Invitation to Negotiate (ITN) for MyFloridaNet-2. ITN No: DMS-13/ The State of Florida Department of Management Services

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1 4050 Esplanade Way Tallahassee, Florida Tel: Fax: Rick Scott, Governor Craig J. Nichols, Agency Secretary Invitation to Negotiate (ITN) for MyFloridaNet-2 The State of Florida Department of Management Services Procurement Officer: Karen Armstrong Division of Departmental Purchasing 4050 Esplanade Way, Suite 380 Tallahassee, FL (850) Failure to file a protest within the time prescribed in section (3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes. Any protest must be timely filed with the Department of Management Services Agency Clerk listed at

2 TABLE OF CONTENTS SECTION 1.0 INTRODUCTION INVITATION ITN GOALS QUESTIONS BEING EXPLORED BACKGROUND TERM DEFINITIONS PROCUREMENT OFFICER MFN-2 BUSINESS CASE...10 SECTION 2.0 ITN PROCESS GENERAL OVERVIEW OF THE ITN PROCESS TIMELINE OF EVENTS ADDENDA TO THE ITN CONTRACT FORMATION DISCLOSURE OF REPLY CONTENTS WITHDRAWAL OF REPLIES CERTIFICATION OF DRUG-FREE WORKPLACE PROGRAM DIVERSITY RESPONSE INTRODUCTION MYFLORIDAMARKETPLACE (MFMP) REGISTRATION WHO MAY RESPOND FLORIDA SUBSTITUTE FORM W-9 PROCESS QUALIFICATION QUESTIONS FINANCIAL STATUS EVALUATION HOW TO SUBMIT A REPLY CONTENTS OF REPLY/REPLY SUBMISSION...16 Page 2

3 2.17 REDACTED SUBMISSIONS...19 SECTION 3.0 SELECTION METHODOLOGY DETERMINATION OF RESPONSIVENESS EVALUATION CRITERIA TOTAL OVERALL REPLY EVALUATION (ATTACHMENT F, MASTER EVALUATION WORKBOOK) NEGOTIATIONS OTHER DMS RIGHTS DURING NEGOTIATIONS SELECTION CRITERIA FINAL SELECTION AND NOTICE OF INTENT TO AWARD CONTRACT DMS RESERVED RIGHTS FOR AWARD POSTING OF DECISION...30 Page 3

4 ATTACHMENTS A. STATEMENT OF WORK AND CONTRACT DELIVERABLES ( STATEMENT OF WORK ) B. DRAFT CONTRACT C. EVALUATOR SCORE SHEET WORKBOOK - (EXCEL SPREADSHEET) COPY FOR REFERENCE ONLY NOT FOR SUBMITTAL ( PROCUREMENT OFFICER LISTED IN SECTION 1.7 TO REQUEST AN ELECTRONIC COPY) D. PRICE WORKBOOK INSTRUCTIONS (PDF) E. PRICE WORKBOOK ( PROCUREMENT OFFICER LISTED IN SECTION 1.7 TO REQUEST AN ELECTRONIC COPY OF THE PRICE WORKBOOK) F. MASTER EVALUATION WORKBOOK (EXCEL SPREADSHEET) COPY FOR REFERENCE ONLY NOT FOR SUBMITTAL ( PROCUREMENT OFFICER LISTED IN SECTION 1.7 TO REQUEST AN ELECTRONIC COPY) G. MYFLORIDANET-2 BUSINESS CASE H. SPECIAL CONDITIONS I. TEMPLATE FOR QUESTIONS J. PRICE EVALUATION WORKBOOK (EXCEL SPREADSHEETS) COPY FOR REFERENCE ONLY- NOT FOR SUBMITTAL ( PROCUREMENT OFFICER LISTED IN SECTION 1.7 TO REQUEST AN ELECTRONIC COPY) K. QUALIFICATION QUESTIONS L. PROJECT STAFFING WORKSHEET M. BREAKDOWN OF POINTS EVALUATION CATEGORIES ITN TABLE 3. N. NEGOTIATOR SCORING SHEET ITN TABLE 6 REQUIRED FORMS 1. RESPONDENT S CONTACT INFORMATION 2. CERTIFICATION OF DRUG-FREE WORKPLACE PROGRAM 3. NO CONFLICT OF INTEREST CERTIFICATION 4. NON-COLLUSION CERTIFICATION 5. STATEMENT OF NO INVOLVEMENT 6. SUBCONTRACTING Page 4

5 7. ADDENDUM / AMENDMENT ACKNOWLEDGEMENT FORM 8. BUSINESS/CORPORATE REFERENCE EXHIBITS EXHIBIT 1 - MYFLORIDANET-2 SERVICES - SERVICE LEVEL AGREEMENTS EXHIBIT 2 - MYFLORIDANET-2 ACCEPTANCE CRITERIA CHECKLIST Page 5

