Buy Indian, Phone System for the Mid Atlantic Service Unit

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation document, incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-06 June 10, 2021. This is a combined synopsis/solicitation is 100% set aside for ndian economic enterprises that are also small business concerns. The associated NAICS code is 519190, All Other Information Services, and and the size starndard is $30 Million. Products and services to be provided by the contactor: Indian Health Service, Nashville Area Office, Mid-Atlantic Service Unit requires a new telephone system. A complete system is required. Any transmission lines not of CAT5E to 6 shall be replaced to meet this standard. Equipment, installation, service contract (equipment), and service contract carrier service (local/long-distance/fax and high speed internet service) shall be quoted. Statement of Work Indian Health Service (IHS)/Mid-Atlantic Service Unit (MASU) requires a new voice communication system. National phone, internet, analog fax and high speed internet lines and service contract for both MASU and CHER locations The vendor agrees to provide a Voice over Internet Protocol (VoIP) telephone, auto-attendant, over-the-phone paging, voicemail and Fax over IP solution. This statement of work does not reflect every activity and piece of equipment necessary to complete the installation of VoIP phone system. The contractor shall assign a dedicated representative during the performance of this contract to allow for ease of communication and reduction of confusion between IHS/MASU and contractor. Features Required The contractor should provide a Voice over Internet Protocol (VoIP) telephony system which includes, but not limited to, the following: VoIP system shall have the ability to support multiple lines; main number shall have the ability to receive multiple calls (should not receive a busy signal). Call waiting Caller ID Auto Attendant Music on-hold with the ability to customize to a particular music scheme VoIP system shall provide four-digit dialing (internal extensions) between phones. Phone system shall be 508 compliant. Call forwarding, both inside and outside of the phone system. Call routing system, Call Transfer (internal and external) and Redial. Park (can put a caller on hold to be picked up from any extension.) All outbound calls are to originate from main number for receiver's CallerlD. Centralized voice mail system that can be used transparently by all locations, and the ability for all locations to appear to be part of a single phone system. Voice mail notification; blinking/solid light Voice mail that is accessible from inside and outside the health center. Voice mail forwarding (user forwards voice messages from their inbox to another voice mail box.) Analog ports for fax, alarm (security and fire), postage machine and other systems requiring an analog signal. Over-the-phone paging; ability to page from each phone and to remove as well. Call Detail Reporting system to be able to run reports for calls made and where they originated from. IHS shall be able to monitor caller history on phone usage; calls made to and from a specified internal extension/DID. Video Conference Do not disturb button or feature Volume control for speaker or handset Last number redial 3-way conference (user plus two people on at the same time.) Mute while on speaker phone Headset capable (wired or wireless) Configuration, setup, and scheduling of backup for all applicable phone system servers. call transferability between both locations Location/Equipment VoIP system is to be installed at: Mid-Atlantic Service Unit (MASU) 400 N. 8th Street, Suite G-63 Richmond, VA 23219 Chickahominy Eastern Health Station (CEHS) 2895 Mt. Pleasant Rd. Providence Forge, VA 23140 The purchased equipment shall be new models and in current production. Reconditioned, remanufactured, demo models will not be accepted. The phone system must be expandable for future growth. The Mid-Atlantic Service Area will have additional expansions over the next two years to include two medical clinics and three more health stations. Specific Services/Deliverables: INSTALLATION: Provide everything from the PRI T1/ISDN to a Cisco router, any switching appliances and desk instruments. The data and the voice will remain separate. The total system should be considered a “Turnkey System”. All equipment will be submitted as “Or Better than” what is listed below. Cisco may NOT be substituted for any other brand where stated. (1) T-1 Installation – must not share data for both location (11) Phone Installation MASU (2) Phone Installation for CEHS (1) 150 Port Managed Switch which supports Power-Over-Ethernet (POE), Cisco/Netgear or equivalent(or greater) as needed LICENSES: (2) Premium License-VOIP Software (13) Basic License-VOIP Software ANALOG B-1 FAX & INTERNET: (1) Analog Fax Line for MASU (1) Analog Fax Line for CEHS TRANSPORT: Voice Transport base year with four optional years for both locations EQUIPMENT Purchase: (13) Polycom VVX1500 Business Media phone sets – equivalent or better (1) Transport Router, Cisco 2900 equivalent or better (1) PIKE Device compatible with VOIP system (1) 24 port Switch POE (MASU) Any other notable equipment that is needed to enable fully functional VoIP system. Warranty and Support Requirements: Complete warranty and support shall be included to support business hours of operation. Vendor shall be able to respond to emergency needs, Monday through Friday (excluding federal holidays and weekends), during normal work hours between 8:00am 4:30pm. The phone system/service is servicing a medical facility and communication is a major priority. A minimum of a two-year maintenance/support agreement of the phone/voicemail/paging/fax systems is required. Shall provide the following expected response times to major problems: within 1hour (verbal response) and/or 2 hours (on-site response). Provide the availability of spare parts maintained in the area for critical hardware and software. Damage liability The contractor is liable for any damage to the premises (e.g. floor, walls, etc.) caused by vendor personnel or equipment during installation and is responsible for the removal of all project-related debris. Permit Requirements The contractor shall obtain and pay for any permits and licenses required for the performance of the work, post all notices required by law, and comply with all laws, ordinances and regulations bearing on the conduct of the work, as specified herein. The contractor shall procure all required certificates of acceptance or of completions issued by the state, municipal or other authorities and must deliver these to IHS/MASU. Insurance Requirements The vendor shall, at vendor's expense, procure and maintain satisfactory public liability and casualty insurance to adequately protect the vendor's personnel and the IHS against damages of bodily injury, including death that may arise from operations under this contract, whether such operations are by the vendor or by the vendor's subcontractor or anyone directly or indirectly employed by the vendor. Training Requirements Upon completion of installation, when systems are fully operational, the contractor shall provide on-site training of the VoIP phone and voicemail systems for End-users and Administrators. The contractor shall also provide basic administration and backup training to Administrators. Standards/Delivery Terms: The contractor should have connectivity to national telephone services. Services should begin within 14 days of the awarding of the contract. Data and Voice services will NOT run on same data line, they will be separate as part of the contract. Acceptance Criteria: The contractor must meet or exceed all requirements included in the statement of work. Period of Performance Base Year - October 1, 2021 - September 30, 2022 Option Year 1 - October 1, 2022 – September 30, 2023 Option Year 2 - October 1, 2023 - September 30, 2024 Option Year 3 - October 1, 2024 - September 30, 2025 Option Year 4 - October 1, 2025 - September 30, 2026 The Period of Performance shall be One Base Year, plus Four Option Years. Proposal Instructions Offerors shall submit its proposal with a minimum of the following 1. Title Page inlcuding company name, duns number, Indian owned small business representation 2. Technical proposal demostrating understanding of the scope, proposed equipment catalog or brochure. 3. Cost/Price proposal including equipment, installation, services. Provision 52.212-1, Instructions to Offerors – Commercial (JUL 2021), applies to this acquisition. Note, unless exempt per Federal Acquisition Regulation [FAR] Part 4.11, all contractors must be registered and have an active registration in the System for Award Management (SAM) to be considered for an award against this solicitation. SAM combines data that was formerly contained in the Central Contractors Registration (CCR) and Online Representation and Certifications (ORCA) systems. For information please review the SAM website at https://www.sam.gov. A Data Universal Numbering System (DUNS) number is utilized for registration. To register go to https://www.acquisition.gov. A comparative evaluation will be conducted in accordance with FAR Part 13.106-2(b)(3) to determine the best value. The clauses at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders—Commercial Items are applicable to this acquisition. Contractor understands that the government does not pay any IRS requirements (taxes), insurance or any other benefits for the contractor under this contract. This is in accordance with (FAR 52.229-3 FEDERAL, STATE, AND LOCAL TAXES (FEB 2013) and FAR 52.229-4 FEDERAL, STATE, AND LOCAL TAXES (NON-COMPETITIVE CONTRACT [FEB 2013]). Clauses may be assessed electronically at https://www.acquisition.gov/far/index.html ADDITIONAL CLAUSES INCORPORATED BY REFERENCE (FAR): 52.202-1 Definitions JUN 2020 52.203-5 Covenant Against Continent Fees MAY 2014 52.203-6 Restrictions on Subcontractor Sales to the Government JUN 2020 52.203-7 Anti-Kickback Procedures JUN 2020 52.204-3 Taxpayer Identifications OCT1998 52.204-6 Unique Entity Indentifier OCT 2016 52.204-7 System for Award Management OCT 2018 52.204-12 Data Universal Numbering System Number Maintenance OCT 2016 52.204-13 System for Award Management Maintenance OCT 2018 52.204-19 Incorporation by Reference of Representations and Certifications DEC 2014 52.212-3 Instructions to Offerors-Commercial Items FEB 2021 52.212-4 Contract Terms and Conditions-Commercial Items OCT 2018 52.217-8 Option to Extend Services. NOV 1999 52.222-1 Notice to the Government on Labor Disputes FEB 1997 52.222-3 Convict Labor JUN 2003 52.222-21 Prohibition of Segregated Facilities APR 2015 52.222-26 Equal Opportunity SEP 2016 52.222-50 Combating Trafficking in Persons OCT 2020 52.223-6 Drug-Free Workplace MAY 2001 52.224-2 Privacy Act APR 1984 52.225-25 Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran-Representation and Certifications JUN 2020 52.229-3 Federal, State, and Local Taxes FEB 2013 52.232-25 Prompt Payment JAN 2017 52.232-33 Payment by Electronic Funds Transfer—System for Award Management OCT 2018 52.233-2 Protest After Award SEP 2006 52.233-4 Applicable Law for Breach of Contract Claim OCT 2004 52.232-40 Providing Accelerated Payments to Small Business Subcontractors. DEC 2013 52.243-1 Changes - Fixed Price AUG 1987 52.249-2 Termination for Convenience of the Government (Fixed Price) APR 2012 ADDITIONAL CLAUSES INCORPORATED BY REFERENCE (HHSAR): 352.202-1 Definitions JAN 2012 352.223-70 Safety and Health JAN 200 352.224-70 Privacy Act JAN 2006 Submit proposals to [email protected]. For more information contact Paul Carr at [email protected] or 615-467-1567.