Wireless Site Survey RFQ - BidNet Web viewThe SOW will reference the Contract by number, the SOW term, provide a description of the scope of work to be performed, the agency and site

Request for Quotation Number

A15-RFQ-013

for

Wireless Site Survey Services

by the

Washington State

Consolidated Technology Services

Released August 12, 2014

Table of ContentsSECTION 1 - INTRODUCTION...............................................................................................................................1

1.1 Background......................................................................................................................11.2 Acquisition Authority......................................................................................................11.3 Business Objective...........................................................................................................21.4 Contract Term..................................................................................................................21.5 Definitions.......................................................................................................................21.6 Single Use/Award............................................................................................................31.7 Overview of Solicitation Process.....................................................................................31.8 Award of Contract...........................................................................................................31.9 Funding............................................................................................................................31.10 Statements of Work (SOW).............................................................................................3

SECTION 2 - SCHEDULE.........................................................................................................................................4

2.1 SCHEDULE........................................................................................................................................................4

SECTION 3 – INSTRUCTIONS TO RESPONDING VENDORS.........................................................................5

3.1 RFQ Coordinator (Proper Communication)....................................................................53.2 Vendor Questions............................................................................................................53.3 Vendor Complaints Regarding Requirements and Specifications...................................53.4 Response Contents...........................................................................................................53.5 Response Requirements...................................................................................................63.6 Delivery of Responses.....................................................................................................63.7 Proprietary or Confidential Information..........................................................................73.8 Waive Minor Administrative Irregularities.....................................................................73.9 Errors in Response...........................................................................................................73.10 Administrative Clarifications...........................................................................................73.11 Amendments/Addenda....................................................................................................73.12 Right to Cancel................................................................................................................73.13 Contract Requirements....................................................................................................73.14 Incorporation of Documents into Contract......................................................................83.15 Minority and Women’s Business Enterprises (MWBE).................................................83.16 No Obligation to Contract/Buy........................................................................................83.17 Non-Endorsement and Publicity......................................................................................93.18 Optional Vendor Debriefing............................................................................................93.19 Protest Procedures...........................................................................................................93.20 Selection of Apparently Successful Vendor....................................................................9

SECTION 4 -– VENDOR REQUIREMENTS........................................................................................................10

4.1 (M) Vendor Requirements.............................................................................................104.2 (M) Vendor Profile........................................................................................................104.3 (MS – 50 Points) Vendor Organizational Capabilities..................................................104.4 (MS – 50 Points) Assurances and Guarantees...............................................................104.5 (M) Vendor Account Manager......................................................................................114.6 (M) Vendor Staff Background Checks..........................................................................114.7 (M) Vendor Licensed to do Business in Washington....................................................12

| W i r e l e s s S i t e S u r v e y R F Q A 1 5 - R F Q - 0 1 3

4.8 (M) Use of Subcontractors.............................................................................................124.9 (M) Prior Contract Performance....................................................................................124.10 (M) Insurance.................................................................................................................124.11 (M) Shipping, Handling and Delivery...........................................................................13

SECTION 5 – BUSINESS AND TECHNICAL REQUIREMENTS....................................................................14

5.1 (M) Business and Technical Requirements...................................................................145.2 (M) CTS’ Technical Environment.................................................................................145.3 (M) Wireless Predictive Site Survey Requirements......................................................145.4 (M) Wireless Pre-deployment On-Site Survey Requirements.......................................145.5 (M) Post Implementation Verification Requirements...................................................155.6 (M) Service Timelines...................................................................................................155.7 (M) Predictive Wireless Site Survey List of Deliverables.............................................155.8 (M) Pre-deployment On-Site Wireless Site Survey List of Deliverables......................155.9 (M) Vendor Wireless Site Survey Audits......................................................................165.10 (M) Service Area...........................................................................................................165.11 (M) Qualified Personnel................................................................................................16

SECTION 6 - FINANCIAL QUOTE.......................................................................................................................17

6.1 (M) Overview................................................................................................................176.2 (M) Financial Grounds for Disqualification..................................................................176.3 (M) Taxes.......................................................................................................................176.4 (M) Presentation of All Cost Components....................................................................176.5 (M) Miscellaneous Expenses.........................................................................................176.6 (M) Price Protection......................................................................................................176.7 (MS – 200 points) Completion of Cost Model..............................................................176.8 (M) Costs Not Specified................................................................................................186.9 (M) Price List.................................................................................................................18

SECTION 7 – EVALUATION PROCESS..............................................................................................................19

7.1 Overview........................................................................................................................197.2 Administrative Screening..............................................................................................197.3 Mandatory Requirements...............................................................................................197.4 Vendor Scoring..............................................................................................................197.5 Financial Proposal Evaluation.......................................................................................207.6 Allocation of Points.......................................................................................................207.7 Vendor Total Score........................................................................................................217.8 Selection of Apparently Successful Vendor..................................................................21

APPENDICES.........................................................................................................................................................- 1 -

Appendix A: Certifications and Assurances..........................................................- 1 -Appendix B: Model [Master] Contract.......................................................................2Appendix C: MWBE Participation Form [if applicable]...........................................1Appendix D: Protest Procedures.................................................................................1Appendix E: Vendor Pricing.......................................................................................1


SECTION 1 - Introduction

1.1 Background

Consolidated Technology Services (CTS) provides telecommunications, computing and digital government services to more than 700 state agencies, boards and commissions, local governments, tribal organizations and qualifying non-profits. CTS operates a secure, statewide standards-based telecommunications network providing reliable, economical voice, data and video communications.

The CTS data center is one of the largest in the Northwest, combining both client server and mainframe computing in a secure, controlled environment. CTS also provides wireless services to Washington state agencies. Therefore, CTS intends to solicit qualified vendors to assist CTS in providing wireless site survey services to meet agency-specific wireless needs. For more information, visit the CTS Web site at www.cts.wa.gov.

CTS will consider all solutions proposed by the Vendors in their Response, including solutions with no cost.

1.2 Acquisition Authority

The Department of Enterprise Services (DES) has authority over goods and services under RCW 39.26 and sets processes for procuring information technology based on the policies and standards set by the Technology Services Board. Chapter 43.41A of the Revised Code of Washington (RCW) as amended establishes the Washington State Technology Services Board (TSB). While the TSB does not purchase for agencies, it establishes policies and standards addressing how the manner in which state agencies may acquire information technology equipment, software, and services.