6 SECTION 1.0 INTRODUCTION 1.1 Invitation The State of ( DMS or Department ) is issuing this Invitation to Negotiate (ITN) to establish a contract for a highly available, robust core that is able to support a Multiprotocol Label Switching (MPLS), Session Initiation Protocol Core Routing control function plane for voice, video, and data, and other telecommunication services referred to as MyFloridaNet-2 Services (MFN-2). DMS anticipates making a single award; however, subcontractors are permitted. DMS reserves the right to make no award, as determined to be in the best interest of the State. The solicitation will be administered through the Vendor Bid System (VBS). Respondents interested in submitting a Reply must comply with all of the terms and conditions described in this ITN. 1.2 ITN Goals Pursuant to section (1)(c), Florida Statutes (F.S.), the specific objective and goals of this ITN are to: A. Seek Replies from vendors interested in contracting with DMS to provide MFN-2 services. B. Award a contract to replace the existing MyFloridaNet (MFN) contract. C. Enter into a contract. D. Establish a detailed migration plan to cost-effectively migrate current customer services from MFN to MFN-2. E. Secure the State network from internal and external security threats. F. Seek to maintain or reduce the current total cost for each customer. G. Establish operational functionality to measure and monitor services. H. Establish a contract with Service Level Agreements (SLAs) that provide measureable standards to be used to monitor and measure performance of the Contractor, and to develop a process for adding new SLAs during the contract term. 1.3 Questions Being Explored A. How can DMS obtain services as specified in the ITN in a cost-effective manner? B. How can the State network and information be protected from security vulnerabilities? C. How can DMS ensure pricing remains competitive throughout the term of the contract including renewal years? Page 6

7 D. How should the State address any impacts on customer resources associated with the migration from MFN to MFN-2? 1.4 Background Section (2), F.S., states, The department shall design, engineer, implement, manage, and operate through state ownership, commercial leasing, contracted services, or some combination thereof, the facilities, equipment, and contracts providing SUNCOM Network services, and shall develop a system of equitable billings and charges for telecommunications services. Pursuant to section , F.S., the SUNCOM network is established within DMS and DMS Division of Telecommunications is delegated with this specific responsibility. SUNCOM, the State s program for providing the delivery of telecommunication services, has always been an enterprise-modeled entity. Its mission has been to harness the buying power of the State and provide economies-of-scale in the purchase of telecommunications services for SUNCOM customers. The State has provided voice, data, and video services to meet the growing needs of its customers, and at the same time, maintained a base level of standardization to foster interconnectivity. It is important to recognize that the idea of enterprise services has evolved as requirements for more efficient networks have increased. The majority of the State of Florida s information travels on a common intrastate 10Gbps Ethernet backbone. In the 1980 s and 1990 s, technology provided only point-to-point telecommunications technologies and created an environment in which agencies developed independent communication services. In March 2008, the State finalized the merging of five separate statewide networks to a single enterprise network known today as the MyFloridaNet (MFN), yielding substantial savings and improving service levels. MyFloridaNet is a comprehensive solution providing a rich and flexible enterprise communications infrastructure. This enterprise infrastructure is based on MPLS technology and Quality of Service (QoS) mechanisms. The combination of these technologies provides significant security and robust connectivity resulting in a Highly Available (HA) and Highly Reliable (HR) statewide communications network. Today, the MyFloridaNet infrastructure provides a robust network with stringent service levels and related service credits for nonperformance. Other services such as Metropolitan Area Network Services, Primary Data Center Services and Broadband Services are also provided under the MyFloridaNet contract. DMS is nearing the end of a 10-year period of contracting with a private vendor for the implementation, provision and support of MFN. Prior to issuance of this solicitation, DMS contracted with a private vendor to develop a Business Case in accordance with s , F.S The MFN-2 Business Case (Attachment G) examined options for the future path of MFN taking into consideration the statutory requirements, and evaluated whether to continue to outsource these services. The recommendation of the Business Case was to issue an outsourced competitive procurement as an ITN for a newly structured MFN-2 services and support contract. Based on this recommendation, DMS is issuing this ITN for a newly structured telecommunications infrastructure service and support contract. This procurement is intended to establish a multi-year strategic partnership to reduce the cost of services and increase the long-term value to the State. The services sought with this ITN will provide SUNCOM s clientele with the next iteration of Florida s statewide backbone and other telecommunication services. MyFloridaNet-2 will Page 7

8 continue to provide an enterprise MPLS backbone and yet offer new options such as security, Service Level Agreements, and multimedia integration. 1.5 Term The initial term of the Contract will be seven (7) years with up to seven (7) renewal years. Upon mutual agreement of both parties, the Department and the Contractor may renew the Contract, in whole or in part, for up to seven (7) years, at the renewal terms specified in this contract or as may be agreed to by both parties. Renewal is contingent upon satisfactory performance and subject to availability of funds. 1.6 Definitions The following definitions apply to this ITN. Please see the Statement of Work, (Attachment A), the Draft Contract (Attachment B) and Special Conditions (Attachment H) for other definitions applicable to this ITN. A. Confidential Information: Any portions of a Respondent s documents, data, or records disclosed relating to its Reply that is clearly marked Confidential that the Respondent claims are confidential and not subject to disclosure pursuant to chapter 119, Florida Statutes (F.S.), the Florida Constitution, or any other authority. B. Contract: The legally enforceable agreement that results from a successful solicitation. The parties to the Contract will be DMS and Contractor. C. Contractor(s): The Respondent that will be awarded a Contract pursuant to this solicitation. D. COOP: A Continuity of Operations Plan to ensure that mission-essential functions continue in the event personnel and/or facilities are adversely impacted by a disaster in conjunction with the DMS COOP required by s , F.S. E. Customer: The State agency or other entity identified as the party to receive commodities or contractual services from the Contractor under the Contract. F. Department: The Department of Management Services as defined by s , F.S. Also referred to herein as DMS. G. Product: The deliverable under the Contract, which may include commodities, services, technology or software. H. Purchase Order: The form or format DMS uses to make a purchase under the Contract through the Customer Service Authorization and Billing (CSAB) System. I. Reply: The formal response to an ITN. J. Respondent: A vendor who submits a Reply to this ITN. K. State: The State of Florida. L. VBS: The Vendor Bid System. Page 8

