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P20001034 STATE-OF-THE-ART TELEPHONY SYSTEM & AUTOMATED CALL CENTER

General Information
Solicitation Number
P20001034version:    06
Status
Awarded
Department
Budget & Finance
Division
Employees Retirement System
Islands (where the work/delivery is to be performed)
Hawaii, Kauai, Oahu, Maui
Category
Goods and Services
Release Date
05/05/2020
Amendment Date
05/26/2020
Amendment Reason
ADDED ADDENDUM NO 6
Offer Due Date & Time
06/04/2020 04:00 PM
Description
THE EMPLOYEES' RETIREMENT SYSTEM OF STATE OF HAWAI'I IS SOURCING AUTHORIZED CONSULTANT VAR'S, (VALUE ADDED RESELLERS), WHOM ARE EXPERT IN TELEPHONY SYSTEMS AND AUTOMATED CALL MANAGEMENT SYSTEMS. TO PROVIDE SALES, INSTALLATION, INTEGRATION, TRAINING, SERVICE AND SUPPORT OF ENTERPRISE LEVEL TELEPHONE OFFICE SYSTEMS FOR GOVERNMENT USAGE.


IN ORDER TO QUALIFY TO BID ON THIS RFP THE VENDOR SHALL HAVE A C-15 ELECTRONICS CONTRACTOR LICENSE WITH EXPERT LEVEL KNOWLEDGE IN STATE-OF THE ART- PHONE SYSTEMS AND NETWORKING. VENDOR SHALL BE AUTHORIZED FROM PRODUCT MANUFACTURER TO SELL, INSTALL, SERVICE, SUPPORT AND TRAIN WITH AUTHORIZED CREDENTIALS FROM THE MANUFACTURER OF THE HARDWARE & TO DO SAME OR HAVE SUB-CONTRACTORS'S WHO SHALL DO THE WORK WITH THE APPLICABLE CREDENTIALS.

THIS PROJECT MAY BE HELD IN PHASED IMPLEMENTATION, FIRST PHASE TO PROVIDE SYSTEMS AT ERS HQ OFFICES AT HONOLULU,, AND PHASED IMPLEMENTATION AT MAUI, KAUAI AND BIG ISLAND (HAWAII ISLAND) OFFICES.

VENDORS QUESTIONS ARE TO BE INPUT INTO THIS SOLICITATION AT THE QUESTIONS SECTION OF THE SOLICITATION AND WILL BE ANSWERED THEREOF. THE OFFERORS TO THIS SOLICITATION ARE REQUIRED TO UPLOAD A PROPOSAL WITH THE OFFEROR PAGES NOTED IN THE SPECIFICATION SECTION OF THIS RFP AND ALL QUESTIONS ARE TO BE ANSWERED AND INCLUDE A PROFILE OF VENDOR'S FIRM. INCLUDING BUT IS NOT LIMITED TO BUSINESS NAME, OFFICE LOCATION, STAFF DEMOGRAPHICS WITH RESUMES OF KEY INDIVIDUALS, COMPILATION OF VENDOR TELEPHONE PROJECTS WITHIN THE LAST 5 YEARS, VENDOR TO INCLUDE STATE OF THE ART TECHNOLOGY SYSTEMS THE VENDOR IS REQUIRED TO BE AUTHORIZED BY THE MANUFACTURER OF THE TELEPHONE SYSTEMS TO PROVIDE ONSITE INSTALLATION, SERVICE AND SUPPORT.

THE AWARDED OFFEROR SHALL EXAMINE THE EXISTING NETWORK CABLING AND NETWORK EQUIPMENT IN THE ERS OFFICES AND DETERMINE IF THE EXISTING CABELING AND EQUIPMENT IS ACCEPTABLE FOR COMMUNICATION ON THE NEW PHONE SYSTEM. IF NEW CABLING IS TO BE INSTALLED, IT WILL BE INSTALLED BY OTHERS. THE AWARDED VENDOR TO THIS SOLICITATION WILL GENERATE A REPORT OF THOSE CABLE LOCATIONS THAT ARE ACCEPTABLE AND THOSE LOCATIONS OF WHICH THE NETWORK CABLE REQUIRES REPLACEMENT. THE AWARDED VENDOR SHALL PROVIDE CONFIGURATION OF THE SYSTEMS AT THE ERS OFFICES AND CUSTOMIZE THE PHONE SYSTEM ATTRIBUTES TO THE SATISFACTION OF THE ERS. ALL VENDOR PROPOSED PHONE SYSTEM FOR COMMUNICATIONS AND BE ABLE TO BE INSTALLED AND RELOCATED SEAMLESSLY AT ERS OFFICES. VENDOR TO BE A LICENSED DISTRIBUTOR OF PRODUCTS THEY SELL AND ALSO AUTHORIZED BY THE HARDWARE MANUFACTURER OF THE PRODUCTS FOR SETTING UP, CONFIGURING, CUSTOMIZING SYSTEM AND TRAINING, SERVICE AND SUPPORT FROM VENDORS' HAWAII OFFICE.