RCW 39.26.100(2) provides CTS with an exemption from the Department of Enterprise Services procurement rules and requirements. Specifically, the competitive procurement rules stated by Department of Enterprise Services do not apply to CTS it is contracting for the following:

1. Services and activities that are necessary to establish, operate, or manage the state data center, including architecture, design, engineering, installation, and operation of the facility, that are approved by the technology services board or

2. The acquisition of proprietary software for or part of the provision of services offered by the consolidated technology services agency.

3. The acquisition of information technology services necessary for or part of the provision of services offered by the consolidated technology services agency.

This procurement is within the exemption and is performed consistent with CTS’ internal Exempt Procurement Policy.

This RFQ is issued in good faith but it does not guarantee an award of contract, nor does it represent any commitment to purchase whatsoever.


http://www.cts.wa.gov/

1.3 Business Objective

This request seeks to establish an optional use contract for CTS to purchase wireless site survey services including predictive, pre-deployment on-site, and post implementation verification surveys for new wireless networks at CTS customer locations throughout the State of Washington.A wireless site survey is a physical survey of the premises where the wireless network will be installed. A survey identifies optimal locations to place access points so the network can provide 100% wireless coverage, and maximum performance within the desired area.

In order to expedite implementation this new service for our customers, CTS is seeking a vendor to perform these services. CTS anticipates continuing to utilize the contract to provide site surveys as needed in the future, depending on size, complexity, and demand for wireless services.

This RFQ will be run as a competitive process without advantage to any incumbent suppliers.

1. CTS intends to identify one vendor to supply wireless site survey services for new wireless network installations that best suit CTS’s ongoing business requirements.

2. CTS will ensure competitive pricing for all products and services that are not purchased direct from the original technology or service providers, while reserving the right to negotiate terms direct with the original technology or service providers.

1.4 Contract Term

It is anticipated that the term of the resulting Contract will be two (2) years commencing on the effective date of the Contract. CTS, at its sole discretion, may initiate extending the Contract for up to six (6) additional years.

1.5 Definitions

“Business Days” or “Business Hours” shall mean Monday through Friday, 8 AM to 5 PM, local time in Olympia, Washington, excluding Washington State holidays.

“Contract” shall mean the RFQ, the Response, Contract document, all schedules and exhibits, and all amendments awarded pursuant to this RFQ.

“CTS” shall mean Consolidated Technology Services.

“Mandatory” or “(M)” shall mean the Vendor must comply with the requirement, and the Response will be evaluated on a pass/fail basis.

“Mandatory Scored” or (MS) shall mean the Vendor must comply with the requirement and the Response will be scored.

“Products” shall mean the wireless site survey service, post implementation verification service, and the deliverables identified.

“Response” shall mean the written proposal submitted by Vendor to CTS in accordance with this RFQ. The Response shall include all written material submitted by Vendor as of the date set forth in the RFQ schedule or as further requested by CTS.

“Vendor” shall mean the company, organization, or entity submitting a Response to this RFQ, its subcontractors and affiliates.


1.6 Single Use/Award

This RFQ is being issued for Purchaser’s exclusive use. CTS intends to award only one (1) Contract.

1.7 Overview of Solicitation Process

The solicitation process will comprise of:a. A preliminary examination of the completeness and validity of Responses.b. A commercial and technical evaluation to determine compliance with requirements.c. A commercial risk and cost analysis of all pricing, project schedules, terms and

conditions contained within the Response.

1.8 Award of Contract

After completing the evaluation phase of the process, we hope to enter into contractual negotiations with one Apparently Successful Vendor (ASV) with a view to finalizing a contract to supply. Award of contract will depend on a satisfactory outcome to these negotiations. Unsuccessful respondents will be notified subsequently.

1.9 Funding

Any contract awarded as a result of this procurement is contingent upon the availability of funding.

1.10 Statements of Work (SOW)

Any services performed for CTS under the resulting Contract shall be documented in a Statement of Work (“SOW”) established between the CTS and the Vendor. The SOW will reference the Contract by number, the SOW term, provide a description of the scope of work to be performed, the agency and site location for billing purposes, and provide the total cost of the wireless site survey services. Multiple SOWS may be entered into between the parties to document the activities necessary to perform the work herein.


SECTION 2 - Schedule

1.1 Schedule

This RFQ is being issued under the following Schedule. The Response deadlines are mandatory and non-negotiable. Failure to meet any of the required deadlines will result in disqualification from participation. All times are local time, Olympia, WA.

DATE & TIME EVENTAug 12, 2014 RFQ Issued

Aug 22, 2014 Final Vendor Questions and Comments due

Aug 26, 2014 State’s Final Written Answers issued

Sept 8, 2014 Responses due

Sept 9-11, 2014 Evaluation period begins

Sept 12, 2014 Announcement of ASV

Sept 15, 2014 Vendor Request for Optional Debriefing due

Sept 16, 2014 Optional Vendor Debriefings

Sept 15, 2014 Begin Contract Negotiations

Sept 21, 2014 **Contract Effective and made available for purchases

CTS reserves the right to revise the above schedule.


SECTION 3 – Instructions to Responding Vendors

2.1 RFQ Coordinator (Proper Communication)

All communications relevant to this RFQ must be addressed in writing to the RFQ Coordinator at the contact information below:

Contact Name: Rebekah O’Hara

E-mail Address: [email protected]

Phone: 360-407-8818

All oral communications will be considered unofficial and non-binding on the State. Any other direct or indirect communication with employees or (sub) contractors of our organization regarding this RFQ will be treated as misconduct and may result in your response being disqualified.

2.2 Vendor Questions

It is the Vendor’s responsibility to remedy any ambiguity, inconsistency, error or omission within this document before submitting their Response. Vendors shall submit all requests to the contact above no later than 5:00 p.m. on the closing date stated in Section 2. An official written CTS response will be provided for Vendor questions received by this deadline. Written responses to Vendor questions will be posted on the CTS web site at: www.cts.wa.gov.

2.3 Vendor Complaints Regarding Requirements and Specifications

Vendors may submit specific complaints in writing to the RFQ Coordinator, if Vendor believes requirements exist that unduly constrain competition. The complaint must be made in writing to the RFQ Coordinator before the Response due date. The complaint must state how the requirement unduly constrains competition and provide the relevant facts, circumstances and documentation. The solicitation process may continue.