9 M. Vendor(s): An entity that is capable and in the business of providing a commodity or contractual service similar to those within the solicitation. N. WAN (Wide Area Network): A data network that covers a broad area; used to connect Local Area Networks (LANs) and other types of networks together, so that users and computers in one location can communicate with users and computers in other locations (i.e., any network whose communications links cross metropolitan, regional, or national boundaries). The above definitions supersede those in the PUR Special Accommodations: Any person requiring a special accommodation due to a disability should contact the DMS Americans with Disabilities Act (ADA) Coordinator for Facilities Management at (850) , or via at the address listed on: Requests for accommodation for meetings must be made at least five workdays prior to the meeting. A person who is hearing or speech impaired can contact the ADA Coordinator by using the Florida Relay Service at (800) (TDD). 1.7 Procurement Officer Pursuant to s (23), F.S. and the PUR 1001, Section 21, the Procurement Officer is the sole point of contact from the date of release of this ITN until the contract award is made. Procurement Officer for this ITN is: Karen Armstrong Division of Departmental Purchasing 4050 Esplanade Way, Suite 380 Tallahassee, FL (850) DMS.Purchasing@dms.myflorida.com ***PLACE THE SOLICITATION NUMBER IN THE SUBJECT LINE OF ALL S TO PROCUREMENT OFFICER.*** Page 9

10 1.8 MFN-2 Business Case This ITN includes the MFN-2 Business Case as Attachment G. S (4), F.S., states that the business case is to be available as part of the solicitation. Note that the MFN-2 Business Case is provided for information purposes only and does not contain specifications. SECTION 2.0 ITN PROCESS 2.1 General Overview of the ITN Process The ITN is a method of competitively soliciting a commodity or contractual service under chapter 287, F.S. The ITN process involves three phases: Solicitation, Evaluation, and Negotiation Solicitation Phase DMS posts an ITN on the Vendor Bid System (VBS) to initiate the process. Replies must be submitted by the deadline listed in the Timeline of Events below. DMS will hold a public opening at the date, time, and location noted in the Timeline of Events. A. Alternate or Additional Provisions, Conditions, or Exceptions Replies that contain alternate or additional provisions or conditions, or exceptions to requirements found in s , F.S., or the Draft Contract (Attachment B) are not permitted. If a Respondent has any questions regarding these documents, or other aspects of the solicitation, such questions shall be presented in writing to the Procurement Officer during the question and answer period as indicated in the Timeline of Events. B. Non-Mandatory Pre-Response Conference The non-mandatory pre-response conference will be held at the time and location indicated in the Timeline of Events. This public venue provides Respondents with an opportunity to ask questions and seek clarifications about the ITN. The Department may answer questions asked at the pre-response conference, but answers will not be considered final until the questions are submitted in writing and answered by DMS in writing by the date indicated in the timeline. Attendance is not mandatory, although Respondents are strongly encouraged to attend. C. Questions Respondents can submit formal questions in writing via to the Procurement Officer by the deadline listed in the Timeline of Events, in Section 2.2 below. Use Attachment I, Template for Respondent Questions to submit questions. DMS will answer questions in a formal posting and update the solicitation as needed. Page 10

11 2.1.2 Evaluation Phase All responsive Replies will be evaluated against the evaluation criteria set forth in this ITN to establish a competitive range of Replies reasonably susceptible of award. DMS may then select Respondents within the competitive range (pursuant to Section 3.4) with which to commence negotiations Negotiation Phase DMS will meet with the selected Respondents to negotiate terms of a potential contract. After negotiations conclude, the Negotiation Team will meet in a public meeting to discuss the recommended award. DMS will then post a Notice of Intent to Award on the VBS. 2.2 Timeline of Events Table 1 below contains the Timeline of Events for this solicitation. Respondents should become familiar with the Timeline of Events. The dates and times may be subject to change. It is the vendor s responsibility to check for any changes. All changes to the Timeline of Events will be issued through an addendum to the ITN posted on the VBS. Respondents are responsible for submitting all required documentation by the dates and times specified below. DMS will not consider documents submitted after a deadline. Table 1 Timeline of Events Timeline of Events Event Time (ET) Event Date ITN posted on the VBS. 06/06/2014 Pre-Response Conference to be held in: Room Esplanade Way, Tallahassee, Florida Conference Call-In Number: Access code: :00 AM 06/24/2014 Deadline to submit written questions via to Procurement Officer. 2:00 PM 06/30/2014 DMS anticipated posting date for answers to Vendors questions in VBS. 07/10/2014 Deadline to submit replies and all required documents to Procurement Officer. 3:00 PM 09/03/2014 Page 11