Requesting vendors to be compliant with Hawaii Compliance Express (HCE) at bid closing. All applicable fees/costs, including taxes, delivery, equipment, materials, labor, installation, etc. shall be included in the total bid price. Offeror specifications to be submitted with your bid proposal including attached Offeror forms.
Contact Person
MELENDREZ, STEVEN J
Email
steven.melendrez@hawaii.gov
Phone
808-586-1776
General Comments
THIS IS A WEIGHTED RFP TO SUPPORT THE EMPLOYEES RETIREMENT SYSTEM OFFICES IN HAWAII, HQ IS AT CITY FINANCIAL TOWER, MERCHANT STREET, HONOLULU, HAWAII WITH OFFICES ON NEIGHBOR ISLANDS. ALL VENDORS PROVIDING AN OFFER TO THIS RFP ARE REQUIRED TO BE PROPERLY REGISTERED TO DO BUSINESS IN HAWAII VIA DCCA, (https://cca.hawaii.gov/resources) AND TO BE COMPLIANT IN HAWAII COMPLIANCE EXPRESS (HCE), (https://vendors.ehawaii.gov/hce/splash/welcome.html) AT THE TIME OF BID CLOSING. DUE TO THE AMOUNT OF TIME WHICH IS REQUIRED FOR HCE VENDOR PROCESSING, ALL VENDORS ARE ENCOURAGED TO REGISTER TO DO BUSINESS IN HAWAII AT EARLIEST OPPORTUNITY SO THAT BY THE TIME OF RFP CLOSING, VENDOR BE COMPLIANT IN HCE. ALL BUSINESSES ARE REQUIRED TO BE COMPLIANT IN HAWAII COMPLIANCE EXPRESS IN ORDER TO BE ELIGIBLE TO RECEIVE AN AWARD. PER STATE OF HAWAII WEBSITE, "Under Hawaii law, you must provide proof of compliance in order to receive a contract worth $2,500 or more with state and county government entities in Hawaii". VENDORS MAY REF TO ABOVE WEBSITE, OR CALL 695-4620 FOR MORE INFORMATION.
Procurement Officer
Thomas Williams, Executive Director.
Attachments
CONFIDENTALITY AGREEMENT -ERS_Confidentiality_Agreement.pdf
RFP P20001034 Exhibit C Contract Example.pdf
RFP P20001034 SPEC_OFFEROR FORMS.pdf
RFP P20001034 COMPLIANCE RESPONSES PHONE SYS_ CALL CENTER.xlsx
ADDENDUM 5_RFP P20001034 FOR PHONE SYSTEM REPLACEMENT_STATE_OF_THE_ART AND AUTO CALL MGT SYSTEM..pdf
ADDENDUM 6. RFP P20001034 INSTRUCTIONS AND RESPONSES TO VENDOR QUESTIONS.pdf
ADDENDUM 6 RFP P20001034 PRE OFFER CONF.pdf
ADDENDUM 6 RFP P20001034 TABLE 1 QUANTITIES PURCHASE.pdf
RFP P20001034 Addendum 6 Floor Plan Layouts.pdf
ADDENDUM 6 REP P20001034 OFFER FORM OF 2.pdf
RFP ADDENDUM 6 SPEC REPLACEMENT PAGES.pdf


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Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility of this Solicitation (Including the appendices and exhibits to this Document, and any other document related to this Solicitation), to: MELENDREZ, STEVEN J.

P20001034 STATE-OF-THE-ART TELEPHONY SYSTEM & AUTOMATED CALL CENTER

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
1 JOB FOR TELEPHONY SYSTEM AND CALL CENTER
1
CASE
541512, 541512, 541512 

Code Table
Commodity Code Description
541512 Network systems integration design services, computer
541512 Office automation computer systems integration design services
541512 Systems integration design services, computer
General
Quantity
1
Unit of Measure
CASE
Title
1 JOB FOR TELEPHONY SYSTEM AND CALL CENTER
Description
1 JOB FOR TELEPHONY SYSTEM AND CALL CENTER
Attachments

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Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility of this Solicitation (Including the appendices and exhibits to this Document, and any other document related to this Solicitation), to: MELENDREZ, STEVEN J.