Except as otherwise stated below, the Chief Legal Services Officer will review protests on behalf of the agency. Vendors may appeal the Chief Legal Service Officer’s determination, on purchases over $100,000, by submitting an appeal in writing to the Director. An appeal shall be filed no later than 5 business days after Chief Legal Service Officer’s decision. Decisions made by the Director or designee are final.

2.4 Response Contents

The Response must contain information responding to all mandatory requirements, a signed certification and assurances, and must include the signature of an authorized Vendor representative on all documents required in the appendices.

The Response should be submitted in two (2) separate files containing what is listed below. This separation of documentation protects the integrity of the State’s evaluation process. No mention of the cost response may be made in Volume 1.

File entitled --Volume 1:Vendor’s cover letter explicitly acknowledging receipt of all RFQ revisions issued, if any; and


http://www.cts.wa.gov/

The Response to the Vendor requirements

File entitled--- Volume 2:The Responses to the financial requirements The cost response in a completed Cost Model A copy of the submitted Price ListVendor’s signed and completed Certifications and AssurancesVendor’s exceptions and/or proposed revisions to the Contract Vendor’s MWBE Certification (Appendix C), if applicable

Failure to provide any requested information in the prescribed format may result in disqualification of the Vendor.

2.5 Response Requirements

The signature block in Appendix A, Certifications and Assurances, must be signed by a representative authorized to bind the company to the offer.

1. Vendor must respond to each Requirement. Failure to comply with any applicable item may result in the Response being disqualified. In each requirement title is a designation indicating how the Response will be evaluated.

For Mandatory requirements (M), the Response must always indicate explicitly whether or not the Vendor’s proposed Software/Services meet the requirement. A statement, “(Vendor Name) has read, understands, and fully complies with this requirement” is acceptable, along with any additional information requested.

For Mandatory Scored (MS) items, the Response must always indicate explicitly whether or not the Vendor's proposed [Products/Services] meet the requirement, and describe how the proposed Vendor’s [Products/Services] will accomplish each requirement or are desirable as it relates to the service(s) proposed.

2. Response prices must be submitted using form provided. Separate price quotes attached to this document or submitted in some other form will not be accepted as a valid Response.

3. The Response, as well as any reference materials presented by Vendor, must be written in English and Vendor must provide all rates in United States dollars.

2.6 Delivery of Responses

All proposals must arrive via an attachment to e-mail to the RFQ Coordinator at the email address above, on the proposal due date and time stated in Section 2. Responses arriving in the RFQ Coordinator’s in-box after the time stated in Section 2 will be disqualified. The "receive date/time" posted by CTS’ email system will be used as the official time stamp but may not reflect the exact time received.

Vendors should allow sufficient time to ensure timely receipt of the proposal by the RFQ Coordinator. Late Responses will not be accepted and will be automatically disqualified from further consideration.


CTS assumes no responsibility for delays caused by Vendor’s e-mail, network problems or any other party. All Responses must strictly adhere to the format and file naming conventions set forth herein. Zipped files cannot be received by CTS and cannot be used for submission of Responses.

2.7 Proprietary or Confidential Information

Any information contained in the Response that is proprietary or confidential must be clearly designated. Marking of the entire Response or entire sections of the Response as proprietary or confidential will not be accepted nor honored. CTS will not accept Responses where pricing is marked proprietary or confidential, and the Response will be rejected.

To the extent consistent with chapter 42.56 RCW, the Public Disclosure Act, CTS shall maintain the confidentiality of Vendor’s information marked confidential or proprietary. If a request is made to view Vendor’s proprietary information, CTS will notify Vendor of the request and of the date that the records will be released to the requester unless Vendor obtains a court order enjoining that disclosure. If Vendor fails to obtain the court order enjoining disclosure, CTS will release the requested information on the date specified.

The State’s sole responsibility shall be limited to maintaining the above data in a secure area and to notify Vendor of any request(s) for disclosure for so long as CTS retains Vendor’s information in CTS records. Failure to so label such materials or failure to timely respond after notice of request for public disclosure has been given shall be deemed a waiver by Vendor of any claim that such materials are exempt from disclosure.

2.8 Waive Minor Administrative Irregularities

CTS reserves the right to waive minor administrative irregularities contained in any Response. Additionally, CTS reserves the right, at its sole option, to make corrections to Vendors’ Responses when an obvious arithmetical error has been made in the price quotation.

2.9 Errors in Response

Vendors are liable for all errors or omissions contained in their Responses. Vendors will not be allowed to alter Response documents after the deadline for Response submission. CTS is not liable for any errors in Responses.

2.10 Administrative Clarifications

CTS reserves the right to contact Vendor for clarification of Response contents.

2.11 Amendments/Addenda

CTS reserves the right to change the Schedule or other portions of this RFQ at any time. Any changes or corrections will be by one or more written amendment(s), dated, and attached to or incorporated in and made a part of this solicitation document. If there is any conflict between amendments, or between an amendment and the RFQ, whichever document was issued last in time shall be controlling.

2.12 Right to Cancel

With respect to all or part of this RFQ, CTS reserves the right to cancel or reissue at any time without obligation or liability.


2.13 Contract Requirements

To be responsive, Vendors must indicate a willingness to enter into a Contract substantially the same as the Contract in Appendix B, by signing the Certifications and Assurances located in Appendix A. Any specific areas of dispute with the attached terms and conditions must be identified in the Response and may, at the sole discretion of CTS, be grounds for disqualification from further consideration in the award of a Contract.

Vendor must explain why each item proposed as additional contract terms is in CTS’ best interest as a customer and how it will support CTS’ business objectives. Under no circumstances is a Vendor to submit their own standard contract terms and conditions as a response to this solicitation.

Instead, Vendor must review and identify the language in Appendix B that Vendor finds problematic, state the issue, and propose the language or contract modification Vendor is requesting. CTS expects the final Contract signed by the ASV to be substantially the same as the contract located in Appendix B.

If Responses are from a Reseller, wherever the suppliers offers selected customers more suitable terms and conditions of supply, Vendors shall recommend these terms and help CTS to obtain them wherever possible.

Where terms and conditions cannot be changed and may have negative consequences on the quality of goods and services or their supply, Vendors are required to recommend methods of mitigating or limiting these negative consequences.