12 Public Opening to be held in: Room 335K 4050 Esplanade Way, Tallahassee, Florida :30 PM 09/03/2014 Anticipated period for evaluation 09/11/ /5/2014 Anticipated date to post Notice of Intent to Negotiate. Anticipated date to post Notice of Intent to Award. Anticipated contract start date. 11/14/ /27/ /15/ Addenda to the ITN DMS reserves the right to modify this ITN by issuing addenda. All changes to the ITN will be made through addenda posted on VBS. It is the vendor s responsibility to check for any changes. 2.4 Contract Formation DMS will enter into a Contract with the Respondent awarded pursuant to Section 3. The Statement of Work and the Contract are attached as Attachment A and Attachment B respectively. The awarded contract will consist of Attachment A (Statement of Work) as modified through negotiations, Attachment B (Contract), Attachment H, Special Conditions, and the revised Attachment E (Price Workbook) submitted with the Best and Final Offer. No additional documents submitted by a Respondent will be incorporated into the Contract unless specifically identified and accepted by DMS. 2.5 Disclosure of Reply Contents All documentation produced as part of the ITN will become the exclusive property of DMS and will not be returned to the Respondent unless it is withdrawn prior to the Reply opening in accordance with the Timeline in Section 2.2. Selection or rejection of a Reply shall not affect this right. Once the Evaluation Team completes the evaluation phase, the Replies may be disclosed pursuant to a public records request, subject to any confidentiality claims. 2.6 Withdrawal of Replies Respondents may withdraw a Reply at any time prior to the opening date by submitting a written request to the Procurement Officer. 2.7 Certification of Drug-Free Workplace Program The State supports and encourages initiatives to keep the workplaces of Florida s suppliers and contractors drug-free. S , F.S., provides that, where identical Replies are received, Page 12

13 preference shall be given to a Reply received from a Respondent that certifies it has implemented a drug-free workforce program. If applicable, Respondent shall sign and submit the attached Certification of Drug-Free Workplace Program Form 2 to certify that the Respondent has a drug-free workplace program. 2.8 Diversity DMS is dedicated to fostering the continued development and economic growth of small, minority-, veteran-, and women-owned businesses. Participation of a diverse group of Respondents doing business with the State is central to DMS s effort. To this end, small, minority-, veteran-, and women-owned business enterprises are encouraged to participate in the State s procurement process as both prime Respondents and subcontractors under prime contracts. 2.9 Response Introduction This section contains the General Instructions and Special Instructions to Respondents. Except as specifically stated otherwise in this ITN, the General Instructions to Respondents - PUR 1001 are incorporated by reference and can be accessed at: A. PUR 1001 (GENERAL INSTRUCTIONS) The PUR 1001 (General Instructions) is modified as follows: 1. Section 1. Definitions: a. Item d: Response also refers to Reply. b. Item e: Timeline refers to Introductory Materials. In this ITN, the Timeline is in Section 2, ITN Process. 2. Section 3. Electronic Submission of Responses: is replaced with the following: Submit Replies in accordance with Section 2.15 (How to Submit a Reply) of this solicitation. 3. Section 4. Terms and Conditions: the first paragraph is replaced with the following: In case of internal conflict within this ITN, the following sections shall have the order of precedence listed below. a. ITN Process b. Reply Instructions c. Draft Contract d. Statement of Work e. Price Workbook and Price Workbook Instructions Page 13

14 f. General Instructions (PUR 1001) g. Special Conditions 4. Section 5. Questions: is replaced with the following: Questions will be submitted in accordance with Section C., of this ITN. 5. Section 13. Electronic Posting of Notice of Intended Award: is replaced with the following: DMS will electronically post a notice of intended award at based on the evaluation, on the date indicated on the Timeline of Events. If the notice of award is delayed, in lieu of posting the notice of intended award DMS will post a notice of the delay and a revised date for posting the notice of intended award. Any person who is adversely affected by the decision shall file with DMS a notice of protest within 72 hours after the electronic posting. DMS will not provide tabulations or notices of award by telephone. 6. Section 14. Firm Response: is replaced with the following: DMS may make an award within three hundred sixty five (365) days after the date of the opening, during which period Replies shall remain firm and shall not be withdrawn. If an award is not made within three hundred sixty five (365) days, the Replies shall remain firm until either DMS awards the Contract or DMS receives from a Respondent written notice that a Reply is withdrawn. Any Reply that expresses a shorter duration may, in DMS' sole discretion, be accepted or rejected. In the event any conflict exists between the Special Instructions and PUR 1001 (General Instructions), the Special Instructions shall prevail. B. SPECIAL INSTRUCTIONS 2.10 MyFloridaMarketPlace (MFMP) Registration Respondents must have a current vendor registration in MFMP. The awarded vendor(s) will be required to pay the required transaction fees as specified in Section 14 of the PUR 1000, unless an exemption has been requested and approved prior to the award of the contract pursuant to rule 60A-1.032, Florida Administrative Code Who May Respond A vendor can serve as a prime Respondent on only one Reply to this ITN. However, a vendor may serve as a subcontractor to another prime Respondent on one or more Replies Florida Substitute Form W-9 Process Page 14

