both.

2.2. Voice and Data Cabling

2.2.1.The Agency of Digital Services Telecom section coordinates telecommunications, networking

installation and maintenance services for all State Agencies in the Legislative, Executive and Judicial

branches including Boards and Commissions. In addition to daily operations, the Telecom section

handles a variety of cabling projects with varying scopes of work for the user (Agencies) community.

The cabling and installation and maintenance contracts that will be entered into are intended to meet

the needs of the State.

2.2.2.Work must be conducted by experienced voice, data and video cable installers or journeyman

electricians who are qualified to do such work and normally engaged in this type of work and of

sufficient number to perform the required services efficiently and in a manner satisfactory to the

Contract Coordinator. A list of typical equipment and sample configurations are included in this RFP

to provide a methodology for the vendor to outline the cost of services and equipment. Equipment

prices required for specific projects not described in the sample configurations must be provided on

request. The vendor will be responsible to provide all required equipment, components, parts and

pieces delivered to the project site and ready for installation unless otherwise specified by the ADS, or

the end customer. Equipment cost is considered part of the overall bid for specific projects where

applicable and may influence the award of projects per the description below. Ortronics termination

hardware is preferred for workstation voice/data outlets and patch panels. The vendor must agree to

adhere to the attached Information Transport System Infrastructure Standard.

2.2.3.All work performed under this contract will be planned and scheduled by the Site Contact listed on the

work order and/or the State Telecommunication staff. The Site Contact will work closely with ADS

Telecommunications, the contractor and the department end users requiring services. Normally all

work will be performed Monday through Friday during normal working hours (7:45am-4:30pm) but an

occasion may arise which would require work to be performed after normal working hours or on

Saturday, Sunday or Holidays.

2.2.4.INVOICING: All invoices for Voice and Data cabling are to be rendered by the Contractor on the

vendor's standard billhead and forwarded directly to the address listed on the purchase order.

2.3. Building Security Systems

The Department of Buildings and General Services (BGS), Safety and Security Division, coordinates the

installation and maintenance of CCTV, card access systems and intrusion detection systems for all BGS

owned, leased and other State buildings throughout the State.

2.3.1.ON SITE RESPONSE TIMES FOR REPAIR SERVICES: Contractor must respond to a major system

failure (defined as total system or twenty-one (21) percent or more of the security system is out of

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service affecting end user operations) within 4 hours. Major repairs must be completed by the close of

business on the first business day following the trouble report to the Contractor.

2.3.1.1. Contractor must respond to a minor system failure (defined as one device or up to 20 percent

of the security system is out of service affecting end user operations) within 24 hours. Minor

repairs must be completed by the close of business on the second business day following the

trouble report to the Contractor.

2.3.1.2. Failure to meet the above standards without good cause may result in the revocation of

contract.

2.3.2.Installation and maintenance shall be provided throughout the state of Vermont. The contractor is

expected to be available for emergency service 24hrs a day, 7 days a week and weekend days

7:30am to 4:30pm for installations.

2.3.3.Cable type for the card access system shall be YELLOW (plenum rated), Carol Brand card access

composite cable shall be used unless otherwise specified by the State. Grey Panduit shall be used in

all card access cabinets.

2.3.4.For CCTV, card access and Intrusion detection systems the Contractor must have experience with

the following systems: Axis & Samsung CCTV products, Milestone & Exacqvision hardware/software

products; Honeywell/Alarmnet intrusion products; Honeywell/Prowatch Card Access

hardware/software products; Aiphone security products and expertise in security standards and best

practices.

2.3.5.Contactors working on electric door locks/strikes must have a Type-S journeyman electrician license.

2.3.6.The contract is generally described as the ability to be assigned and complete work orders for

installation and maintenance for CCTV, card access and Intrusion detection systems within State

facilities. Work orders performed under this type of contract will be awarded at the sole discretion of

BGS to any vendor awarded this type of contract that is best able to meet the time schedule of the

end customer in need of the service at the agreed upon rate(s) as established in the contract. Where

two or more vendors may be able to meet the same time schedule, then cost may become the

determining factor.

2.3.7.INVOICING: All invoices for Building Security Systems are to be rendered by the Contractor on the

vendor's standard billhead and forwarded directly to the address listed on the purchase order.

3. GENERAL REQUIREMENTS:

3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that

Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment

pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be

honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless

otherwise requested by the State.

3.1.1.Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by

Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of

materials and/or services required.

3.1.2.Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive

bidding process with another state and/or cooperative are welcome to submit the pricing in response

to this solicitation.

3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the

Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and

performance requirements outlined in this RFP. The State of Vermont reserves the right to obtain

clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to

respond to a request for additional information or clarification could result in rejection of that bidder's

proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the

right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive

technicalities in submissions. The State also reserves the right to make purchases outside of the awarded

contracts where it is deemed in the best interest of the State.

3.2.1.Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final

selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a

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BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum

qualification requirements and/or have not been eliminated from consideration during the evaluation

process.

3.2.2.Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it

will help the State’s evaluation process. The State will factor information presented during

presentations into the evaluation. Bidders will be responsible for all costs associated with providing

the presentation.

3.3. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of The

Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following

provisions and requirements.

3.3.1.Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate

section in the attached Certificate of Compliance for purposes of self-reporting information relating to

past violations, convictions, suspensions, and any other information related to past performance

relative to coding and classification of workers. The State is requiring information on any violations

that occurred in the previous 12 months.

3.3.2.Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that

upon award of contract, and prior to contract execution, the State shall be provided with a list of all

proposed subcontractors and subcontractors’ subcontractors, together with the identity of those

subcontractors’ workers compensation insurance providers, and additional required or requested

information, as applicable, in accordance with Section 32 of The Vermont Recovery and

Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors providing

supplies only and no labor to the overall contract or project. This list MUST be updated and provided

to the State as additional subcontractors are hired. A sample form is available online at

http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting form is not

required to be submitted with the bid response.