The final contract executed by the parties must satisfy CTS’s obligations with respect to performance-based contracting as directed in Executive Order 10-07. The parties may negotiate performance-based elements, in addition to those in Appendix B, for inclusion into the final contract.

The foregoing should not be interpreted to prohibit either party from proposing additional contract terms and conditions during negotiation of the final Contract.

The ASV will be expected to execute the Contract within ten (10) Business Days of its receipt of the final Contract. If the selected Vendor fails to sign the Contract within the allotted ten (10) days’ time frame, CTS may elect to cancel the award, and award the Contract to the next ranked Vendor, or cancel or reissue this solicitation.

2.14 Incorporation of Documents into Contract

This solicitation document and the Response will be incorporated into any resulting Contract.

2.15 Minority and Women’s Business Enterprises (MWBE)

CTS strongly encourages participation of minority and women businesses. Vendors who are MWBE certified or intend on using MWBE certified Subcontractors are encouraged to identify the participating firm on Appendix C. No minimum level of MWBE participation is required as a condition of receiving an award and no preference will be included in the evaluation of Responses in accordance with chapter 39 RCW. For questions regarding the above, contact Office of MWBE at (360) 753-9693.


2.16 No Obligation to Contract/Buy

CTS reserves the right to refrain from Contracting with any and all Vendors. Neither the release of this solicitation document nor the execution of a resulting Contract obligates CTS to make any purchases.

2.17 Non-Endorsement and Publicity

In selecting a Vendor to supply Software/Services to the state of Washington, the State is neither endorsing Vendor’s Products, nor suggesting that they are the best or only solution to the State’s needs. By submitting a Response, Vendor agrees to make no reference to CTS or the state of Washington in any literature, promotional material, brochures, sales presentation or the like, regardless of method of distribution, without the prior review and express written consent of CTS.

2.18 Optional Vendor Debriefing

Only Vendors who submit a response may request an optional debriefing conference to discuss the evaluation of their Response. The requested debriefing conference must occur on or before the date specified in the Schedule (Section ). The request must be in writing (fax or e-mail acceptable) addressed to the RFQ Coordinator.

The optional debriefing will not include any comparison between the Response and any other Responses submitted. However, CTS will discuss the factors considered in the evaluation of the requesting the Response and address questions and concerns about Vendor’s performance with regard to the solicitation requirements.

2.19 Protest Procedures

Vendors who have submitted a Response to this solicitation and have had a debriefing conference may make protests. Upon completion of the debriefing conference, a Vendor is allowed five (5) Business Days to file a formal protest of the solicitation with the RFQ Coordinator. Further information regarding the grounds for, filing and resolution of protests is contained in Appendix D, Protest Procedures.

2.20 Selection of Apparently Successful Vendor

All Vendors responding to this solicitation will be notified by mail or e-mail when CTS has determined the ASV. The ASV will be the respondent who: (1) meets all the requirements of this RFQ; and (2) receives the highest number of total points as described herein. The date of announcement of the ASV will be the date the announcement letter is postmarked, or if emailed the date the e-mail is sent.


SECTION 4 -– Vendor Requirements

COMPLIANCE WITH ALL SECTIONS OF SECTION 3 IS REQUIRED. FAILURE TO FOLLOW THESE ADMINISTRATIVE REQUIREMENTS MAY RESULT IN IMMEDIATE DISQUALIFICATION

4.1 (M) Vendor Requirements

Respond to the following requirements per the instructions in section 3. Additionally, please remember that for Mandatory (M) always indicate explicitly whether or not its proposed Services meet the requirement. A statement, “(Vendor Name) has read, understands, and fully complies with this requirement” is acceptable, along with any additional information requested.

For Mandatory Scored (MS) requirements, the response must always indicate explicitly whether or not its proposed Services meet the requirement. A statement, “(Vendor Name) has read, understands, and fully complies with this requirement” is acceptable, along with a description of how you meet the requirement, and any additional information requested.

4.2 (M) Vendor Profile

The following detail about the Vendor’s organization is required to ensure that it can meet our requirements. The Vendor and any contractors or subcontractors working on its behalf shall each provide the following information:

1. The reseller’s legal entity — for example, a private or public corporation — together with its name and registered address, Washington State Uniform Business Identification (UBI) number, the home office address, and telephone and fax numbers, web site URL (if any).

2. The total number of years the reseller’s legal entity has been in business and, if appropriate, the number of years under the present business name.

3. Number of employees with immediately relevant certifications- please list the relevant certifications associated with the number of employees.

4.3 (MS – 50 Points) Vendor Organizational Capabilities

Vendor must provide a brief description of its entity (including business locations, size, areas of specialization and expertise, client base and the Vendor organization’s experience and history with Wireless services, including, but not limited to:

1. Years of experience performing wireless site surveys,

2. Number of wireless site surveys performed in the last 24 months,

3. Types of wireless site surveys performed in the last 24 months (i.e., data, voice, outdoor mesh, location, etc.), and

4. Number of and availability of personnel to perform wireless site surveys.


5. Vendor personnel certified, by certification (i.e., Cisco Unified wireless site survey (CUWSS), Ekahau Certified Survey Engineer (ECSE), Airmagnet Certified Training, etc.), in providing wireless site surveys.

4.4 (MS – 25 Points) Assurances and Guarantees

The Vendor must indicate:

1. What percentage of quoted lead times are achieved?

2. What notification process has been put in place to handle all cases of late delivery?

3. What additional remedies are offered to compensate for late delivery?

4. What remedies are offered if a post implementation verification survey indicates wireless services are not as expected (poor performance and dead zones)?

4.5 (M) Warranty

The Vendor shall provide a 90 day warranty on work performed to assure the Vendor AP placement is effective and provides adequate coverage. In the event that the AP placement does not work in CTS’ sole discretion, the Vendor shall correct placement at no additional cost until the AP provides adequate coverage. For the avoidance of doubt, adequate coverage means a correctly implemented WiFi network with 99.999% availability.

4.6 (MS-25) Samples Provided

In its Response, the Vendor shall provide the following documents:

1. A sample predictive site survey;

2. A sample pre-deployment on-site survey;

3. A post implementation verification survey; and

4. Any questionnaires or other documentation that must be completed prior to the site survey.

All samples must be for new wireless network installations conducted in the last 24 months.