15 State of Florida vendors must register and complete an electronic Substitute Form W-9. The Internal Revenue Service (IRS) receives and validates the information vendors provide on the Form W-9. For instructions on how to complete the Florida Substitute Form W-9, visit: The Contractor must provide the proof of registration as listed in Tab Qualification Questions Submit a Yes/No answer to the Qualification Questions in Attachment K and submit in Tab 3 in accordance with Section 2.16 (Contents of Reply/Reply Submission). Answers to these Qualification Questions are mandatory. A Respondent must meet the qualifications identified in Attachment K in order to be considered for award. Attachment K must be acknowledged and signed by the Respondent. DMS will not evaluate replies from Respondents who answer No to any of the Qualification Questions Financial Status Evaluation A. DMS will consider the Respondent s financial viability to perform the services outlined in this ITN. B. DMS will base the consideration of Respondent s financial viability on the supporting documentation. DMS will find Respondent s financial viability acceptable or unacceptable. C. The information required to be included in the Reply to determine if the Respondent is qualified based on financial status, is identified in this ITN, Section 2.16, Table 2, Tab 6, Item G. Financial status will not be scored in the Master Evaluation Workbook How to Submit a Reply Replies should be prepared simply and economically, providing a straightforward, concise delineation of the Respondent's ability to satisfy the requirements of this ITN. Respondents should include as much detail as necessary for the evaluators to make an accurate evaluation of the Reply. Replies should not contain sales and marketing materials. Fancy bindings, covers, colored displays, and promotional material are not desired. Emphasis in each Reply should be on completeness and clarity of content. Page size is limited to eight and one-half by eleven inches (8½" x 11"), unless otherwise indicated. Type size is not to be less than an 11-point font. For diagrams and plotted elements of the Reply, Respondents are permitted to use an alternate page size and font size. Use a font color for narrative that is different than the Statement of Work font color. Submit the following: A. One (1) signed original and ten hardcopies of the entire Reply submittal, sealed separately from the Price Workbook Reply. B. Ten (10) searchable electronic copies (.pdf file format) of the entire Reply (without the Price Workbook) on ten (10) CD-ROMs or ten (10) USB flash drives (each CD-ROM or USB flash drive has one (1) searchable electronic copy of the entire Reply). In the Page 15

16 event of a difference between the information contained on the electronic media and the original hardcopy, the original hardcopy shall prevail. C. One (1) searchable electronic (Microsoft Excel file format) completed Price Workbook Reply on a CD-ROM or USB flash drive in a separate sealed package from any other Reply. The electronic Price Workbook reply must be electronically signed. D. If applicable, one (1) REDACTED original hardcopy and one (1) REDACTED electronic version of the entire response without the Price Workbook Reply (see Section 2.17, Redacted Submissions). Clearly mark sealed packages on the outside of the package with the solicitation number, Respondent s company name, and specific contents of the package. Clearly mark submitted hardcopies, CD-ROMs, and USB flash drives contained within the sealed packages with the Respondent s company name, specific contents of the package and solicitation number Contents of Reply/Reply Submission Organize the contents of each response submittal as listed below in Table 2 with the exception of the Price Workbook. The Price Workbook is to be provided separately as described in Section 2.15 and labeled as Price Workbook. No pricing information is to be included in any of the Tabs referenced in Table 2. Table 2 - Reply Submission Layout Cover Letter on Respondent s Letterhead For the cover letter on the Respondent s letterhead, include the following information in the following format: Prime Contractor 1. Contact Information. Tab 1 2. Name and signature of the person of the representative of the responding organization authorized to legally obligate the Respondent to provide the Services. 3. Legal name of company and headquarters location of the Respondent. 4. State and date of incorporation and type of business. 5. Primary location from where the work will be executed. 6. Federal Employer Identification (FEID) Number. 7. If applicable, the name of any officer, director, employee or other agent who is also an employee of the State and the name of any State employee who owns, Page 16

17 Table 2 - Reply Submission Layout directly or indirectly, an interest of five percent (5%) or more in the respondent or its affiliates. If this does not apply to your company, state it is not applicable in the cover letter. Subcontractors 1. Contact Information. 2. Name and signature of the representative of the responding organization authorized to legally obligate the subcontractor to provide the Services. 3. Legal name of company and headquarters location of the subcontractor. 4. State and date of incorporation and type of business. 5. Primary location from where the work will be executed. 6. Federal Employer Identification (FEID) Number. 7. If applicable, the name of any officer, director, employee or other agent who is also an employee of the State and the name of any State employee who owns, directly or indirectly, an interest of five percent (5%) or more in the respondent or its affiliates. If this does not apply to your company, state it is not applicable in the cover letter. Tab 2 Executive Summary of the Respondent s Reply The executive summary describes the technical solution, and operational model the Respondent proposes in a concise and meaningful manner. Qualification Questions, Attachment K Tab 3 Include replies to Qualification Questions by completing Attachment K and inserting this Attachment in Tab 3. Statement of Work Tab 4 Include a Reply to each criterion in the Statement of Work in Attachment A. Respond to each criterion in the Statement of Work by inserting narrative immediately below the text of each numbered Section and Subsection. Note: use a font color for narrative that is different than the Statement of Work font color. Tab 5 Staffing and Implementation Responses Page 17