P20001034 STATE-OF-THE-ART TELEPHONY SYSTEM & AUTOMATED CALL CENTER

Instructions
  • HAWAII GENERAL EXCISE TAX (GET): Unless otherwise stated in this solicitation, vendors shall include all applicable taxes in the price submitted. The Hawaii General Excise Tax (GET) shall not exceed 4.712% for the islands of Oahu and Kauai, 4.4386% for the island of Hawaii and 4.1666% for the island of Maui.
  • ADDITIONAL FEES AND CHARGES: Vendors shall include all applicable fees, charges, surcharges, shipping/handling, delivery, or any other charges associated with this solicitation in the price submitted.
  • VENDOR NON-COMPLIANCE : NON-COMPLIANCE may result in a vendor not receiving an award, delay of payment, or cancellation of award. If the vendor does not maintain timely compliance, which is the vendor’s responsibility, an offer otherwise deemed responsive and responsible may not be awarded. State agencies may check for compliance at any time.
  • TRANSACTION FEES: The Awarded Vendor shall pay a Transaction Fee of 0.75% (.0075) of the award, not to exceed $5,000 for each award. This transaction fee shall be based on the original award amount or estimated amount, and Contractor shall be responsible for payment of the fee to Hawaii Information Consortium, LLC (HIC), the vendor administering the HIePRO. Payment must be made to Hawaii Information Consortium, LLC (HIC) within thirty (30) days of receipt of invoice. The invoice is generated based on the date the award is posted.
  • RESPONSE TO THIS SOLICITATION: Only responses submitted through HIePRO shall be considered for award.
  • COMPLIANCE AND DOCUMENTATION: Vendors are required to be compliant with all appropriate state and federal statutes. Proof of compliance is required through HCE or via paper documentation.
  • QUESTIONS ABOUT THIS SOLICITATION: Unless otherwise indicated, questions regarding this solicitation must be directed to the Buyer listed.
  • TEAMS CONFERENCE MEETING PARTICIPATION FOR REMOTE ATTENDANCE FOR PREBID MEETING: The prebid conference is an overview and discussion of the Employees' Retirement System. vendors will be required to be identified thru Hawaii DCCA and registered to do business in the State and compliant in Hawaii Compliance Express, (https://vendors.ehawaii.gov/hce/splash/welcome.html/). Prebid meeting is open to State of Hawaii resident vendors or mainland USA companies who have an office presence in Hawaii and to those companies who have a subcontractor presence in Hawaii. ERS shall also provide the prebid meeting via TEAMS meeting for communication and collaboration on the requirements of the ERS for the successful vendor preparation and execution of the ERS requirements for the solicitation. All vendors who are to participate in the prebid meeting are to sign up for it in this solicitation in HIePRO, noting quantity of participants. ERS is limiting the quantity of persons to participate live at the event, current estimate is to be between 12-15 persons for the event. Vendors who are to participate remotely to send an email to dbf.ers.procure@hawaii.gov requesting remote access for purposes of attending the pre-bid for this solicitation and they will be emailed the TEAMS link to the prebid meeting. It is also advised that interested vendors to sign up in this solictation on the Interested Vendors List section of this solicitation
  • OFFER DEEMED FIRM/AUTHORITY TO SUBMIT OFFER: Submission of an electronic response to the State of Hawaii constitutes and shall be deemed an offer to sell the specified goods and/or services to the State of Hawaii at the price shown in the response and under the State's Terms and Conditions. The electronic response submitter certifies that he/she is authorized to sign the response for the submitting vendor and that the response is made without connection with any person, firm, or corporation making a response for the same goods and/or services and is in all respects fair and without collusion or fraud.
  • VENDOR REGISTRATION IN HAWAII COMPLIANCE EXPRESS (HCE) : Vendors can register at https://vendors.ehawaii.gov/hce via an annual subscription fee and should subscribe prior to responding to a solicitation. For more information visit the HCE Section of the FAQs at http://spo.hawaii.gov/faqs/#tabs-4.
  • VENDOR COMPLIANCE – PAPER DOCUMENTS : Vendors not utilizing HCE shall provide paper certificates that must be valid at the time of award. All applications for applicable clearances are the responsibility of the vendor, who must be compliant pursuant to HRS§103D-310(c) with the chapters 1) Chapter 237, General Excise Tax Laws; 2) Chapter 382, Hawaii Employment Security Law; 3)Chapter 386, Worker’s Compensation Law; 4) Chapter 392, Temporary Disability Insurance; 5)Chapter 393, Prepaid Health Care Act; and 6) §103D-310(c), Certificate of Good Standing (COGS) for entities doing business in the State. Upon receipt of compliance paper documents (A-6, LIR#27, COGS), the purchasing agency reserves the right to verify their validity with the respective issuing agency.