4.7 (M) Vendor Account Manager

Vendor must appoint an Account Manager who will provide oversight of Vendor contract activities. Vendor’s Account Manager will be the principal point of contact concerning Vendor’s performance under this Contract. Vendor shall notify the CTS Contract Administrator, in writing, when there is a new Vendor Account Manager assigned to this Contract. The Vendor Account Manager information is:

Vendor Account Team:Address:

Phone: Fax: E-mail:

4.8 (M) Vendor Staff Background Checks

The Vendor must ensure that its personnel have successfully completed a background check prior to providing contracted services.


Due to the nature of the services to be provided under the contract, CTS requires that the Vendor successfully complete a criminal background check prior to the start of their services. The criminal background investigation shall include a review of the Vendors and his/her employee’s records to include Social Security Number Search, Credit Report (if related to potential job duties), Criminal Records Search (any misdemeanor convictions and/or felony convictions are reported) in all states in which the employee has lived or worked over the past seven years, and the National Sex Offender Registry. In addition, the Global Watch list (maintained by the Office of Foreign Assets Control of the US Department of Treasury) should be reviewed.

Vendor understands and agrees that various governmental security statutes and regulations, and CTS policies relating to background investigations and authorized access to CTS facilities may change from time to time during the contract term, including any renewal period.

Accordingly, submission of a bid or proposal in response to this RFQ shall constitute Vendor’s acceptance of any new statute and/or regulation, including Vendor’s acceptance of and compliance with any changes in the CTS background investigations and authorized vendor access protocols necessary to implement any such new statute or regulation.

Vendor shall be required to submit a signed statement confirming that each employee providing services to CTS has successfully completed the required background check. Vendor’s failure to comply in implementing changes to its background investigations and authorized vendor access protocols may, in the CTS’ sole discretion, be considered a breach of this contract and result in its cancellation.

Every thirty-six (36) months, or at the time of contract renewal, whichever is sooner, the Contractor is responsible for obtaining an updated basic level criminal background check for each employee and shall resubmit a signed statement confirming that each employee providing services to CTS has successfully completed the required background check.

4.9 (M) Vendor Licensed to do Business in Washington

Within thirty (30) days of being identified as the ASV, Vendor must be licensed to conduct business in Washington, including registering with the Washington State Department of Revenue. The Vendor must collect and report all applicable taxes.

4.10 (M) Use of Subcontractors

CTS will accept Responses that include third party involvement only if the Vendor submitting the Response agrees to take complete responsibility for all actions of such Subcontractors. Vendors must state whether Subcontractors are/are not being used, and if they are being used, Vendor must list them in response to this subsection. Subcontractors must be used as proposed. CTS reserves the right to approve or reject any and all Subcontractors that Vendor proposes. Any Subcontractors engaged after award of the Contract must be pre-approved, in writing, by CTS. Please review the proposed contract in appendix B for the contractual obligations surrounding the use of Subcontractors after the award.

Specific restrictions apply to contracting with current or former state employees pursuant to chapter 42.52 RCW. Vendors should familiarize themselves with the requirements prior to submitting a Response.


4.11 (M) Prior Contract Performance

Vendor must submit full details of all Terminations for Default for performance similar to the Products/Services requested by this RFQ experienced by the Vendor in the past five (5) years, including the other party’s name, address and telephone number.

“Termination for Default” is defined as notice to Vendor to stop performance due to the Vendor’s non-performance or poor performance and the issue was either: (a) not litigated; or (b) litigated and such litigation determined the Vendor to be in default.

Vendor must describe the deficiencies in performance, and describe whether and how the deficiencies were remedied. Vendor must present any other information pertinent to its position on the matter.

CTS will evaluate the information and may, at its sole discretion, reject the Response if the information indicates that completion of a Contract resulting from this RFQ may be jeopardized by selection of the Vendor.

If the Vendor has experienced no such Terminations for Default in the past five years, so declare.

4.12 (M) Insurance

The ASV is required to obtain insurance to protect the State should there be any claims, suits, actions, costs, or damages or expenses arising from any negligent or intentional act or omission of the Vendor or its Subcontractor(s), or their agents, while performing work under the terms of any Contract resulting from this solicitation. Vendors will find a complete description of the specific insurance requirements in the proposed contract terms in Appendix B, Proposed Contract.

4.13 (M) Shipping, Handling and Delivery

Unless declared separately on quotations, no additional shipping, handling or transaction processing costs will apply. Delivery is not deemed to be complete until the transfer of all the goods, services and supporting documentation including all contractual rights and licenses granted by the provider have been accepted by CTS.


SECTION 5 – Business and Technical Requirements

COMPLIANCE WITH ALL SECTIONS OF SECTION 3 IS REQUIRED. FAILURE TO FOLLOW THESE ADMINISTRATIVE REQUIREMENTS MAY RESULT IN IMMEDIATE DISQUALIFICATION

5.1 (M) Business and Technical Requirements

Respond to the following requirements per the instructions in section 3. Additionally, please remember that for Mandatory (M) always indicate explicitly whether or not its proposed Services meet the requirement. A statement, “(Vendor Name) has read, understands, and fully complies with this requirement” is acceptable, along with any additional information requested.

5.2 (M) CTS’ Technical Environment

The Vendor must be able to operate within and provide wireless site survey services that align with CTS’ technical wireless environment, which includes:

1. Cisco Access Point Models (2702i/2702e)

2. Cisco Prime Infrastructure

3. High Availability Pair/8510 Controllers

4. Identity Services Engine

5. Mobility Service Engine

6. Network speeds between sites vary from fractional T-1 to 1 GB

5.3 (M) Wireless Predictive Site Survey Requirements

The Vendor must perform wireless predictive site surveys that at a minimum achieve the following requirements:

1. Achieve the best possible Wireless Local Area Network (WLAN) performance for the customers intended use.

2. Minimize co-channel interference.

3. Determine the quantity and best locations for access points.

4. Document installation characteristics.

5. Ensure redundant coverage to support seamless roaming.

6. Provide all wireless predictive site survey deliverables.

5.4 (M) Wireless Pre-deployment On-Site Survey Requirements

The Vendor must perform wireless pre-deployment on-site surveys that at a minimum achieve the following requirements:

1. Achieve the best possible Wireless Local Area Network (WLAN) performance for the customers intended use.


2. Minimize co-channel interference.

3. Determine the quantity and best locations for access points.

4. Locate unauthorized “rogue” access points and neighbor networks.

5. Document installation characteristics.

6. Ensure redundant coverage to support seamless roaming.

7. Provide all wireless site survey deliverables.

5.5 (M) Post Implementation Verification Requirements

The Vendor must perform post implementation verifications that wireless implementations have achieved the designed and documented wireless site surveys requirements.