18 Submit the following: Table 2 - Reply Submission Layout 1. Job Descriptions for Key Staff Positions 2. Project Staffing Worksheet, Attachment L 3. Core Build-Out Plan 4. Migration Plan 5. COOP Plan Other Required Documentation A. Forms # 1-8: Complete and submit the required Forms, below: 1. Respondent s Contact Information. 2. Certification of Drug-Free Workplace Program 3. No Conflict of Interest Certification 4. Non-Collusion Certification 5. Statement of No Involvement 6. Subcontracting 7. Addendum/Amendment Acknowledgement Form 8. Business/Corporate Reference B. Department of State Registration: Submit a copy of registration with the Department of State which authorizes the company to do business in Florida. Tab 6 C. Certifications and Other Required Documentation: In the event that the evaluation results in identical evaluations of replies DMS will select a Respondent based on the criteria identified in rule 60A-1.011, F.A.C. If the following documents to do not apply to your company, Respondent may leave Tab 6.C. blank. Otherwise, provide the following documentation, if applicable: 1. Certification of Minority Business 2. Certification of Wartime or Service Disabled Veteran D. Principal Place of Business: If the Respondent s principal place of business is in Florida, provide a statement to that effect. Any Respondent whose principal place of business is outside of this state must submit with its Reply a written opinion of an attorney at law, licensed to practice law in that foreign state, that contains information explaining the preferences, any or none, granted by the law of that state to its own business entities whose principal place(s) of business are in that foreign state in the letting of any or all public contracts. For the purpose of this ITN, principal place of business means the state in which the Respondent s high level officers direct, control, and coordinate the Respondent s activities. E. Articles of Incorporation F. Proof of Credit: Submit a letter, signed on or after June 1, 2014, from a surety company or bonding agent authorized to do business in the State of Page 18

19 Table 2 - Reply Submission Layout Florida and written on company letterhead, which documents the Respondent s present ability to obtain a performance bond for the Contract in the amount of at least $60 million dollars. The letter must refer specifically to this ITN. Failure by the Respondent to provide this letter with its Reply will be considered material and will result in the Reply being nonresponsive. G. Audited Financial Statements: Provide copies of the Contractor s past three years audited financial statements. The most recent audited financial statements must be current; the period covered by the most recent audit cannot be more than one (1) fiscal year and one hundred twenty (120) calendar days old from the solicitation advertisement date. The most recent audit must contain a signed audit statement (Audit Opinion) from a Certified Public Accountant (CPA) and the statement cannot contain an Adverse Opinion or a Disclaimer of Opinion from the CPA. H. Proof of registration and completion of an electronic Substitute Form W- 9. I. Eligibility under the USF E-rate program: The Contractor must obtain a Service Provider Identification Number (SPIN) from the Universal Service Administrative Company (USAC). The Contractor must submit a Service Provider Annual Certification (SPAC) (Form 473) to USAC each funding year to certify that it will comply with E-rate rules and regulations. Provide in Tab 6 of the Reply, the SPIN number(s) and a copy of the most recent SPAC as evidence of current eligibility for both the Contractor and each of its subcontractors. DMS seeks to obtain E-rate funding for all eligible services sold under this contract to all eligible entities. The Contractor must not be on Red Light Status by the FCC or on the Suspension and Debarment List of the USAC (see at the time of submittal of the Reply to this ITN Redacted Submissions The following subsection supplements Section 19 of the PUR If Respondent considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to chapter 119, Florida Statutes, the Florida Constitution or other authority, Respondent must mark the document as Confidential and simultaneously provide DMS with a separate redacted copy of its Reply and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain the DMS solicitation name, number, and the name of the Respondent on the cover, and shall be clearly titled Redacted Copy. The Redacted Copy should only redact those portions of material that the Contractor claims is confidential, proprietary, trade secret or otherwise not subject to disclosure. Page 19

20 In the event of a request for public records pursuant to chapter 119, Florida Statutes, the Florida Constitution or other authority, to which documents that are marked as confidential are responsive, DMS will provide the Redacted Copy to the requestor. If a requestor asserts a right to the Confidential Information, DMS will notify the Respondent such an assertion has been made. It is the Respondent s responsibility to assert that the information in question is exempt from disclosure under chapter 119 or other applicable law. If DMS becomes subject to a demand for discovery or disclosure of the Confidential Information of the Respondent in a legal proceeding, DMS shall give the Respondent prompt notice of the demand prior to releasing the information (unless otherwise prohibited by applicable law). The Respondent shall be responsible for defending its determination that the redacted portions of its Reply are confidential, proprietary, trade secret, or otherwise not subject to disclosure. By submitting a Reply, the Respondent agrees to protect, defend, and indemnify DMS for any and all claims arising from or relating to the Respondent s determination that the redacted portions of its Reply are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If the Respondent fails to submit a redacted copy of information it claims is confidential, DMS is authorized to produce the entire documents, data, or records submitted to DMS in answer to a public records request for these records. SECTION 3.0 SELECTION METHODOLOGY 3.1 Determination of Responsiveness Failure to comply with and acknowledge each of the requirements in the Qualification Questions will result in the Reply being deemed non-responsive. As indicated in Section 2.13, Qualification Questions, DMS will not evaluate replies from Respondents who answer No to any of the Qualification Questions listed in Attachment K. Failure to provide any other information required by this ITN may also result in a determination of non-responsiveness. 3.2 Evaluation Criteria Points awarded for the Statement of Work are based on the criteria outlined in Section (Statement of Work Evaluation). Points awarded for Price are based on the criteria outlined in Section (Price Evaluation). Respond to each criterion in the Scope of Work by inserting the response immediately below the text of all numbered sections and subsections. Table 3 below represents the 6 Categories in which the responses will be evaluated and the maximum number of points that may be awarded for each Category. Attachment M, Breakdown of Points Evaluation Categories, provides a breakdown of the points for each of the subsections under each of the Categories listed below. Page 20