3.4. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS:

For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change

Considerations in State Procurements Certification, which is included in the Certificate of Compliance for

this RFP.

After consideration of all relevant factors, a bidder that demonstrates business practices that promote

clean energy and address climate change as identified in the Certification, shall be given favorable

consideration in the competitive bidding process. Such favorable consideration shall be consistent with

and not supersede any preference given to resident bidders of the State and/or products raised or

manufactured in the State, as explained in the Method of Award section. But, such favorable

consideration shall not be employed if prohibited by law or other relevant authority or agreement.

3.5. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may award one

or more contracts and reserves the right to make additional awards to other compliant bidders at any time

if such award is deemed to be in the best interest of the State. All other considerations being equal,

preference will be given first to resident bidders of the state and/or to products raised or manufactured in

the state, and then to bidders who have practices that promote clean energy and address climate change,

as identified in the applicable Certificate of Compliance.

3.5.1.Evaluation Criteria: Consideration shall be given to the Bidder’s project approach and methodology,

qualifications and experience, ability to provide the services within the defined timeline, cost, and/or

success in completing similar projects, as applicable, and to the extent specified below.

3.6. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or

more bidders with which to negotiate a contract, based on the evaluation findings and other criteria

deemed relevant for ensuring that the decision made is in the best interest of the State. In the event State

is not successful in negotiating a contract with a selected bidder, the State reserves the option of

negotiating with another bidder, or to end the proposal process entirely.

3.7. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the preparation

of a response to this RFP and shall be responsible for all expenses associated with any presentations or

demonstrations associated with this request and/or any proposals made.

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3.8. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including

the Standard Contract Form and Attachment C as attached to this RFP for reference. If IT Attachment D is

included in this RFP, terms may be modified based upon the solution proposed by the Bidder, subject to

approval by the Agency of Digital Services.

3.8.1.Business Registration. To be awarded a contract by the State of Vermont a bidder (except an

individual doing business in his/her own name) must be registered with the Vermont Secretary of

State’s office https://sos.vermont.gov/corporations/registration/ and must obtain a Contractor’s

Business Account Number issued by the Vermont Department of Taxes http://tax.vermont.gov/ .

3.8.2.The contract will obligate the bidder to provide the services and/or products identified in its bid, at the

prices listed.

3.8.3.Payment Terms. Percentage discounts may be offered for prompt payments of invoices; however,

such discounts must be in effect for a period of 30 days or more in order to be considered in making

awards.

3.8.4.Retainage. In the discretion of the State, a contract resulting from this RFP may provide that the

State withhold a percentage of the total amount payable for some or all deliverables, such retainage

to be payable upon satisfactory completion and State acceptance in accordance with the terms and

conditions of the contract.

3.8.5.Quality. If applicable, all products provided under a contract with the State will be new and unused,

unless otherwise stated. Factory seconds or remanufactured products will not be accepted unless

specifically requested by the purchasing agency. All products provided by the contractor must meet

all federal, state, and local standards for quality and safety requirements. Products not meeting these

standards will be deemed unacceptable and returned to the contractor for credit at no charge to the

State.

4. CONTENT AND FORMAT OF RESPONSES: The content and format requirements listed below are the

minimum requirements for State evaluation. These requirements are not intended to limit the content of a

Bidder’s proposal. Bidders may include additional information or offer alternative solutions for the State’s

consideration. However, the State discourages overly lengthy and costly proposals, and Bidders are advised to

include only such information in their response as may be relevant to the requirements of this solicitation.

4.1. Unsolicited Bidder-Confidential Information Prohibited. Bidders are hereby expressly directed not to

include any confidential information in their proposal submissions, except as specifically permitted below,

and so marked. By submitting a proposal in response to this RFP, bidders acknowledge and agree to abide

by the terms and conditions outlined in this document, including the prohibition on submitting confidential

information. This prohibition reduces the burden on the State while preventing bidder-confidential

information from entering the public record.

4.1.1.Disclosure under Public Records Act. All information received by the State in response to this

RFP will become part of the contract file and subject to Vermont public records law. Responses by

any bidder may become available to the public once a contract has been executed or otherwise

following conclusion of this procurement process, in accordance with the State’s Public Records Act,

1 V.S.A. § 315 et seq., or the State may choose to publicly post them.

4.1.2.Unsolicited Confidential Materials. This RFP does not solicit bidder confidential information and

bidders are expressly prohibited from providing confidential information in response to this RFP. All

materials furnished by bidders in response to this RFP, including those marked as confidential by

bidders, are subject to disclosure if requested under the Public Records Act, or public posting.

4.1.3.State Not Responsible for Disclosure of Unmarked Bidder-Confidential Information. It is the

sole responsibility of the bidder to ensure that, other than where specifically directed or permitted by

this RFP and accordingly marked as described below, no information that should not be publicly

disclosed is included in their proposal materials, including any 1) trade secrets or intellectual property,

2) proprietary financial or business information, 3) personal information, or 4) any other information

that should not be disclosed to the public. For example, bidders should avoid including specific

details of their proprietary technologies or methodologies that they consider confidential, and any

references to previous client engagements should be presented in a manner that does not disclose

the client's confidential information.

4.2. The bid should include a Cover Letter and Technical Response and Price Schedule.

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TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
RFP - 2024 Voice and Data Cabling and Network Services Statewide	05/02/2024 04:30PM		05/15/2024 04:30PM

RFP - 2024 Voice and Data Cabling and Network Services Statewide

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