5.6 (M) Service Timelines

The Vendor must perform requested wireless site surveys and post implementation verifications services within 30 business days from request, unless approved in writing by CTS for a different timeline.

5.7 (M) Predictive Wireless Site Survey List of Deliverables

At a minimum, the Vendor shall provide to CTS the following Deliverables upon completion of a predictive wireless site survey:

1. Executive Summary – Overview of the study;

2. Study Methodology – How the study was performed;

3. Customer Expected Use Cases;

4. Existing Deployments – A review of currently deployed wireless networks;

5. Structural Material Analysis – Installation considerations;

6. Analysis of Existing Infrastructure – Physical and logical interface design considerations;

7. Map of site with coverage area, all access point placements and antenna types; and

8. Suggested bill of materials needed for implementation (i.e., cables, mounting brackets, etc.) The Bill of materials (BOM) should list the recommended wireless hardware, pictures of mounting locations, configurations, channel plans, integration plans, security requirements, and data cabling necessary for implementation for products available on current state contracts.

5.8 (M) Wireless Pre-deployment On-Site Survey List of Deliverables

At a minimum, the Vendor shall provide to CTS the following Deliverables upon completion of a pre-deployment on-site wireless site survey:

1. Executive Summary – Overview of the study;

2. Study Methodology – How the study was performed;

3. Customer Expected Use Cases;

4. Spectrum Analysis – Results of frequency scan/spectrum analysis of the site;


5. Existing Deployments – A review of currently deployed wireless networks;

6. Structural Material Analysis – Installation considerations;

7. Analysis of Existing Infrastructure – Physical and logical interface design considerations;

8. Map of site with coverage area, all access point placements and antenna types; and

9. Suggested bill of materials needed for implementation (i.e., cables, mounting brackets, etc.)

5.9 (M) Vendor Wireless Site Survey Audits

The Vendor must allow CTS designated staff to escort and audit wireless site survey services as requested. This includes reviewing the process documentation, tools used, analysis done, and deliverables developed.

5.10 (M) Service Area

The Vendor must be able and willing to travel in order to conduct wireless site survey services at any Washington State CTS customer site.

5.11 (M) Qualified Personnel

The Vendor must be responsible to provide qualified personnel who are trained and experienced in wireless site survey services. Vendor will ensure that the employees assigned to assist CTS are a certified wireless site survey engineers. Vendor is responsible for providing the qualified persons to perform the work required under any subsequently awarded contract.

Vendor personnel must be professional in appearance, have a proven background in conducting wireless site surveys and include all equipment and supplies to ensure the survey is done completely and accurately. CTS may request that Vendor remove and replace any Vendor employee for any reason, and Vendor shall remove any such employee and provide appropriate replacements with CTS’ approval. Vendor agrees to maintain a consistent skill level among all replacement personnel.


SECTION 6 - Financial QuoteCOMPLIANCE WITH ALL SECTIONS OF SECTION 3 IS REQUIRED. FAILURE TO FOLLOW THESE ADMINISTRATIVE REQUIREMENTS MAY RESULT IN IMMEDIATE DISQUALIFICATION

6.1 (M) Overview

CTS seeks to acquire the Products/Services that best meet the State’s needs at the lowest cost and best value. Contract prices must include all cost components needed for the provisioning of the Products/Services as described in Sections 4 and 5. All costs associated with the Products/Services must be incorporated into the price of the Response to the RFQ. Any Products/Services offered by the Vendor or its Subcontractor(s) that does not have a corresponding separate price will have no separate additional cost to CTS when acquired by CTS.

6.2 (M) Financial Grounds for Disqualification

Failure to identify all costs in a manner consistent with the instructions in this RFQ is sufficient grounds for disqualification.

6.3 (M) Taxes

Vendor must collect and report all applicable state taxes as set forth herein. Vendor must not include taxes on Appendix E, Cost Model.

6.4 (M) Presentation of All Cost Components

All elements of recurring and non-recurring costs must be identified and included in the Price List and Cost Model. This must include, but is not limited to, all administrative fees, maintenance, manuals, documentation, shipping charges, labor, travel, training, consultation services, and supplies needed for the installation, equipment, warranty work and maintenance of the Products/Services.

6.5 (M) Miscellaneous Expenses

Expenses related to day-to-day performance under any Contract, including but not limited to, travel, lodging, meals, incidentals will not be reimbursed to the Vendor.

6.6 (M) Price Protection

For the entire term(s) of the Contract, the Vendor must guarantee to provide the Products and Services at the proposed rates or lower. Product rates cannot increase during any term of the Contract. In the event Vendor is providing the products at a lower rate, CTS shall be entitled to the lower rate.

After the two year initial term ends, Cost Model costs shall not exceed five (5%) percent increase in any one year above the immediately preceding year’s fee.


6.7 (MS – 200 points) Completion of Cost Model

The Vendor must follow the instructions in Appendix E, Cost Model, which will be the basis for evaluation of the Financial Response.

6.8 (M) Costs Not Specified

Where there is no charge or rate for Products/Services enter N/C (no charge) or zero (0) on the Price List or Cost Model, as applicable. If the Vendor fails to provide a price, the State will assume the item is free. If the Vendor states “no charge” for an item in the model, the State will receive that item free for the period represented in the model.

6.9 (M) Price List

Vendor must provide a Price List as an attachment to its Response. Such list shall include the prices for all Products/Services necessary to meet the RFQ's minimum mandatory requirements. Vendor’s Price List may include any additional products, software, and services appropriate to the scope of this RFQ.

All terms on the price list must be compatible with the terms of the RFQ and subsequent Contract.

All prices provided in the Appendix E Cost Model must be consistent with and cross-reference the Price List.


SECTION 7 – Evaluation Process

7.1 Overview

The Vendor who meets all of the RFQ requirements and receives the highest number of total points as described below in the Section, Vendor Total Score, will be declared the ASV and enter into contract negotiations with CTS.

7.2 Administrative Screening

Responses will be reviewed initially by the RFQ Coordinator to determine on a pass/fail basis compliance with administrative requirements as specified herein. Evaluation teams will only evaluate Responses meeting all administrative requirements.