21 Table 3 - Evaluation Categories and Maximum Points Obtainable Category Number Category Name Maximum Points Obtainable 1 Scope of Work (Technical Solution) 1,700 2 Performance Measures (Service Level Agreements) Migration and Transition Planning (Support Services) 550 Pricing Category 4 Price: E-rate Eligible Items 1,750 5 Price: Non-E-rate Eligible Items Price: Snapshot Comparison 500 Total Obtainable Points 5, Statement of Work Evaluation Criteria A. Individual evaluators will evaluate and score each response to the Statement of Work using Attachment C, Evaluator Score Sheet Workbook. B. Evaluators will follow the scoring guidelines listed in Table 4 below. In all responses, clarity is necessary. Evaluators are not expected to decipher vague, ambiguous, overly complex, or otherwise difficult to understand responses. Any Reply that is not clearly presented in terms of its narrative C. description is likely to be scored lower. Page 21

22 Table 4 Scoring Guidelines Understanding: The knowledge of and familiarity with the subject and demonstrated comprehension of the requested individual components and the whole. Functionality: The quality of having a practical use; the quality of being functional; the particular use or set of uses for which something is designed; the sum or any aspect of what a product can do for a user. Capability: The ability to meet the stated requirements through a set of controllable and measurable faculties, features, functions, processes, or services. Assessment Assessment Description Evaluator Score Inadequate Lack of understanding of the project; or Below minimum required functionality; or Fails to demonstrate capability. Poor Insufficient project understanding; or Partially addresses minimum required functionality; or Presents limited capability. Adequate General understanding of the project; Meets minimum required functionality; and Provides acceptable capability. Good Above-average understanding of the project; Partially exceeds minimum required functionality; and Provides above-average capability. Exceptional Demonstrates superior understanding of the project; Greatly exceeds minimum required functionality; and Provides excellent and innovative capability D. Each criterion is weighted as indicated in Attachment C, Evaluator Score Sheet and Instructions Workbook. E. The points awarded in each Statement of Work Category for each Reply shall be calculated using the formulas in Attachment C, Evaluator Score Sheet Workbook. All evaluator scores are consolidated in Attachment F, Master Evaluation Workbook, as described in Section 3.3., Total Reply Evaluation, to obtain the total overall points. F. The Statement of Work subsections either require a narrative reply or an acknowledgement and will be evaluated as described below: Page 22

23 1. The Narrative for each Statement of Work reply will be evaluated based upon the technical criteria established in each subsection, except as described in Item 2 below. 2. Many criteria in the Statement of Work contain the following: Respondent has read, understands and will comply with the statements contained in this subsection. By submitting a Reply to this ITN, the Respondent is agreeing that they have read, understand and will comply with these criteria. These criteria do not require a narrative, will not be evaluated and are not included in the Master Evaluation Workbook Price Evaluation A. There is one Price Workbook, which is for the initial term. The renewal term pricing will be calculated with a 5 percent price decrease from the prices listed in the Price Workbook. Respondents must request the Price Workbook in Excel via from the DMS Procurement Officer. Respondents are required to return their completed Price Workbook in a Microsoft Excel format. Note: Prices submitted in the Price Workbook cannot be increased during the ITN or the term of the Contract. B. Return the Price Workbook along with the Reply to this solicitation in accordance with Section C. Attachment D, Price Workbook Instructions contains the instructions for completing the Price Workbook. D. The Price Workbook, Attachment E, will be used to populate Attachment J, Price Evaluation Workbook. E. Attachment J, Price Evaluation Workbook, contains the following tabs: 1. Pricing Evaluation - Eligible 2. Pricing Evaluation - Ineligible 3. Pricing Evaluation - Snapshots 4. 1 CPE, Extranet 5. 2 WAN 6. 3 MAN 7. 4A PDC Statewide 8. 4B PDC Local 9. 5 Centralized VPN; AMSS Broadband; ANS Snapshots F. The number of points for each Pricing Evaluation Category will be calculated using the formulas in the Price Evaluation Workbook, Attachment J. G. Pricing submitted in any other format other than Attachment E, Price Workbook, will not be accepted. Page 23

24 H. For E-rate eligible services, each individual category and service is assigned points. The Reply with the lowest price for an individual category or service will be awarded the full point allotment for that category or service. The Price Evaluation Workbook, Attachment J, contains formulas to calculate and identify the Reply with the lowest price and will establish the benchmark for scoring the remaining Replies. The initial term pricing and the renewal term pricing are evaluated using the same point values and will be weighted equally in the final score for the Eligible Services Pricing. I. For E-rate ineligible services, each individual category and service is assigned points. The Reply with the lowest price for an individual category or service will be awarded the full point allotment. The Price Evaluation Workbook, Attachment J, will use formulas to identify the Reply with the lowest price for that category or service and will establish the benchmark for scoring the remaining replies. The initial term pricing and the renewal term pricing are evaluated using the same point values and will be weighted equally in the final score for the Ineligible Services Pricing. J. The Snapshots will be evaluated as follows: 1. The Current Services Snapshot in the Price Workbook, Attachment J, will be populated with the rates provided by Respondent in the Price Workbook. The Reply with the lowest total cost for the Current Services Snapshot will receive the highest score for this portion of the pricing evaluation. The Current Services Snapshot is based upon an inventory of relevant SUNCOM services, as of April DMS will evaluate ITN responses based upon the Current Services Snapshot, even if changes to the inventory occur between ITN publication and vendor selection. 2. The Education Standard Snapshot will be used to determine how much education customers would pay for services based on the current state technology standards as established by the Department of Education. The Reply with the lowest total cost, will receive the highest score for this portion of the pricing evaluation. K. Benchmark Formula Replies not receiving the maximum points will be awarded points using the following formula: [1 - ((Reply Price - Benchmark Price) / Benchmark Price )] * Maximum Points Page 24

25 L. Renewal Pricing Renewal pricing will be calculated using a 5 percent decrease from the initial term rate. After the Price Workbook is completed for the initial term, the renewal term prices will be populated with the 5 percent price reduction to calculate the renewal price for each item in Attachment J, Price Evaluation Workbook. The initial term price will be then added to the renewal term rate to obtain a total price for each item in the Price Evaluation Workbook Categories. The renewal pricing will be evaluated using the methodology described above. 3.3 Total Overall Reply Evaluation (Attachment F, Master Evaluation Workbook) The Master Evaluation Workbook, Attachment F, contains the following tabs: 1. List of Respondents 2. Consolidated Evaluator Scores 3. Master Evaluation Summary The total overall points for each Respondent s Reply will be calculated in Attachment F as follows: A. Points from each Evaluator Score Sheet will be inserted into the Consolidated Evaluator Scores Tab. B. Points from the Consolidated Evaluator Scores Tab will be inserted in the Master Evaluation Summary Tab. C. Total points awarded from the Price Evaluation Workbook, Attachment J, will be inserted into the Master Evaluation Summary Tab. D. Using the results from B and C above, the total overall points for each Respondent will be calculated in the Master Evaluation Summary Tab, using the formulas provided in the Master Evaluation Workbook. 3.4 Negotiations A. S (1)(c), F.S., provides, in part: Invitation to negotiate The invitation to negotiate is a solicitation used by an agency which is intended to determine the best method for achieving a specific goal or solving a particular problem and identifies one or more responsive vendors with which the agency may negotiate in order to receive the best value. B. Based on the final total overall points for each Respondent from the Master Evaluation Workbook, DMS will determine a competitive range of responses reasonably susceptible of award. DMS intends to invite up to three Respondents for negotiations based on the highest total overall points, but DMS reserves the right to invite any number of Respondents within the competitive range for negotiations deemed in the best interest of the State of Florida. Page 25

26 DMS may post a Notice of Intent to Negotiate on the VBS identifying the Respondents invited to negotiate. C. Respondent(s) invited to negotiate may be asked to provide more detailed clarifications of their Replies, and/or to provide interactive presentations of their solution. DMS reserves the right to negotiate concurrently or sequentially with competing Respondent(s). Negotiations will not be open to the public, but will be recorded. All recordings of negotiations and any records presented at negotiation sessions are public record and can be released pursuant to a public records request after a notice of an intended decision is posted or until 30 days after the opening of the final Replies to the request for Best and Final Offers, whichever occurs earlier. D. Negotiation meetings will be conducted in Tallahassee, Florida. DMS reserves the right to schedule negotiations at a different location in the state. DMS may distribute an agenda in advance of the first negotiation session. Representatives for each Respondent should plan to be available for face-to-face meeting, without interruptions, for the entirety of the Respondent s scheduled negotiation meeting. E. Negotiations will include discussions of the Statement of Work and related services to be provided by the Respondent until acceptable terms are agreed upon, or it is determined that an acceptable agreement cannot be reached. The negotiation process will also include negotiation of the terms and conditions of the Contract. As this is an ITN, DMS reserves the right to negotiate the terms and conditions determined to be in the best interest of the State. The negotiation process will continue until DMS requests in writing, the Best and Final Offer(s). DMS reserves the option to resume negotiations that were previously suspended. F. The focus of the negotiations will be on achieving the solution that provides the best value to the State based upon the selection criteria and the requirements of this procurement. The selection criteria include the Respondent s demonstrated ability to effectively provide the services, technical information, and price. DMS reserves the right to utilize subject matter experts and subject matter advisors to assist the Negotiation Team. 3.5 Other DMS Rights during Negotiations DMS reserves the right at any time during the negotiation process to: A. Schedule additional negotiating sessions with any or all responsive vendors. B. Require any or all responsive vendors to provide additional, revised or final written replies addressing specified topics. C. Require any or all responsive vendors to provide a written Best and Final Offer. D. Require any or all responsive vendors to address services, prices, or conditions offered by any other vendor. E. Arrive at an agreement with any responsive vendor, finalize principal contract terms with such vendor, and terminate negotiations with any or all other vendors, regardless of the status of or scheduled negotiations with such other vendors. Page 26