7.3 Mandatory Requirements

Responses meeting all of the administrative requirements will then be reviewed on a pass/fail basis to determine if the Response meets the Mandatory requirements. Only Responses meeting all Mandatory requirements will be further evaluated. The State reserves the right to determine at its sole discretion whether Vendor’s response to a Mandatory requirement is sufficient to pass.

7.4 Vendor Scoring

Only Responses that pass the administrative screening and Mandatory requirements review will be evaluated and scored based on responses to the scored requirements in the RFP. Responses receiving a “0” on any Mandatory Scored (MS) element(s) will be disqualified.

Evaluation points will be assigned based on the effectiveness of the Response to each technical requirement. A scale of 10 points will be used as the scale is defined as follows:

0 Unsatisfactory Feature or capability is non-responsive or wholly inadequate.

1-2 Below Average Feature or capability is substandard to that which is average or expected as the norm.

3-5 Average The baseline score for each item, with adjustments based on the technical evaluation team’s reading of the Response.

5-8 Above Average Feature or capability is better than that which is average or expected as the norm.

8-10 Exceptional Feature or capability is clearly superior to that which is average or expected as the norm.

1. Vendor Requirements Score

The RFQ Coordinator will calculate the scores for each scored item in Section 4. The total scores of all the Vendor Requirements will be summed together and an average point score will be calculated as set forth below. This will be used in the calculation of Vendor’s total score, as set forth in, Vendor Total Score.


Sum of Evaluators’ Vendor Requirements Scores = Vendor’s Avg. Vendor ScoreNumber of Evaluators

Vendor’s Avg. Score x 100 = Requirements ScoreHighest Avg. Requirements Score

2. Financial Proposal Evaluation

The Vendor offering the best pricing in each of the use cases of Appendix E, Vendor Pricing will be the only Vendor to be awarded the maximum number of points available in that use case. All other responses will receive a percentage of the total points available for that use case equal to the percentage difference between their pricing in that use case. The financial evaluation team will calculate the score for the Vendor Scoring section of the Response using Vendor’s Appendix E.

The two (2) pricing use cases in the Appendix E, Vendor Pricing comprise the scored financial component of on Appendix E.

The overall highest possible point total that a response can accumulate is 200 points.

The following is an example of the scoring models to be used for awarding points for the financial components for RFQ evaluation. All point totals will be rounded up to the nearest one-hundredth (.01) of a point. Points will be awarded to each qualified Vendor for each use case.

1. Use Case 1 (UC1)

Lowest Vendor quoted price

Vendor’s quoted priceX 100 =

Total UC1 Points Awarded

(TUC1PA)

2. Use Case 2 (UC2)

Lowest Vendor quoted price

Vendor’s quoted priceX 100 =

Total UC2 Points Awarded

(TUC2PA)

7.5 Financial Proposal Evaluation

The RFP Coordinator will calculate the financial score for the Financial Proposal section of the Response using the total implementation price for Vendor’s Cost Model Use Cases.

TUC1PA + TUC2PA = Financial Proposal Score

7.6 Allocation of Points

The scores for Response will be assigned a relative importance for each scored section. The relative importance for each section is as follows:

Vendor RequirementsFinancial Proposal

100 points200 points


Total 300 points

7.7 Vendor Total Score

Vendors will be ranked using the Vendor’s Total Score for its Response, with the highest score ranked first and the next highest score ranked second, and so forth

7.8 Selection of Apparently Successful Vendor

The Vendor with the highest Vendor Response Total Score will be declared the ASV. CTS will enter into contract negotiations with the ASV. Should contract negotiations fail to be completed within ten calendar days after initiation, CTS may immediately cease contract negotiations and declare the Vendor with the second highest score as the new ASV and enter into contract negotiations with that Vendor. This process will continue until the Contracts are signed or no qualified Vendors remain.


APPENDIX A

CERTIFICATIONS AND ASSURANCESWireless Site Survey Services

Issued by the State of Washington

We make the following certifications and assurances as a required element of the Response, to which it is attached, affirming the truthfulness of the facts declared here and acknowledging that the continuing compliance with these statements and all requirements of the RFQ are conditions precedent to the award or continuation of the resulting Contract.

The prices in this Response have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any other offer or competitor relating to (i) those prices, (ii) the intention to submit an offer, or (iii) the methods or factors used to calculate the prices offered. The prices in this Response have not been and will not be knowingly disclosed by the offer or, directly or indirectly, to any other offeror or competitor before Contract award unless otherwise required by law. No attempt has been made or will be made by the offeror to induce any other concern to submit or not to submit an offer for the purpose of restricting competition. However, we may freely join with other persons or organizations for the purpose of presenting a single proposal or bid.

The attached Response is a firm offer for a period of 90 days following the Response Due Date specified in the RFQ, and it may be accepted by CTS without further negotiation (except where obviously required by lack of certainty in key terms) at any time within the 90 day period. In the case of protest, your Response will remain valid for 120 days or until the protest is resolved, whichever is later.

In preparing this Response, we have not been assisted by any current or former employee of the state of Washington whose duties relate (or did relate) to the State's solicitation, or prospective Contract, and who was assisting in other than his or her official, public capacity. Neither does such a person nor any member of his or her immediate family have any financial interest in the outcome of this Response. (Any exceptions to these assurances are described in full detail on a separate page and attached to this document.)

We understand that the State will not reimburse us for any costs incurred in the preparation of this Response. All Responses become the property of the State, and we claim no proprietary right to the ideas, writings, items or samples unless so stated in the Response. Submission of the attached Response constitutes an acceptance of the evaluation criteria and an agreement to abide by the procedures, compliance with Mandatory and all other administrative requirements described in the solicitation document.

We understand that any Contract awarded, as a result of this Response will incorporate all the solicitation requirements. Submission of a Response and execution of this Certifications and Assurances document certify our willingness to comply with the Contract terms and conditions appearing in Appendix B, or substantially similar terms, if selected as a contractor. It is further understood that our standard contract will not be considered as a replacement for the terms and conditions appearing in Appendix B of this solicitation.

We (circle one) are / are not submitting proposed Contract exceptions (see Subsection 2.13, Contract Requirements).

Vendor Signature Vendor Company Name

Title Date

Certifications and Assurances Appendix AConsolidated Technology Services Page A-1

APPENDIX B

PROPOSED CONTRACT

Posted separately on the CTS Web site at: http://cts.wa.gov/procurement/procurement.aspx

Proposed Contract Appendix BConsolidated Technology Services Page B-1

http://cts.wa.gov/procurement/procurement.aspx

APPENDIX C(If Applicable) MWBE Participation Form

Minority and Women's Business Enterprises (MWBE)Participation Form

MWBE participation is defined as: Certified MBEs and WBEs bidding as prime contractor, or prime contractor firms subcontracting with certified MWBEs. For questions regarding the above, contact Office of MWBE, (360) 753-9693.

In accordance with WAC 326-30-046, CTS goals for acquisitions have been established as follows: 12% MBE or WBE.

MBE FIRM NAME *MBE CERTIFICATION NO. PARTICIPATION %

WBE FIRM NAME *WBE CERTIFICATION NO. PARTICIPATION %

*Certification number issued by the Washington State Office of Minority and Women's Business Enterprises.

Name of Vendor completing this Certification: ______________________________________________

MWBE Appendix CConsolidated Technology Services Page C-1

APPENDIX D

PROTEST PROCEDURE

A Vendor who is aggrieved in connection with the solicitation or award of a contract, who has submitted a response and participated in a debriefing conference, may submit a written protest to the Chief Legal Services Officer at Consolidated Technology Services, 1500 Jefferson Street SE, 5 th Floor, Olympia WA 98501 or [email protected].

GroundsProtests may be based only on alleged bias on the part of an evaluator, mathematical error in the computation of the score, or failure to follow the process or standards stated in the related procurement document.

TimingA protest shall be presented to CTS in writing no later than 5 business days after the post award debrief has occurred. The written letter shall state the grounds for the protest and state the relevant facts, circumstances and documents in support of the Vendor’s position.

ProcessIn conducting its review, CTS will consider all available relevant facts. CTS will resolve the protest in one of the following ways:

1. Find that the protest lacks merit and upholding the agency's action.2. Find only technical or harmless errors in the agency's acquisition process, determining the

agency to be in substantial compliance, and rejecting the protest; or3. Find merit in the protest and provide options to the agency, including:

a. Correcting errors and reevaluating all Responses;b. Reissuing the solicitation document; orc. Making other findings and determining other courses of action as appropriate.

Except as stated otherwise below, the Chief Legal Services Officer will review protests on behalf of the agency. The agency will deliver its written decision to the protesting vendor within five business days after receiving the protest, unless more time is needed. The protesting vendor will be notified if additional time is necessary. Exempt Purchases under $100,000 shall be reviewed only by the Chief Legal Services Officer, whose opinion is final.

Vendors may appeal the Chief Legal Service Officer’s determination, on Exempt Purchases over $100,000, by submitting an appeal in writing to the Director. An appeal shall be filed no later than 5 business days after Chief Legal Service Officer’s decision. Decisions made by the Director or designee are final.

In the event the Chief Legal Service Officer has a conflict of interest, the protest or appeal will be managed by a CTS senior level manager appointed by the Deputy Director. This individual must not be involved with the business that is the subject matter of the protest appeal.

Protest Procedure Appendix DConsolidated Technology Services Page D-1

mailto:[email protected]

APPENDIX E

VENDOR PRICING1. DESCRIPTION:

The intent of this worksheet is to enable CTS to know all the costs of your solution consistent with all Mandatory and Mandatory Scored items located in this RFQ.

If you are offering a free solution, please indicate that as well. Please only itemize costs located on the submitted Price List per Section 6.

2. ASSUMPTIONS:

Please use the requirements contained in the RFQ and complete the following cost model. If discounts are identified, please specify if these discounts are granted in perpetuity.

3. (MS – 200 Points) COST MODEL

Please complete the two tables below to provide a cost for each type of site survey: predictive, pre-deployment on-site, and post implementation verification for the following wireless use cases using the floor plans included.

A. (MS – 100 Points) Use Case 1 Requirementsi. Cost Model Description

i. Building Type: Office Building drywall officesii. Size (sq. ft.): approximately 9600 square feet

iii. Ceiling Height: 10’iv. Applications: Data (Email, Internet, File and Print)v. AP Hardware: Cisco 2702i

vi. Frequencies: 2.4 and 5 GHzvii. Capacity: 30 users

viii. Coverage Area: Entire buildingix. Protocol: 802.11b/g/n & 802.11 a/n/ac

x. Floor Plan:

Vendor Pricing Form Appendix EConsolidated Technology Services Page E-1

ii. Cost Model Completion:

VENDORS, BASED ON THE DESCRIPTION ABOVE, PLEASE COMPLETE THE HIGHLIGHTED AREAS BELOW FOR EVALUATION.

COST MODEL USE CASE 1 (MS 100)

Type of Survey Requirement Cost Proposed Comments if needed

Cost for Predictive Survey:

Section 5.3

Cost for Pre-deployment Survey:

Section 5.4

Cost for Post Implementation Survey:

Section 5.5

Total Cost for all Survey Types:

B. (MS – 100 Points) Use Case 2 Requirementsi. Cost Model Description

i. Building Type: Office Building with 2 floors and combination of cubes, walled offices, and indoor high ceilings in warehouses and atriums

ii. Size (sq. ft.): approximately 70,000 square feet (35,000 square feet per floor)iii. Ceiling Height: 10’ and 20’ in warehousesiv. Applications: Data and Voice (Email, Internet, File and Print, Voice)v. AP Hardware: Cisco 2702i

vi. Frequencies: 2.4 and 5 GHzvii. Capacity: 200 users (50 on the first floor and 150 on the second floor)

viii. Coverage Area: Entire buildingix. Protocol: 802.11b/g/n & 802.11 a/n/ac


x. Floor Plan: 1st Floorxi. Floor Plan: 2nd Floor

ii. Cost Mode Completion

VENDORS, BASED ON THE DESCRIPTION ABOVE, PLEASE COMPLETE THE HIGHLIGHTED AREAS BELOW FOR EVALUATION:

COST MODEL USE CASE 2 (MS 100)

Type of Survey Requirement Cost Proposed Comments if needed

Cost for Predictive Survey:

Section 5.3

Cost for Pre-deployment Survey:

Section 5.4

Cost for Post Implementation Survey:

Section 5.5

Total Cost for all Survey Types:

