Linking Agreement with HYE Tech Network & Security Solutions, LLC
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LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
HYE TECH NETWORK & SECURITY SOLUTIONS, LLC
RECITALS
Exhibit A
Exhibit B
AGREEMENT
Exhibit B
Exhibit C
LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
HYE TECH NETWORK & SECURITY SOLUTIONS, LLC
EXHIBIT A
CITY OF TEMPE RFP NO. 21-099
CISCO Networking & Voice over IP Equipment
and Services
for
City of Tempe
Developed by
HYE TECH NETWORK & SECURITY SOLUTIONS, LLC
SAVE
RFP# 21-099
April 21, 2021
4802 E Ray Road
Suite 23-414
Phoenix, Arizona 85044
hyetechnetworks.com
SPIN# 143035587
4/19/2021
HyeTech Response RFP# 21-099
CISCO Networking & Voice over IP Equipment and Services
HYE TECH NETWORK & SECURITY SOLUTIONS, LLC
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1.
INTRODUCTORY LETTER
Dear Committee Members,
Hye Tech Network & Security Solutions, LLC (HyeTech) offers the following response to the RFP# 21-
099 CISCO Networking & Voice over IP Equipment and Services for the City of Tempe (City). The
2021 RFP is to provide high-quality technical solutions, support, expertise, and engineering services.
HyeTech delivers this RFP response and intends to utilize cooperative contract Strategic Alliance
for Volume Expenditures (SAVE).
HyeTech is the ideal firm for several reasons. First, HyeTech is a consulting firm focused on providing
professional, managed, and hosted services. Our firm leads with end-to-end solutions that are
practical, scalable, and fiscally responsible. Many organizations can provide hardware and
services. HyeTech provides long-lasting concepts and client-facing services.
Second, HyeTech has worked on a diverse set of networks and systems with State, Local
Government and Educational entities. Every organization's infrastructure presents unique
complications and problems to overcome. Our team possesses the experience and a deep
understanding of unified communication and collaboration technologies, options and
requirements for each type of organization.
Lastly, HyeTech possesses the breadth and depth of technical and organizational capabilities to
support various types of technologies within local municipality environments. HyeTech has
developed solutions to help many cities and towns with their technology needs through these
increasingly challenging times. We have been uniquely focused to solve difficult issues presented
by our clients.
Hye Tech is dedicated to its clients. Our philosophy has always been to be customer facing. We
pride ourselves in offering personal attention, a quality that distinguishes us from our competitors.
HyeTech appreciates a client's need for continuity. Thus, the engineers you meet on day one are
expected to remain integral throughout the life of an engagement. HyeTech takes a distinct
interest in our client's vision. We focus not only on resolving the immediate issues but building
scalable solutions for where organizations need to go down the road.
As a client focused firm, HyeTech has successfully handled small and large projects in the past
with government and educational environments such as, Mesa Public Schools, Paradise Valley
Unified School University, University of Arizona, Arizona State University, Northern Arizona University,
Pinal County, City of Avondale, City of Scottsdale, City of Phoenix, and Town of Gilbert to name
a few. HyeTech's economic value, proficiency, and client service makes us the best choice for
the City of Tempe RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services.
Respectfully yours,
Lisa Andrus
COO/CFO
4/19/2021
HyeTech Response RFP# 21-099
CISCO Networking & Voice over IP Equipment and Services
HYE TECH NETWORK & SECURITY SOLUTIONS, LLC
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2. TABLE OF CONTENTS
1.
INTRODUCTORY LETTER ................................................................................................................................. 2
2.
TABLE OF CONTENTS ...................................................................................................................................... 3
3.
TECHNICAL QUESTIONNAIRE ........................................................................................................................ 4
3.1.
CISCO AUTHORIZATIONS AND CERTIFICATIONS ........................................................................................................ 4
3.2.
FIRM S EXPERIENCE AND QUALIFICATIONS .................................................................................................................... 7
3.3.
GENERAL QUESTIONS ....................................................................................................................................................... 12
3.4.
DEBARRED AND LEGAL ..................................................................................................................................................... 13
3.5.
FINANCIAL AND LEGAL ..................................................................................................................................................... 13
3.6.
PROPOSER STAFF AND TRAINING SERVICES ................................................................................................................ 14
3.7.
TRAINING SERVICES ........................................................................................................................................................... 15
3.8.
VALUE ADDED SERVICES ................................................................................................................................................. 16
3.9.
CONTRACT ADMINISTRATION/PRESALES AND SALES SUPPORT/SERVICES OF EQUIPMENT/HARDWARE
AND SOFTWARE ............................................................................................................................................................................... 18
INCIDENT REPORTING ............................................................................................................................................................... 23
INCIDENT IDENTIFICATION ...................................................................................................................................................... 23
INCIDENT LOG .............................................................................................................................................................................. 23
INCIDENT CATEGORIZATION .................................................................................................................................................. 24
INCIDENT PRIORITIZATION ...................................................................................................................................................... 24
INCIDENT DIAGNOSIS ................................................................................................................................................................ 25
INCIDENT CLOSURE ................................................................................................................................................................... 26
FUNCTIONAL ESCALATION ..................................................................................................................................................... 27
MANAGEMENT ESCALATION................................................................................................................................................... 27
ESCALATION NOTIFICATIONS ................................................................................................................................................ 27
4.
REFERENCES ................................................................................................................................................... 31
4.1.
OTHER RELATED EXPERIENCE ....................................................................................................................................... 32
4.2.
ACCEPTANCE & COMPLIANCE OF RFP TERMS & CONDITIONS & MISCELLANEOUS ....................................... 33
5.
PRICING SECTION ......................................................................................................................................... 34
5.1.
CISCO EQUIPMENT, PERCENT DISCOUNT OFF CISCO LIST PRICE .................................................................... 34
5.2.
SERVICES PROVIDED HOURLY RATE ......................................................................................................................... 35
6.
VENDOR S OFFER .......................................................................................................................................... 37
7.
ANTI-DISCRIMININATORY POLICY .............................................................................................................38
8.
SUPPLIER SUSTAINABILITY QUESTIONAIRE ............................................................................................... 41
8.1.
CORPORATE SUSTAINABLE ACTIONS ............................................................................................................................ 41
8.2.
PRODUCT SUSTAINABLE ACTIONS ................................................................................................................................ 42
9.
ADDENDUMS ................................................................................................................................................. 43
9.1.
ADDENDUM #1 .................................................................................................................................................................. 43
9.2.
ADDENDUM #2 ................................................................................................................................................................. 45
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3. TECHNICAL QUESTIONNAIRE
Responses to proposal questionnaire and related documents, exhibits, etc. are to be organized in the same
sequence as presented in the questionnaire. Supporting documents, exhibits, etc. not clearly identified to
correlating question will not be evaluated. The evaluation committee shall have the final determination to
what
A.
If selected, will your company allow other government agencies to
utilize this Contract?
Yes
X
No
If no, please explain:
Response:
N/A
B.
rd) for
payment?
Yes
X *
No
* With Fees
3.1. CISCO AUTHORIZATIONS AND CERTIFICATIONS
1.
Is your firm an authorized and certified CISCO sales and service
dealer?
Yes
X
No
If yes, submit verification of authorization/certification with offer.
Letter attached in Appendix A. Below is a snapshot of the body of the document for
reference:
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HYE TECH NETWORK & SECURITY SOLUTIONS, LLC
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2.
List CISCO and other relevant technical authorizations/certifications that are applicable to this RFP.
Response:
HyeTech has diverse high-level certified engineers in various areas of technology areas
including:
Cisco Certified Internetwork Expert (CCIE)
o
The CCIE is described by Cisco as "the most prestigious networking
certification in the industry". The CCIE certifies a very specific set of skills in
the field of networking. According to Cisco, less than 3% of Cisco Certified
engineers obtain CCIE certification and less than 1% of the networking
professionals worldwide", and the average candidate will spend thousands
of their own dollars and spend at least 18 months studying while pursuing it.
There are two parts to obtaining a CCIE, the written and an 8-hour lab exam.
Passing all the requirements of the program earns the individual a unique
CCIE number assigned by Cisco.
Cisco Certified Network Professional (CCNP)/ Cisco Certified Design Professional
(CCDP)
o
The CCNP validates the ability to plan, implement, verify, and troubleshoot
local and wide-area enterprise networks and work collaboratively with
specialists on advanced security, voice, wireless, and video solutions. In
addition to CCNA exams, professionals must pass three separate
professional-level exams.
Cisco Certified Network Associate (CCNA)/Cisco Certified Design Associate
(CCDA)
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o
CCNA certification validates the ability to install, configure, operate, and
troubleshoot medium-size routed and switched networks, including
implementation and verification of connections to remote sites in a WAN.
The HyeTech team consists of multiple certified engineers in each of the above
certifications.
HyeTec
engineers also have certifications from industry standard bodies that are
manufacturer agnostic for wireless and security including:
Certified Wireless Technology Specialist (CWTS)
o
Wireless certifications from CWNP, a wireless vendor neutral wireless
standards body. This covers all aspects of RF and is a critical certification for
a wireless engineer.
Certified Wireless Network Administrator (CWNA)
o
Professional level wireless certifications from CWNP, a wireless vendor neutral
wireless standards body. This covers all aspects of RF and is a critical
certification for a wireless engineer. Specifically, CWNA covers the skills to
successfully survey, install, and administer enterprise wireless networks
Certified Wireless Security Professional (CWSP)
o
Professional level wireless certifications from CWNP, a wireless vendor neutral
wireless standards body. This covers all aspects of RF and is a critical
certification for an advanced wireless engineer. The CWSP ensures you have
the skills to successfully secure enterprise wireless networks.
SANS GIAC Certified Firewall Analyst (GCFW)
o
GIAC Certified Firewall Analysts (GCFWs) have the knowledge, skills, and
abilities to design, configure, and monitor routers, firewalls, and perimeter
defense systems. Achieving this certification required a written test as well
practical paper of minimum 10 pages regarding security topics having to
do with Intrusion Prevention.
SANS GIAC Certified Intrusion Analyst (GCIA)
o
GCIAs have the knowledge, skills, and abilities to configure and monitor
intrusion detection systems, and to read, interpret, and analyze network
traffic and related log files. Achieving this certification required a written test
as well practical paper of minimum 10 pages regarding security topics
having to do with Intrusion Prevention.
Certified Information Systems Security Professional (CISSP)
o
This certification is a globally recognized standard of achievement that
confirms an individual's knowledge in the field of information security. CISSPs
are information assurance professionals who define the architecture,
design, management and/or controls that assure the security of business
environments.
Microsoft Certified Systems Engineer (MCSE)
o
s
Engineer. To achieve this certification, the engineer must take and pass
three separate tests, including a product test and networking. It is
considered one of the more difficult certifications to achieve because of
the breadth of knowledge one must have on a variety of technologies.
manufacturer agnostic for wireless and security including:
Certified Wireless Technology Specialist (CWTS)
o
Wireless certifications from CWNP, a wireless vendor neutral wireless
standards body. This covers all aspects of RF and is a critical certification for
a wireless engineer.
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Certified Wireless Network Administrator (CWNA)
o
Professional level wireless certifications from CWNP, a wireless vendor neutral
wireless standards body. This covers all aspects of RF and is a critical
certification for a wireless engineer. Specifically, CWNA covers the skills to
successfully survey, install, and administer enterprise wireless networks
Certified Wireless Security Professional (CWSP)
o
Professional level wireless certifications from CWNP, a wireless vendor neutral
wireless standards body. This covers all aspects of RF and is a critical
certification for an advanced wireless engineer. The CWSP ensures you have
the skills to successfully secure enterprise wireless networks.
SANS GIAC Certified Firewall Analyst (GCFW)
o
GIAC Certified Firewall Analysts (GCFWs) have the knowledge, skills, and
abilities to design, configure, and monitor routers, firewalls, and perimeter
defense systems. Achieving this certification required a written test as well
practical paper of minimum 10 pages regarding security topics having to
do with Intrusion Prevention.
SANS GIAC Certified Intrusion Analyst (GCIA)
o
GCIAs have the knowledge, skills, and abilities to configure and monitor
intrusion detection systems, and to read, interpret, and analyze network
traffic and related log files. Achieving this certification required a written test
as well practical paper of minimum 10 pages regarding security topics
having to do with Intrusion Prevention.
Certified Information Systems Security Professional (CISSP)
o
This certification is a globally recognized standard of achievement that
confirms an individual's knowledge in the field of information security. CISSPs
are information assurance professionals who define the architecture,
design, management and/or controls that assure the security of business
environments.
3.2. FIRM S EXPERIENCE AND QUALIFICATIONS
3.2.1.Firm s Overview
1.
Provide a general overview and brief history of your organization, including parent and/or
subsidiary companies, expertise, number of employees, stability and its capability to provide the
required services.
Response:
HyeTech Overview
HyeTech was founded in January of 2005
focus has been to provide clients, throughout the State of Arizona, with superior solutions
for their technology challenges while accounting for scalable environments to enable
future growth. Each new project is viewed as an opportunity to forge a long-term working
relationship with our clients. This commitment requires HyeTech to examine the immediate
goals for the current project as well as future strategies that the leadership has for business
growth and expansion. HyeTech engineers possess a unique in-depth knowledge of secure
networking, cyber security, systems and cloud security as well as an intimate understanding
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CISCO Networking & Voice over IP Equipment and Services
HYE TECH NETWORK & SECURITY SOLUTIONS, LLC
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of the inner workings of large businesses and educational institutions. This broad
understanding of both the technical and business needs, allows HyeTech to provide a team
of highly skilled technology professionals best suited to meet and exceed the
needs
in all phases of a project.
Over the years, HyeTech has transformed from a network and security firm into a firm
providing end-to-end solutions in all disciplines of technology. Security is foundational in all
solutions provided by HyeTech, from network, to systems, wireless, unified communications,
data center, and general operations. Security is always at the forefront of all architectures
from our firm. Our team believes in developing unique security solutions for each of our
clients. While there are similarities between networks and clients, no two environments are
identical.
HyeT
needs throughout RFP 21-099 makes us the ideal
firm. With over a decade of experience supporting solutions for city, public education, and
state government organizations, HyeTech brings an understanding of the business,
technology, and security challenges facing City leadership. From small projects, complete
enterprise security architecture and implementations, network and security assessments to
ongoing operational support for these environments, HyeTech, as a professional services
organization, is the best candidate for this project.
philosophy is we are a client facing organization. This is cr
needs, resolve problems, plan, and continue relationships. At the same time, industry best
practices and cost are always at the forefront of any task(s). The team of engineers that
will work with the City will have the goal of providing the City the best possible architectures
and solutions that are scalable and supportable.
The HyeTech team has a variety of engineering resources that are part of our local team.
This diversity enables the team to tackle the vast array of technologies that are found in
t
security, datacenter, public cloud and computing environments. These
skills include senior level engineers and architects in networking and security, data center
and cloud, unified communications (voice/video) and wireless technologies and
virtualization and storage. In addition, the HyeTech team has senior architects in Microsoft
technologies and products, Linux, as well application load balancing and delivery.
HyeTech can provide a team of experienced engineers that work together on a regular
basis to deliver critical projects for our clients.
The HyeTech team brings a strong architecture and design practice to help our clients. It
is something our team has been involved in delivering since inception. There have been
many projects where our team was brought in to provide just the secure architecture, or
the reference architecture. It is a core competency for our team, and we thrive in delivering
Our team incorporates secure
design into each of the technologies we deliver.
HyeTech was founded as an engineering firm. Over the years we have grown to a staff of
nearly 100. Nearly all our resources are here in the Arizona with most residing in the Phoenix
metro area. HyeTech was founded as an engineering firm and that has not changed over
the years. Most of the staff at HyeTech are engineers. Whether they are part of our
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HYE TECH NETWORK & SECURITY SOLUTIONS, LLC
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24x7x365 operations center that is fully staffed operated locally in Phoenix, the architecture
team, or the consulting team, most of our team are engineering focused.
Over the past 2 years, HyeTech has b
government markets in Arizona. This is largely due to our dedication to our customers at
various cities, towns, schools, counties, etc. across Arizona. With one of, if not the, largest
local engineering teams and our focus on technology, solutions, and customer experience,
we have gained the trust of many customers throughout the State.
e office is in Phoenix, Arizona. Our office space is over 7000 square feet,
housing
engineers
of
all technical
specializations.
This
includes our
24x7x365
Network/Security Operations Center. We have engineers that live throughout the state and
provide services throughout Arizona.
Qualifications
HyeTech is a locally owned small business. HyeTech is a 360-degree solution-based
consulting firm focusing on innovative technology, scalability, and fiscally conscious
solutions and services. Our office is located in Phoenix, Arizona, with engineers located
throughout the state. Over the years, HyeTech has provided services throughout the
metropolitan areas, as well as the rural communities.
We view each project as an opportunity to forge a long-term working relationship. Thus,
ncludes a leadership team overseeing engineers of all
levels and disciplines, project managers, our network operations center and sales. Our
team engages each client to examine its immediate goals for current projects, as well as
future strategies that the leadership has for business growth and expansion.
2.
Does your firm have an office location within the Phoenix
metropolitan area that meets the minimum qualifications
requirements of this RFP? A no response to the question will result
in the removal of your firm from the evaluation process.
Yes
X
No
If yes, provide the complete address information (street address, city, state and zip code).
Response: 10235 S. 51st Street, Suite 120, Phoenix, AZ 85044
3.
Does your firm have any other sales offices in the State of
Arizona?
Yes
No
X
If yes, provide location and specify all services to be performed out of the sales offices.
Response:
N/A
Accreditation - Offeror shall possess currently, at a minimum the following accreditations:
o
Cisco Partner (Premium, Premier, Silver, or Gold)
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HYE TECH NETWORK & SECURITY SOLUTIONS, LLC
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o
Cisco Advanced Unified Communications Specialization
4.
Is your firm currently a Cisco Partner (Premium, Premier, Silver, or
Gold)?
Yes
X
No
If yes, please specify which (Premium, Premier, Silver, or Gold).
Response: Gold
If yes, does your firm certify it will maintain its Cisco Partner
accreditation for the life of the contract?
Yes
X
No
5.
Is your firm currently a Cisco Advanced Unified Communications
Specialization Partner?
Yes
X
No
If yes, does your firm certify it will maintain its Cisco Advanced
Unified Communications Specialization accreditation for the life of
the contract?
Yes
X
No
6.
Is your firm currently a Cisco Collaboration Architecture
Certification Partner?
Yes
X
No
If yes, does your firm certify it will maintain its Cisco Collaboration
Architecture Certification for the life of the contract?
Yes
X
No
7.
Does your have sufficient depth of skilled technical staff to
adequately deploy and support Cisco products?
Yes
X
No
8.
As specified in the Scope of Work, describe in detail all services proposed to the Agencies. All
associated costs for these services shall be stated on the Price Sheet. (attachments may be used):
Response:
Details of Services Offered
HyeTech provides a broad range of products and services. These services include
professional services, consulting services, managed services, and product resale services.
The managed services consist of network operations and security operations.
solutions and experience in the technologies that are identified in RFP 21-099.
Routing and switching technologies are one of the
main building blocks of HyeTech. Our firm invests
considerable training and experience in many
manufacturer switching products. We have designed
and
deployed
numerous
complex,
multi-layer
enterprise networks. This includes enterprise MPLS with
L2VPN and L3VPN, SDN and SDN like features, as well
as many other advanced networking topologies.
ENTERPRISE ROUTING &
SWITCHING
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HyeTech engineers have built security platforms for
extremely sensitive agencies and organizations,
including law enforcement, healthcare and finance.
Our team has provided services for law enforcement
networks that require Criminal Justice Information
Services (CJIS an FBI developed set of standards).
We have also built networks that conform to Payment
Card Industry (PCI) standards for financial firms. Lastly,
HyeTech
has
assisted
multiple
healthcare
organizations with the design and deployment of
HIPAA compliant networks.
HyeTech
has
implemented
many
Datacenter
environments from the ground up with many of the
advanced fe
solutions require. Additionally, HyeTech has built
cloud computing architectures (AWS, Azure, Google,
Cisco). Our team has also completed such work for
multiple education, government, and private clients
with large and unique needs. The HyeTech team has
significant experience with various manufacturer
datacenter
fabric,
SDN
and
automation
technologies. A team of highly skilled and talented
server, virtualization and storage architects are the
core of the Datacenter team.
wireless practice and engineering is one of
the leaders in this market. Our team has designed,
deployed or manage several of largest wireless
deployments in Arizona. Notably, Mesa Public
Schools (6500+ APs), University of Arizona (8000+ APs),
Tucson Unified School District (4800+ APs), Arizona
State University (11,000+ APs) are just three examples.
Our team has built and deployed the robust NAC
solutions
necessary
to
support
these
large
environments with BYOD and guest access. This
includes complete management of the current
system ASU and UofA. Authentication and Identity
Services are a critical part of the HyeTech offering
from various manufacturers.
HyeTech
engineers
have
deployed
multiple
collaboration (Voice/Video) systems statewide. Our
engineers have performed migrations from multiple
legacy phone systems. These migrations are typically
the most complex voice deployments as both
systems need to be fully operational with full feature
integration. HyeTech engineers have significant
deployment expertise in the video and telepresence
platforms. Our experience with deploying these
systems in large environments such as the City of
Phoenix (16,000 phone deployment) is extensive. Our
SECURITY
PUBLIC/PRIVATE CLOUD
WIRELESS NETWORKING
COLLABORATION (VOICE/
VIDEO/TELEPRESENCE)
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engineers
regularly
complete
these
types
of
installations and migrations.
HyeTech is uniquely positioned to not only provide
infrastructure-based services, but we are able to
provide services all the way to the application layer.
ability to help our clients with services around the
application layer that most of our competition
cannot. Our team is uniquely experience in Microsoft
products
and
technologies,
including
Active
Directory,
Exchange,
Office
365
(migrations),
SharePoint, SQL, Identity Management, SCCM,
among others. In addition to Microsoft, we have
engineers will many years of Linux and UNIX
experience. Finally, due to our large educational
customer base, we have several engineers that have
focused on Apple technology support.
Project Management Office provides a
unique service unlike many others. Our team is built
around efficiency and support of the project teams.
HyeTech PMs are certified and experienced in many
aspects
of
technology
and
project/program
management. Several have previously run large
projects, such as the State of Arizona AZNET.
clients. HyeTech provides a Network Operations
Center (NOC) and a Security Operations Center
(SOC) to our clients to streamline assistance with
general technology issues as well as security
incidents. This is a 24x7x365 service and can provide
all tiers of support as needed by our client-base. The
NOC and SOC service can be tailor built around any
environment and will provide proactive monitoring
along with SLAs.
section for additional details.
3.3. GENERAL QUESTIONS
9.
Has your firm gone by a different name in the last five (5) years?
If yes, please list names below.
Yes
No
X
Response:
N/A
10.
Has your firm merged with or acquired by another organization
within the past three years? If so, please provide details.
Yes
No
X
Response:
SYSTEMS &
APPLICATION
PROJECT MANAGEMENT
OPERATION CENTER/
MANAGED SERVICES
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N/A
3.4. DEBARRED AND LEGAL
11.
Within the previous five years has your firm been debarred from
contracting with any local, state, or federal governmental agency?
If yes, explain below
Yes
No
X
Response:
N/A
12.
Within the previous five years has your firm used any
subcontractor to perform work on a government contract when
that subcontractor had been debarred by a governmental
agency? If yes, explain below.
Yes
No
X
Response:
N/A
3.5. FINANCIAL AND LEGAL
13.
Is your firm in the process of or in negotiations toward being
sold?
Yes
No
X
14.
Has the Proposer ever been declared bankrupt or filed for
protection from creditors under State or Federal proceeding in the
last seven (7) years?
Yes
No
X
15.
Has your firm had any Internal Revenue related liens assessed in
the last 10 years?
Yes
No
X
16.
Has your firm received notice of and/or in litigation about patent
infringement for the product and/or service that your firm is
offering to the Agency?
Yes
No
X
17.
Does your firm have outstanding judgments pending against it?
Yes
No
X
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3.6. PROPOSER STAFF AND TRAINING SERVICES
1.
List designated Contract Manager who will be responsible for managing all work provided by any
resulting contract. (This individual shall be considered "Key Personnel."). Provide a brief overview
of the experience and background.
Contract Manager Name:
Lisa Andrus
Phone Number:
602-694-0303
Cellular Phone
602-694-0303
Fax Number:
480-247-4501
E-mail Address:
landrus@hyetechnetworks.com
Lisa is the Chief Operating Office and leads all aspects of contracting, legal and financial
aspects for HyeTech. Lisa is a practicing lawyer with the Arizona Bar and provides HyeTech
the business leadership in engaging with our customers. Lisa has been integral in growing
HyeTech to becoming the #1 Cisco partner in total sales for the Arizona state and local
government market.
2.
List the sales staff (team) that will be responsible for supporting the Agencies accounts, based upon
your capabilities at the time of proposal opening.
Response:
Rob Brokaw rbrokaw@hyetechnetworks.com 480.900.8196
Aaron Torres atorres@hyetechnetworks.com 480.900.8190
Brett Pierce bpierce@hyetechnetworks.com 480.900.8192
3.
Arizona.
The table below provides the critical resources HyeTech will provide for City of Tempe
projects. HyeTech has many other engineers for various technologies on staff. All HyeTech
engineers are based in Arizona at HyeTech Headquarters located 10235 S. 51st St, Suite 120,
Phoenix, Arizona 85044.
Arizona Location(s)
Consultants
Certifications
HyeTech HQ
Eddie Ramirez
CCIE
HyeTech HQ
Saro Hayan
CCIE
HyeTech HQ
Richard Dodson
15y Experience
HyeTech HQ
Ben Freitag
CCIE
HyeTech HQ
Cherie Vachon
CCIE
HyeTech HQ
Aaron Torres
CCIE
HyeTech HQ
Brett Pierce
CCIE
HyeTech HQ
Gear Misner
CCNP
HyeTech HQ
Jeff Metcalf
CCNP
HyeTech HQ
Adam Stoddard
CCNP
HyeTech HQ
Adam Budwill
CCNP
HyeTech HQ
Adam McHale
CCNP
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HyeTech HQ
Jim Miller
15y Experience
HyeTech HQ
Jorge Alonzo
20y Experience
HyeTech HQ
Diego Alonzo
VCP, MCP
HyeTech HQ
Chris Muench
VCP, MCP
HyeTech HQ
Rick Wakefield
CWTS, CWNA, CWSP
HyeTech HQ
Alex Freyermuth
CCNP
HyeTech HQ
Jeff Brookins
VPC, MCP
4.
Arizona.
Non-Arizona Location(s)
Consultants
Certifications
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
3.7. TRAINING SERVICES
5.
Please provide and explain any training, if available, for specific products being proposed. If training
is not supplied directly by your company, please provide details regarding training organization and
describe the relationship with the training organization. All associated costs for these services shall
be stated on the Price Sheet.
Response:
HyeTech provides or facilitates many types of training to benefit our customers.
Pre-Sales Training
Introductory training on a new technology can be provided by the HyeTech team to
the Tempe team on new and up and coming technologies and platforms. These types
of services are part of our pre-sales services and our architecture team can provide
training on various topics either as part of our regularly scheduled meetings or ad-hoc
based-on City needs.
Direct Training & Knowledge Transfer
HyeTech believes training is a critical part of technology consumption. HyeTech has
performed onsite training, virtual training, as well as in person live user support after
migrations or implementations. HyeTech will provide all forms of training for City users. The
following are types of training HyeTech has performed previously and can offer the City.
Onsite Team Training
Executive Training
Maintaining a repository of previous training
Train-the-Trainer training
Help Desk Support Training
NOC Troubleshooting 1:1 Support
Upon request, our team is happy to schedule and provide high level specific training and/or
knowledge transfer on the technologies and solutions that we have deployed. These are
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sometimes included in a Scope of Work or provided at no charge. These sessions can be
provided on-site, at our
es, or via virtual session.
Manufacturer Training
Additionally, the HyeTech team frequently facilitates more specific product training to
customers with our OEM partners (like Cisco). This can be accomplished by reselling
learning credits to City for the needed number of credits. This can be done as stand-alone
or provided as part of a project. Some manufacturer learning credits, like Cisco, can be
used towards third party provided Cisco training, Cisco provided training, or Cisco Live
conferences.
3.8. VALUE ADDED SERVICES
1.
Please describe in detail the value-added services your firm would be able to provide and how that
would benefit each agency.
Response:
Value Added Services & Other Services Offered
HyeTech is an independent consulting firm committed to providing solutions based on the
best technologies and at the best price points without preference to any one particular
manufacturer. This approach has uniquely positioned us as a consulting focused integrator
that specializes in the secure deployment of a variety of manufacturer platforms. We
provide our clients with essential expertise in integration and consulting services for the most
critical areas of the communications environment including.
Our unique managed services offering marries up the best of consulting services to the best
of managed services. We provide a managed service that has customized on site
consultants performing regular health checks and validations.
Finally, our unique white glove project services provide clients with the ability to have a
project delivered but have it managed for some period of 3, 6 or 9 months while their staff
is coming up to speed. This is a fusion of project and managed service that gives clients a
soft landing when dealing with brand new technology.
HyeTech is the best firm for the
IT Services contract for numerous reasons. Some of the
highlights are as follows:
Client Facing Philosophy
Experienced & Specialized Engineers
Breadth/Depth of Knowledge of Enterprise Technology
Breadth/Depth of Knowledge in a Multitude of Manufacturers
Proficiency
Manufacturer Agnostic
Team Consistency
Forward Thinking
Knowledge of Best Practices
Knowledge of Entity Compliance (AFIS, CJIS, HIPPA, FERPA, SOX, ETC.)
Economic Value
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The following are the technologies we have significant experience in and provide
consulting services around:
Developer/Programming Services
Full Suite of Cloud Architectures (Network/Security/Compute/Storage)
Network Architecture Design and Deployments
Datacenter Architecture Design and Deployments
Wireless Architecture Design and Deployments
Security Architecture Design and Deployments
Voice/Video Architecture Design and Deployments
Server/Virtualization/Storage Architecture Design and Deployments
Infrastructure/Technology Assessments
Managed Services
Physical security monitoring design and deployment
Video presentation and collaboration
IP based multimedia distribution
Program and Project Management
Relationship and Engagement Management
HyeTech provides various levels of managed services. These services are supported by our
locally staffed engineers and analysts. HyeTech believes strongly in having a local
engineering team for all levels and types of services. While off-shoring provides some
benefits, those are far outweighed by the presence of a local team within the region that
understand our clients, their business and their needs.
idea that we will meet each customer
at their level of need. Our services range from the very basic ad-hoc services to a full
turnkey managed offering with anything between those as a fully customizable service.
Below are the key points:
Monitoring everything using cloud scale
Provide flexible services and models
Engage with tiered engineering
Utilize the experience and knowledge of our engineering team for critical
escalations and resolution
No team silos or isolation from useful resources
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3.9. CONTRACT ADMINISTRATION/PRESALES AND SALES SUPPORT/SERVICES OF
EQUIPMENT/HARDWARE AND SOFTWARE
1.
Does your firm have the ability to provide presales and sales support and services for the following?
Group 1
CISCO network and upgrade components, etc.
Yes
X
No
Group 2
CISCO Voice over IP products and solutions, etc.
Yes
X
No
Group 3
CISCO Unified Computing Products, blade servers, rack
servers, Invicta appliances, fabric interconnects, fabric
extenders, etc.
Yes
X
No
Group 4
CISCO Radio interoperability products and solutions, etc.
Yes
X
No
Group 5
CISCO Network security products, etc.
Yes
X
No
Group 6
CISCO System software and monitoring tools, etc.
Yes
X
No
Group 7
CISCO Unity products and services, etc.
Yes
X
No
Group 8
CISCO Physical Security Products, Video Surveillance, IP
Cameras, Access Control, etc.
X
Group 9
CISCO Wireless, etc.
Yes
X
No
Group 10
CISCO Miscellaneous devices, peripherals, digital signage,
cables for operation or interfacing of CISCO equipment, etc.
Yes
X
No
Group 11
CISCO Annual Service Plans or equivalent service contract
for CISCO hardware and software support, etc.
Yes
X
No
Group 12
Remanufactured or refurbished items may be offered.
Yes
X
No
Group 13
CISCO Annual Service contract for CISCO hardware and
software support, etc.
X
Group 14
Flex Enterprise Agreement - CISCO
Yes
X
No
Group 15
SaaS - CISCO
Yes
X
No
Group 16
Conferencing
WebEx Meetings, WebEx Events, etc.
Yes
X
No
Group 17
Collaboration Endpoints
phones, headsets, video
conferencing devices
Yes
X
No
Group 18
Cisco Data Center Switching
Yes
X
No
Group 19
Cisco Meraki Cloud Managed solutions
Yes
X
No
Group 20
Cybersecurity Products and Services
Yes
X
No
2.
Provide the following information for any CISCO or equivalent Annual Service Plans offered:
Description of Annual Service Plan(s)
Percentage Discount off each Annual Service Plan offered
Service contract management
Escalation procedures
Response:
HyeTech will include varying levels of Cisco Smartnet Total Care with applicable hardware
Center (TAC) to assist with product use, configuration, and troubleshooting. Additionally, it
provides advanced hardware replacement as well as access to software downloads
including OS updates and software releases. Advanced hardware replacement is available
with varying response times dependent on the level of Smart Net purchased. The following
are typical Smart Net offerings that HyeTech recommends:
Smartnet Total Care 24x7x4:
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Advance Replacement parts on a Four-Hour Response basis twenty-four (24) hours per day,
seven (7) days per week, including Cisco-observed holidays.
Smartnet Total Care 8x5xNext Business Day:
Advance Replacement will ship to arrive the next Business Day provided that Cisco's
determination of Hardware failure has been made before 3:00 p.m. Depot Time. If Customer
makes a request after 3:00 p.m. Depot Time, Cisco will ship the Advance Replacement the
next Business Day.
The following link provides additional Smart Net levels offered by Cisco.
https://www.cisco.com/c/dam/en_us/about/doing_business/legal/service_descriptions/docs/cisco-smart-net-total-care.pdf
HyeTech will provide a minimum of 20% discount off list price on all Smartnet annual service
plans. Additional discounting may be available for multi-year terms.
Service contract management will be performed by HyeTech on an annual basis. HyeTech
cts and subscriptions and perform a thorough
validation to ensure only required hardware and software on those contracts are being
renewed. HyeTech will work with the City to determine the best date to co-term Smartnet
expiration dates. New hardware purchases will also be co-termed to the same date and
contract to ease the burden of contract management and ensure devices do not have a
lapse in coverage.
In the event of a service issue with Cisco, the City can escalate to the HyeTech account
team. HyeTech will leverage relationships with the Cisco account to team to escalate issues
internally.
Furthermore, HyeTech offers an additional service to the manufacturer provided support
agreements. These are service plans that are provided directly by HyeTech engineers
including HyeTech field engineers when dispatch is necessary. As mentioned in the previous
section, this is a fully customizable service. While flexibility is a key to this offering, below are
:
Basic level
-based portal for technology
solutions
remote configuration assistance
remote break/fix troubleshooting
basic response SLA (next business day)
- NOTE: customer initiates service calls for troubleshooting, break/fix, etc. (HT is not
monitoring)
Advanced level
(Basic plus install and operate services):
All items in
services included, plus:
-based portal for technology
solutions
o
or messaging platforms (e.g., Slack, MS Teams, WebEx Teams)
advanced response SLA (same business day if before 2pm)
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- NOTE: customer initiates service calls for troubleshooting, break/fix, etc. (HT is not
monitoring)
Premium level
(Basic plus Advanced plus monitor and maintain services):
All
and
services included, plus:
a
monitoring and alerting services
upgrade and patch management services
Premium response SLA (4 hr.)
- NOTE: HT or customer can initiate service calls for troubleshooting, break/fix, etc.
Enterprise Service Agreement
(ESA on a per-technology-domain basis; must cover all customer inventory for technology
domain):
All
and
services
included, plus:
-based portal for technology solutions
expert design services
lifecycle and obsolescence program planning
sparing management
detailed service metric reporting
consultation with an expert
quarterly service reviews
dedicated PMO support (to facilitate service reviews and
obsolescence planning)
- NOTE: customer has dedicated POC(s) to facilitate service interaction - Aggressive
variable SLA: 1hr-P1, 2hr-P2, 8hr-P3, 48hr-P4
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3.
The City has included a section on the Price Sheet for miscellaneous service charges.
(Examples trip charges, additional insurance, third party vendor or disposal fees). Firms shall
explain how and when these various rates would be applied and if they would be waived as the
result of a merchandise sale.
Response:
In general, HyeTech does not charge for any miscellaneous services that are directly
offered. There are two exceptions to this for specific use cases, as noted in the Price Sheet:
Credit card transactions will incur a finance charge/transactional fee with a
variance of 2.5% - 4%
Delivery of emergency after-hours ad-hoc service will incur a service charge,
applied as 1.5x the stated rates for the relevant resources involved in the service
request. Note that this service charge is waived if the City chooses to utilize a
HyeTech offered Annual Service Plan as outlined in response to the previous
question #2 above.
4.
Is there a discount off of the first year of maintenance on the CISCO hardware and software?
__20__%
5.
Offeror is to provide CISCO Price List. (A web link is acceptable) If the list is not included within the
offer, please specify how the Offeror is providing a copy to the Agencies.
Response:
-to-date price list may be obtained directly from their website
at the following URL: https://prpub.cloudapps.cisco.com/lpc/currentPL.faces
6.
Response:
Return and restocking policies will vary from manufacturer to manufacturer and in many
case
clients by working with manufacturers and providing support for issues that may arise,
including any necessary RMA processes.
7.
Please explain ordering process, including presales support, pre-configuration, delivery
schedules and depots, shipping methods and capabilities to expedite orders. Offeror shall also
describe in detail their invoicing process.
Response:
The first step of the ordering process begins with requirements gathering during the pre-
sales support phase. In this step, our dedicated team of design engineers will work directly
with the appropriate City staff to develop the objectives, design criteria, and constraints.
Depending on the scope and complexity of the project at hand, this can range from a
simple phone discussion to multiple on-site design meetings and white board sessions in
order to reach agreement on a finalized design. Once approved by the City, the design
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is translated into a bill of materials and a services scope of work to provide implementation
services as necessary and delivered as an orderable quote.
After a PO is generated for the quote, the HyeTech Project Management Office is
engaged to begin the Service Delivery phase of engagement, and the order for materials
is placed. The HyeTech Project Manager and Account teams work hand in hand with the
City to assess delivery schedules based on current project timelines and lead times and
take steps to mitigate risk to project timelines as necessary. These steps include requesting
expedites and escalations directly with the manufacturer, sourcing the components from
alternate distribution channels, and in some cases finding suitable replacement products.
After delivery of all hardware and software on an order, they will be invoiced based on
the agreed upon terms. Once the Service Delivery phase of an order is completed, all
professional services will be invoiced upon project completion, acceptance, and close-
out.
8.
Describe your ability to timely provide pre-sales demonstrations and educational seminars for
the equipment being proposed.
Response:
team, which provides all pre-sales support, design, education, and demonstration
services. This team is led by multiple Cisco CCIEs. Each member of this dedicated team
is f
proposed within their respective domains of expertise and serve to facilitate sessions with
extended resources and additional CCIEs
ery
teams as needed.
HyeTech will use this model to successfully deliver quality educational and demonstration
sessions for the equipment or technology solution being proposed that can be scheduled
in short order as needed. Due to our focus on the local Arizona market and the size of our
consulting and engineering teams, many times these are delivered within a day to a few
days of request.
9.
-Commerce abilities to electronically send and receive information, orders,
and other documents.
Response:
Along with traditional methods of communication, such as email and messaging services,
HyeTech offers the ability to review and E-
(this capability can be enabled upon request). HyeTech strives to provide flexibility in
on to
electronic quoting and approvals, HyeTech will also work with the City to establish
agreeable and secure communications channels to facilitate the exchange of sensitive
information such as network documentation, as appropriate.
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10.
Outline your process of escalation of service requests.
HyeTech provides several levels of escalation based on the request. If the request is
associated with an outage or incident, the escalation path is defined by several key
metrics.
Incident Management
In this step, the incident will be identified, logged, and categorized. The details gathered
in this step will be an important factor to the engineer assigned to the incident. It is
important to identify relevant IP address, hostnames, parent/child relationships, methods
of access if necessary, testing performed, and any other pertinent information. Work
cannot begin on dealing with an incident until it is known that an incident has occurred.
INCIDENT REPORTING
Incidents can be reported in multiple ways. The most common ways are listed in the table
below:
Service Desk
Service desk analyst identifies an incident
Event Management
Network monitoring tools identify an incident
Service Provider
Service provider notifies of an incident
Customer Contact
Customer opens a ticket or calls service desk with an incident
Incident Reporters
INCIDENT IDENTIFICATION
Identify the incident and the technologies associated (e.g., a switch is no longer
responding to network monitoring tools). Gather all the pertinent information about the
incident. The minimum should be as follows:
Customer
Identify the customer
Site
Identify the site at the customer
Hostname
Hostname of impacted item
IP Address
IP address of impacted item
Service Impacted
Service impacted
Summary Issue
Provide a summary of the incident
Recurrence
Has this occurred previously?
Parent/Child
Identify any parent child relationships, if known
Incident Identification Examples
INCIDENT LOG
Log incident within the trouble ticket system with all the gathered details. All incidents
must be fully logged and date/time stamped, regardless of whether they are raised
through a Service Desk telephone call or whether automatically detected via an event
alert. All relevant information relating to the nature of the incident must be logged so that
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a full historical record is maintained and so that if the incident has to be referred to other
support group(s), they will have all relevant information at hand to assist them.
INCIDENT CATEGORIZATION
Identify if this is a Service Request incorrectly categorized as an incident. If so, update the
case to reflect that it is a Service Request and follow the appropriate Service Request
process.
All incidents will relate to one of the published services listed in the Service Catalog. If the
customer is calling about an issue they have that is not related to one of the services in
the catalog, then it is not an incident.
Determine if this issue has already been reported. If this is another person reporting the
same issue, relate the issue to the cases already reported. Multiple reports of the same
issue may mean the impact of the issue is broader than what might have been reported
at first. The impact needs to be recorded based upon current knowledge of the impact.
INCIDENT PRIORITIZATION
Before an incident priority can be determined, the severity and impact need to be
assessed. See paragraph 3.2 Incident Prioritization. Once the severity and impact are
set, the priority can be derived using the prescriptive table. Use the tables below to
determine severity and priority. The first table provides the severity of the incident.
Severity Level
Description
Level 1 - Critical
The presence of a severity 1 situation implies that business operations are severely
affected. The situation has one or more of the following characteristics:
direct / indirect loss of revenue
business service is not operational
partial or complete outage of the production system
data integrity at risk
production backup and recovery operations fail
Customer resources should be available to work on a 24/7 basis with HyeTech
personnel to resolve the issue.
Level 2 - Major
The presence of a severity 2 situation implies that certain functions are significantly
affected. The situation has one or more of the following characteristics:
no reasonable, operational or procedural workaround is available
causes a loss of performance
Level 3 - Moderate
The presence of severity 3 implies that there is a moderate impact to function, but the
situation can be circumvented so that operations may continue; a minimal effect on
performance, but with no business impact to the end user.
Level 4 - Minor
The presence of a severity 4 implies that there is an incorrect behavior, but the situation
does not impede operations and results in no business impact to the end user.
Incident Severity
The second variable is the number of users and or services the incident affects.
Level
Description
Level 1 Individual Incident Impacts business operations for a single end user
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Level 2
Department
Incident impacts business operations for a group of users or an entire dept.
Level 3 Single-
Site
Incident is localized and impacts business operations for a single site/facility
Level 4 Multi-
Sites
Incident impacts business operations for multiple sites/facilities
Level 5 Org Wide Incident impacts business operations for the entire company or organization
Incident Impact
When combined, these variables will define overall Incident Severity and assign Priority
classifications as defined in the matrix below.
Impact
Level 1 - Critical
Level 2 - Major
Level 3 - Moderate
Level 4 - Minor
Level 1 - Individual
Priority 3 - Medium
Priority 3 - Medium
Priority 3 - Medium
Priority 4 - Low
Level 2 Dept
Priority 2 - High
Priority 2 - High
Priority 3 - Medium
Priority 4 - Low
Level 3 Single Site
Priority 1 - Critical
Priority 2 - High
Priority 3 - Medium
Priority 3 - Medium
Level 4 Multi-Site
Priority 1 - Critical
Priority 2 - High
Priority 3 - Medium
Priority 3 - Medium
Level 5 Org. Wide
Priority 1 - Critical
Priority 2 - High
Priority 2 - High
Priority 3 - Medium
Incident Severity/Priority
Severity 1 Critical indicates the business operations are severely affected across a
single site or more
Severity 2
High
indicates certain functions are significantly affected across a
department, site or more
Severity 3 Medium indicates a moderate impact to functions but the situation is
circumvented so operations continue but may be somewhat impaired; most business
operations remain functional
Severity 4 Low indicates potential incorrect behavior but has no business impact
INCIDENT DIAGNOSIS
If the incident has been routed via the Service Desk, the Service Desk analyst must carry
out initial diagnosis, using diagnostic scripts and known error information to try to discover
the full symptoms of the incident and to determine exactly what has gone wrong. The
Service Desk representative will utilize the collected information on the symptoms and use
that information to initiate a search of the Knowledge Base to find an appropriate
solution. If possible, the Service Desk Analyst will resolve the incident and close the
incident if the resolution is successful.
Determine if the incident resolution is in the Knowledge Base.
If the necessary information to resolve the incident is not in the Knowledge Base, the
incident must be immediately assigned to an appropriately skilled engineer for further
support. The assignee will then research the issue to determine cause and remediation
options.
After a possible resolution has been determined either from the Knowledge Base or
through research, attempt the resolution.
Verify with the customer that the resolution was satisfactory, and the customer is able to
perform their work. An incident resolution does not require that the underlying cause of
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the incident has been corrected. The resolution only needs to make it possible for the
customer to be able to continue their work.
INCIDENT CLOSURE
The Service Desk should check that the incident is fully resolved and that the users are
satisfied and willing to agree the incident can be closed. The Service Desk should also
check the following:
Closure categorization. Check and confirm that the initial incident categorization was
correct or, where the categorization subsequently turned out to be incorrect, update
the record so that a correct closure categorization is recorded for the incident
seeking advice or guidance from the resolving engineer(s) as necessary.
Incident documentation. Follow up on any outstanding details and ensure that the
Incident Record is fully documented so that a full historic record at a sufficient level of
detail is complete.
Ongoing or recurring problem? Determine (in conjunction with resolving engineer)
whether it is likely that the incident could recur and decide whether any preventive
action is necessary to avoid this. In conjunction with Problem Management, raise a
Problem Record in all such cases so that preventive action is initiated.
Formal closure. Formally close the Incident Record.
Incident Escalation
Although assignment may change, ownership of incidents always remains with the
Service Desk. As a result, the responsibility of ensuring that an incident is escalated when
appropriate also resides with the Service Desk.
The Service Desk will monitor all incidents, and escalate them based on the following
guidelines for internal tickets:
Elapsed Time*
Severity 1
Severity 2
Severity 3
Severity 4
Immediate
HT
+Tier2
Ven +Esc Eng
Cust +Mgr
1 hour
HT
+Tier2
Ven +Mgr
Cust --
HT
+Tier2
Ven +Esc Eng
Cust +Mgr
2 Hour
HT
+Tier3
Ven +Act Team
Cust +Dir
HT
--
Ven +Mgr
Cust --
4 hours
HT
+SME +Exec
Ven +Dir
Cust +Exec
HT
+Tier3
Ven +Act Team
Cust --
8 Hours
(Update)
HT
+SME +Exec
Ven +Dir
Cust +Exec
HT
+SME +Exec
Ven +Dir
Cust +Exec
24 hours
HT
+Sr Exec
Ven +VP
(Update)
HT
+SME +Exec
HT
+Tier2
Ven +Esc Eng
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Cust +Sr Exec
Ven +Dir
Cust +Exec
Cust +Mgr
48 hours
HT
+CEO
Ven +CEO/Pres
Cust +CEO/Pres
HT
+Sr Exec
Ven +VP
Cust +Sr Exec
HT
+Tier3
Ven +Mgr
Cust --
72 hours
HT
+CEO
Ven +CEO/Pres
Cust +CEO/Pres
HT
+SME
Ven +Act Team
Cust +Dir
96 hours
HT
+Tier3
Ven +Dir
Cust +Dir
HT
+Tier2
Ven +Mgr
Cust --
Incident Escalation
HT
HyeTech
Ven
HW/SW Vendor Support (e.g., Cisco TAC)
Cust
HyeTech Customer
+
Added Resource
Mgr
Manager
Dir
Director Level
Pres
President
Esc
Escalation
Eng
Engineer
SME
Subject Matter Expert/Architect
Tier2
Escalation Engineer (Tier2)
Tier3
Escalation Engineer (Tier3)
Exec
Executive Level
Acronyms
FUNCTIONAL ESCALATION
This is an internal escalation between Tiers of service (Tier1/Tier2/Tier3/SME). When the
Service Desk receives notification of an incident, they are to perform the initial
identification and diagnosis to classify the incident according to service category and
prioritization. If the incident is a known problem with a known solution, the Service Desk
will attempt a resolution. If it is not a known problem or if the attempted solution fails, they
will delegate responsibility for an incident to an appropriate engineer.
MANAGEMENT ESCALATION
This is an escalation at all parties involved in an incident, HyeTech, Client, and Vendor.
When an incident is identified to reach the previously indicated criticality level (See Error!
Reference source not found.), different level of management must be notified within
the timeframes provided.
ESCALATION NOTIFICATIONS
Any time a case is escalated, notification will occur to various individuals or groups
depending upon the priority of the incident. Following are basic guidelines for
notifications:
The default mechanism for notification will be by email and/or WebEx Teams unless
otherwise specifically stated for a customer.
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Whenever escalation or notification by phone is indicated, all known numbers for contact
should be utilized, leaving voice mail on each until person is contacted. Refer to each
customer contact list.
Management notification will include functional managers, directors, VPs, CxOs.
Escalation of a case does not remove the assignment from an individual. When
additional personnel need to be involved, they may be added as interested parties.
Any time a case is escalated, the case will be updated to reflect the escalation and the
following notifications will be performed by the Service Desk:
Customer will receive a standard escalation email informing them of the
escalation
Manager of functional group to whom case is currently assigned will be notified
11.
Define turnaround times on RMA replacements.
Response:
The turnaround times for RMA replacements of the equipment proposed are dependent
upon the service contract for the hardware in question. In general, HyeTech recommends
the following strategy to optimize cost, however the particular details of the strategy used
to support the City will be dependent upon further discovery and discussions with city
staff:
Access layer devices (i.e., edge switches, access points): Best Effort Next-Business-
Day RMA based on Cis
n
appropriate sparing strategy for immediate service restoration during RMA
replacement
Distribution layer devices and redundant non-core services (i.e., aggregation
switches, wireless controllers, voice gateways): Next-Business-Day RMA based on
5 Smartnet Support service
Core services (i.e., core switches, core firewalls): 4-
24x7 Smartnet Support service
NOTE: the above RMA turnaround times do not include the required device triage
necessary to initiate the RMA
12.
How will you keep the Agencies informed of new products and services?
Response:
As part of the pre-sales support phase, the HyeTech Architecture team will provide
continuous product and service updates to all City Agencies as desired to ensure all
relevant staff are kept abreast of current technological trends. In addition to the product
and service offering details, our team will relate the new product or service offerings to
referenceable real-world implementations elsewhere in our customer base as available.
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This continuous approach can be accomplished via regular weekly/bi-monthly/monthly
meetings (timing agreed to and decided by City staff) or ad-hoc as needed. This
approach will ensure that all parties are synchronized with respect to the design decisions
and technologies implemented to meet the challenges of each agency.
13.
What is your turn around time on pricing and quotes?
Response:
The turnaround time for pricing and quotes is dependent upon the level of complexity,
discovery, and design involved. Below is a general outline of average turnaround times
based upon broad categories of quote requests:
Run-rate requests for standard products: 24-48 hours
Special pricing requests for standard products: 24-72 hours
Project based scope requests: 24-72 hours after project scoping
14.
If selected, will your company follow all invoicing/billing requirements?
Yes
X
No
If no, please explain
Response:
N/A
15.
Please describe your firms quality control standards as it relates to the services describe in this
RFP. Please be advised that your firm if selected will be held to the standard provided.
Response:
From the moment of its inception, HyeTech has been synonymous with high quality
in
every way possible. As our company expands, so does the challenge of promulgating
this core value and the intrinsic responsibility of superior quality to every individual within
the quality goal of today. Quality is a foundat
Accordingly, HyeTech adheres to an ITIL-based Continuous Improvement Process Policy.
The high-level goals of this policy are outlined below:
Identify ways to improve services and processes to improve quality, output,
efficiency, effectiveness, customer service, and/or reduce rework and cost
Prioritize the processes to focus on improving quality as an overall company as
well as by department, ensuring that every individual in HyeTech is aware of and
working towards Continuous Improvement
Utilize proven ITIL processes
A few of the realized benefits of HyeTech's Continuous Improvement Process include:
The creation of a culture that does not become stale, stagnant, or left behind
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The consummation of a culture that strives for progressive advancement, one in
which each teammate proactively considers the overarching processes and their
piece of those processes with a view toward ways to improve it
Cost effective improvements aligned to business priorities
Improvements in key areas important to our company:
o
Improved customer service
o
Retention of engineering talent
o
Retention and satisfaction of customers
o
Improved efficiencies
o
Improved project delivery
o
Improved managed services
Continuous improvement in project delivery requires a closed loop through the
obtainment of real customer feedback. Feedback is obtained throughout the project,
and in a more formal approach, in the end of the project through the use of asking
specific qu
Acceptance Form, and the internal Project Feedback Review Meeting.
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4. REFERENCES
Reference 1
Client Name:
Mesa Public Schools
Address: 549 N. Stapley Drive
Mesa, Arizona 85203
Reference Type:
Network & Security
Contact Name:
David Sanders
Job Title:
CIO
Phone Number:
480-472-0051
E-mail Address:
dbsanders@mpsaz.org
Scale/Scope:
> 60,000 Students
When Implemented:
June 2019 to Current
Description / Notes: Data Center Refresh, 94 remote locations, District Security Segmentation
and Security Architecture using MPLS
Reference 2
Client Name:
Arizona State University
Address: 1551 S Rural Rd
Tempe, AZ 85281
Reference Type:
Managed Network/Security
Contact Name:
Mike Brown
Job Title:
Manager IT
Phone Number:
480-965-2700
E-mail Address:
mrbrow3@asu.edu
Scale/Scope:
> 110,000 Students
When Implemented:
Sept 2016 to Current
Description / Notes: Managed network, wireless, voice, security for all ASU campus locations.
Design and implement solutions for all in-scope technologies
Reference 3
Client Name:
Paradise Valley School District
Address: 1520 N. 32nd Street
Phoenix, AZ 85032
Reference Type:
Managed Network/Security
Contact Name:
Jeff Billings
Job Title:
CIO
Phone Number:
602-449-2000
E-mail Address:
jbillings@pvschools.net
Scale/Scope:
> 30,000 Students
When Implemented:
Sep 2019 to present
Description / Notes: District Security Segmentation and Security Architecture using MPLS,
managed network and security services
Reference 4
Client Name:
Town of Gilbert
Address: 1045 Gilbert, Gilbert,
Arizona, 85234
Reference Type:
Network
Contact Name:
Eugene Mejia
Job Title:
Deputy CTO
Phone Number:
480-320-3900
E-mail Address:
Eugene.Mejia@GilbertAZ.gov
Scale/Scope:
Large Phoenix Metro City
When Implemented:
Nov 2020 March 2021
Description / Notes: Datacenter Cleanup, Future core re-architecture
Reference 5
Client Name:
City of Avondale
Address: 8500 S. Kyrene Rd.
Tempe, Arizona 85284
Reference Type:
Network/UC
Contact Name:
Mark Neerings
Job Title:
Assistant CIO
Phone Number:
623-333-5020
E-mail Address:
mneerings@avondaleaz.gov
Scale/Scope:
Large Phoenix Metro City
When Implemented:
June 2020 to present
Network design and deployment. Collaboration and unified communication. SIP support.
Wireless for public.
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Reference 6
Client Name:
Valleywise Health (fka MIHS)
Address: 2601 E Roosevelt St,
Phoenix, AZ 85008
Reference Type:
Network/Security/Managed
Contact Name:
Steve Schiavone
Job Title:
CTO
Phone Number:
602-344-8487
E-mail Address:
Steve.Schiavone@mihs.org
Scale/Scope:
Complete Hospital System
When Implemented:
June 2015 to present
Data Center Refresh, hospital and all remote clinics, enterprise-wide security segmentation and
security architecture using MPLS, managed services
Reference 7
Client Name:
Coconino County
Address: 202 E Birch Ave,
Flagstaff, AZ 86001
Reference Type:
Network/Security
Contact Name:
Matt Fowler
Job Title:
CIO / CISO
Phone Number:
928-679-7911
E-mail Address:
mfowler@coconino.az.gov
Scale/Scope:
Complete Hospital System
When Implemented:
June 2020 to present
Data Center Refresh, network architecture.
4.1. OTHER RELATED EXPERIENCE
CLIENT
TYPE
SERVICES PROVIDED
SVC YEARS
City of Casa Grande
City
Network assessment, Network & DC deployment
3 yrs
City of Mesa
City
Internet Access network upgrade, VDI
5 yrs
City of Mesa PD
City
Network/Security/Systems support, NGFW deployment
6 yrs
City of Peoria
City
Network Support
2 yrs
City of Phoenix
City
Network/Security/Systems support, Full Network & UC refresh
10 yrs
City of Phoenix PD
City
Network & DC refresh, Network/Security support
7 yrs
City of Scottsdale
City
Develop City EmergencySRP. DC refresh, Network/Security support
5 yrs
City of Sierra Vista
City
Network/Security/Voice/Systems support
8 yrs
City of Tucson
City
Network/Security/Wireless support
10.5 yrs
City of Tucson PD
City
Network/Security/Wireless support
10.5 yrs
Town of Marana
City
Network assessment, UC migration from legacy PBX to VoIP
5 yrs
Tucson
Airport
City
Network & DC refresh, UC upgrade
5 yrs
Valley Metro
City
Network assessment. Network refresh, Network/Security support
4 yrs
Cochise County
County
Network/Security/Wireless/Systems support, Full network refresh.
6 yrs
Gila County
County
Network/Security/Voice/Systems support, UC upgrade
10 yrs
Maricopa County
County
Security best practices, QoS, Architecture
4 yrs
Maricopa County Sheriff's
Office
County
Network/Security consulting services. Inmate telephony and video
system network deployment.
7 yrs
Pima County
County
Enterprise wide QoS design/deploy, DC refresh, Core refresh
8 yrs
Pinal County
County
Network/Security/Voice/Systems managed service, Full network refresh
8 yrs
Golder Ranch Fire
Fire
Network/Security/Voice/Systems support, UC upgrade
3 yrs
NW Fire District
Fire
Network/Security/Voice/Systems support, UC upgrade
2 yrs
Arizona State University
Higher Ed Network/Security/DC/UC assessment, deployment & managed services
6 yrs
Maricopa CCCD
Higher Ed Network upgrades, UC upgrades
5 yrs
Phoenix
Airport
Higher Ed Network & security architecture design. MPLS network
8 yrs
Northern Arizona University Higher Ed Network & security architecture design
6 yrs
Northland Pioneer College
Higher Ed Network/UC deployment, DC services
5 yrs
University of Arizona
Higher Ed Network/Wireless/Voice/Video Support. Campus core network refresh.
12 yrs
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Agua Fria USD
K-12
Network/Systems support
1.5 yrs
Apache Junction USD
K-12
Network/Security/Wireless support
2 yrs
Buckeye ESD
K-12
Network and wireless assessment, Network/Security support
2 yrs
Casa Grande ESD
K-12
VDI deployment, Network/DC refresh
4 yrs
Chandler USD
K-12
Network/Systems support
7 yrs
Coolidge USD
K-12
District network refresh. Network/Security/Systems support.
2 yrs
Deer Valley USD
K-12
Network/Security support. UC upgrade
3 yrs
Flagstaff USD
K-12
Full network refresh, Network/Security/Systems support. UC upgrade.
6 yrs
Florence USD
K-12
Full network refresh, Network/Security/Systems support. UC upgrade.
10 yrs
Gilbert Public Schools
K-12
Network assessment. Network/Security/UC implementation & support
5 yrs
Higley USD
K-12
District network refresh. Network/Security/Voice/Systems support.
4 yrs
Kyrene USD
K-12
Metro Ethernet WAN migration. Network/DC refresh
4 yrs
Mesa Public Schools
K-12
Full Network/DC/UC implementation & support
9 yrs
Paradise Valley USD
K-12
Full Network/DC/UC implementation & support
7 yrs
Pendergast ESD
K-12
General consulting services
2 yrs
Peoria USD
K-12
F5 and content filter support services.
5 yrs
Pinal County Schools
K-12
Systems support.
3 yrs
Scottsdale USD
K-12
Network/Security support.
2 yrs
Tempe Union HSD
K-12
Network/Wireless assessment and support
5 yrs
Tolleson ESD
K-12
WAN switch deployment.
2 yrs
Tucson USD
K-12
Full District network & wireless refresh. Datacenter refresh.
10 yrs
Wilson ESD
K-12
Network/Security/Systems/Voice support
5 yrs
AZ DCS
State
Firewall deployment for DCS to DES communication
3 yrs
AZ State Courts
State
Voice over IP system upgrades.
5 yrs
AZ Superior Court Pima Co
State
Network deployment and support
3 yrs
AZ DOA
State
Deploy new firewalls on behalf of AZ Department of Corrections.
1 yr
AZ DES
State
Legacy firewall migration, external L2L VPN migration
4 yrs
4.2. ACCEPTANCE & COMPLIANCE OF RFP TERMS & CONDITIONS & MISCELLANEOUS
1.
Does your company accept all terms and conditions of this
solicitation?
Yes
X
No
If no, please explain
Response: N/A
3.
Will your firm require the Agency to sign a separate agreement or
contract if selected for award of contract?
Yes
No
X
If yes, please submit
proposal will not be allowed to submit in the future.
4.
If a separate agreement or contract is required what process will your firm use to negotiate the
agreement conflicts RFP terms and conditions.
Response:
N/A
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5. PRICING SECTION
5.1. CISCO EQUIPMENT, PERCENT DISCOUNT OFF CISCO LIST PRICE
ITEM
NO.
DESCRIPTION OF REQUIRED MATERIAL, SERVICE OR CONSTRUCTION
A.
CISCO Equipment, Percentage Discount off CISCO List Price per categories specified below.
The Discount percent offered shall be reflective of the combined agency usage of this
cooperative contract. During the course of this potential 6-year contract, the City will allow
the successful firm to offer deeper discounts when situations warrant such as significant
one-time purchases or generally offered discount improvements by the manufacturer. Any
one time offerings shall be coordinated with the Procurement Officer assigned to this
contract.
Item
Description
% Discount
Group 1
CISCO Network and upgrade components
42%
Group 2
CISCO Voice over IP products and solutions
42%
Group 3
CISCO Unified Commuting Products, blade servers, rack servers, Invicta
appliances, fabric interconnects, fabric extenders, etc.
61%
Group 4
CISCO Radio interoperability products and solutions
42%
Group 5
CISCO Network security products
42%
Group 6
CISCO System Software and Monitoring Tools
42%
Group 7
CISCO Unity products and services
42%
Group 8
CISCO Physical Security Products, Video Surveillance, IP Cameras,
Access Control, etc.
42%
Group 9
CISCO Wireless, etc.
42%
Group 10
CISCO Miscellaneous devices, peripherals, digital signage, cables for
operation or interfacing of CISCO equipment, etc.
42%
Group 11
Annual Service Plans, percentage discount off CISCO list price or cost of
equivalent service contract for CISCO hardware and software support, etc.
20%
Group 12
Remanufactured or refurbished items may be offered. Offeror shall provide
42%
Group 13
CISCO annual service contract for CISCO hardware and software support,
etc.
20%
Group 14
Flex Enterprise Agreement - CISCO
27%
Group 15
SaaS - CISCO
20%
Group 16
Conferencing
WebEx Meetings, WebEx Events, etc.
27%
Group 17
Collaboration Endpoints
phones, headsets, video conferencing devices
42%
Group 18
Cisco Data Center Switching
42%
Group 19
Cisco Meraki Cloud Managed solutions
42%
Group 20
Cybersecurity Products and Services
42%
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5.2. SERVICES PROVIDED HOURLY RATE
B.
Services, Offeror to provide an hourly rate for services specified. Offeror may provide
additional related services.
Item
Service
Hourly Rate
1.
Design and analysis
$ 175
2.
Configuration
$ 175
3.
Implementation
$ 150
4.
Installation
$ 125
5.
Training
$ 125
6.
Maintenance
$ 100
7.
Support of Data
$ 150
8.
Support of Voice
$ 150
9.
Support of Multimedia
$ 150
10.
Support of Radio
$ 150
11.
Network-based, Network-embedded Products
$ 175
12.
Network Security Services
$ 175
13.
Network Virtualization Services
$ 175
14.
Senior Engineer
$ 150
15.
Principle Architect
$ 175
16.
Senior Technical Architect
$ 175
17.
Project Manager
$ 125
18.
Senior Project Manager
$ 150
19.
Program Manager
$ 175
20.
Credit Card Finance Charge / Transaction Fee
2.5% - 4%
21.
Emergency After-Hours ad-hoc Service Charge
1.5x Hr. Rate
* Applicable Tax
8.1
%
* State correct jurisdiction to receive sales tax on the Vendor's Offer, included in this Request for Proposal.
Less prompt payments discount terms of
%
days/ or net thirty (30) days. (To apply after receipt and
acceptance of an itemized monthly statement.) For evaluation purposes, the City cannot utilize pricing
discounts based upon payments being made in less than thirty (30) days from receipt of statement.
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Ordering and Invoice Instructions
Invoices shall be issued directly to the ordering department. Invoices shall be accurate and complete
including the information shown below. Failure to provide a properly documented invoice may cause a
delay in receipt of payment. The City will not process an invoice for payment until it has been approved by
the ordering department and forwarded to Accounts Payable. The City endeavors to process invoices
within 30 days after receipt of an accurate and complete document.
Invoices shall include:
1.
Line item listing of all ordered items to include description of items;
2.
Unit cost and extended cost for each line item;
3.
Applicable Tax;
4.
Payment Terms;
5.
Purchase Order Number;
6.
Name of selling organization clearly stated on invoice along with address;
7.
Phone number and or e-mail address for contact person to clarify invoicing questions;
Invoices that do not follow the above minimum invoicing requirements will not be paid. Payment must be
applied to only invoices referenced on check/payment stub. The City reserves the right to process
payments via check or P-Card.
Accounting Contacts:
Yesenia Loredo-Flores
Letters A
H and Numbers
Ramona Zapien
Letters I
Z
Kimberly Williams
General AP Inquiries and AP Checks
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6.
Offeror must complete, sign and submit this form to the Procurement Office with the proposal response. An
se, and/or a materially incomplete response will be
considered nonresponsive and rejected. Offeror is to type or legibly write in ink all information required
below. A scanned copy of this page is acceptable.
Company Name:
Hye Tech Network & Security Solutions, LLC
Company Purchase Order Mailing Address:
Street Address:
4802 E. Ray Road Suite 23-414
City, State, Zip:
Phoenix, Arizona 85044
Contact Person:
Lisa Andrus
Phone Number:
602-694-0303
E-mail Address:
landrus@hyetechnetworks.com
Cell Number:
602-694-0303
Remit to Information
Company Name (as it appears on invoice):
Hye Tech Network & Security Solutions, LLC
Company Payment Remit to Address:
Street Address:
4802 E. Ray Road Suite 23-414
City, State, Zip:
Phoenix, Arizona 85044
Company Tax Information
If a Tempe-based firm, provide Tempe Transaction Privilege (Sales) Tax No.:
N/A
Payment Options
Yes
No
Will your company accept Payment via ACH (Automated Clearing House) for payment?
Yes
X
No
THIS PROPOSAL IS OFFERED BY
REQUIRED SIGNATURE OF AUTHORIZED OFFEROR
By s
herein and that prices offered were independently developed without consultation with any other Offeror or
potential Offeror. Failure to sign and return this form with proposal response will be considered
nonresponsive and rejected.
4/21/2021
Signature of Authorized Offer
Date
Lisa Andrus
COO
Print or Type Name of Authorized Individual
Title of Authorized Individual
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7. ANTI-DISCRIMININATORY POLICY
ORDINANCE NO. 02016.25
The Tempe City Council approved Ordinance No. 02016.25 that requires vendors who are being
shown below:
Sec. 2-601. Policy.
It is declared to be the policy for the citizens of Tempe, Arizona, to be free from discrimination in public
accommodations, employment, and housing, and contrary to public policy and unlawful to discriminate
against any person on the basis of race, color, gender, gender identify, sexual orientation, religion, national
origin, familial status, age, disability, or United States military veteran status, in places of public
accommodation, employment, and housing; and contrary to the policy of the city and unlawful for vendors
and contractors doing business with the city to discriminate, as set forth in this article.
Sec. 2-603. Unlawful Practices.
The following shall constitute a violation of this article:
For a city vendor or city contractor, because of race, color, gender, gender identify, sexual orientation,
religion, national origin, familial status, age, disability, or United States military veteran status, to refuse to
hire or employ or bar or discharge from employment any person, or to discriminate against such person in
compensation, conditions, or privileges or employment. City vendors and contractors of fifteen (15) or more
employees shall provide a copy of its antidiscrimination policy to the Procurement Officer to confirm
compliance with this article. Employers having fourteen (14) or less employees may attest in writing to
compliance with this article.
Vendor Requirements
Vendors who have fifteen (15) or more employees shall include with their bid/proposal submittal a copy of
its antidiscrimi
liers who have fourteen
(14) or less employees may include their antidiscrimination policy or complete a written affidavit of
compliance per the attached.
To be completed by responding company and returned with submittal:
__X__
Our company has 15 or more employees and has included its antidiscrimination policy that
_____
Our company has fourteen (14) or less employees and is attaching the signed AFFIDAVIT OF
COMPLIANCE WITH TEMPE CITY CODE CHAPTER 2 ARTICLE VIII SECTION 2-603(5).
with offer submittal
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8. SUPPLIER SUSTAINABILITY QUESTIONAIRE
8.1. CORPORATE SUSTAINABLE ACTIONS
Item
Question
Response
1.
What sustainability guidelines or
environmental statement does your
company have to guide the
company as a whole? Please
include a link.
HyeTech does not have a published sustainability guideline. As a system
integrator we stive to help our customers achieve their sustainability and
environmental goals through efficient, cost and resource saving Network and IOT
solutions.
2.
What is your company doing to be
more energy efficient?
HyeTech maintains a highly efficient office space with sensor technology that
optimizes power use only when and where needed. If possible, remote video
conferencing is highly leveraged for customer meetings, internal meetings as well
as services engagements (when possible). When and if a field dispatch is
necessary for a to support a customer on contract, HyeTech utilizes highly gas
efficient Ford Transit Connect vehicles to reduce fossil fuel usage and emissions.
3.
What is your company doing to
reduce greenhouse gas emissions?
See above.
4.
What is your company doing to
reduce waste transferred to
landfills?
As a leading technology company, HyeTech has a philosophy of paperless
operation. HyeTech stores over 95% of its documentation in a secure and
electronic platform. Paper documentation provided to our firm is digitized. Our
work environment is paper minimalist. We conduct business in a compute format
that encourages mindful use of printers. We made a conscious decision to not
utilize copiers, fax and traditional paper files. In addition, we recycle all boxing
and paper materials resulting from internal or HyeTech delivered customer
equipment. Lastly, we do not provide plastic water bottles or containers in our
office space and utilize bulk drinking water services.
5.
What is your company doing to
reduce water waste?
HyeTech has elected to lease office space and thus, our impact in this regard is
minimal.
6.
What kind of effort does your
company make to reduce the use of
environmentally harmful materials
(such as cleaning products, etc.)?
HyeTech works with our facilities management to ensure the teams that work
within our facilities utilize natural cleaning products. Where team members need
to use cleaning products directly, HyeTech provides natural products only.
7.
Does your company take any
actions to manage the sustainability
of your supply chain? If yes, please
explain.
As we are classified as a small business, HyeTech has limited leverage to control
the actions of our large OEM partners however, we do strive to utilize products
that promote a sustainable environment.
8.
Has your company received any
environmental or sustainability
related independent certifications or
recognitions? If yes, please explain.
Reducing the cost of power and product use, paper and supplies is inherently in
the best interest of any business as well as the environment, and as a small
business HyeTech strives to meet to keep our footprint low. However, as a
consulting firm, some certifications may be inapplicable.
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8.2. PRODUCT SUSTAINABLE ACTIONS
Item
Question
Response
1.
Has your company performed an
environmental life cycle analysis on
the product being offered the City?
If yes, please provide
documentation
HyeTech does not manufacture any of the products it will be providing the City
within the scope of this RFP. This has been addressed by the OEM (Cisco). Cisco
is extremely conscious of its environmental impact and always strives to reduce
its footprint. Cisco offers a product trade in program that HyeTech participates in
and encourages our customers to take advantage of. Traded in equipment is
recycled by Cis
2.
Can the product being offered be
refurbished, recycled, or composted
at the end of its life? If yes, please
elaborate
Cisco returns these materials to the market where they are made into new
products. More than 99 percent of the electronics sent for processing are
recycled. Cisco's Takeback and Recycle Program enables you to properly
dispose of products that have reached their end of useful life.
3.
Does the product being offered
include any recycled materials? If
yes, please explain.
Yes. Cisco consistently reuses or recycles more than 99% of the equipment they
take back. Reuse is prioritized (e.g., through remanufacture and repair) and
remaining products that have reached the end of their useful life are recycled.
Increasing the use of recycled plastics sourced from our own recycling stream is
one example of how we can give new life to products at their end of life.
https://www.cisco.com/c/dam/en_us/about/closed-loop.pdf
4.
What measures have been taken to
reduce unnecessary packaging
materials associated with the
product being offered?
See above.
5.
What kind of reusable, recyclable,
and/or compostable packaging
materials does your company use?
HyeTec
6.
Has the product being offered been
rated or certified by a third-party
organization such as Energy Star,
Green Seal, Leadership in Energy
and Environmental Design (LEED),
Forest Stewardship Council, etc.? If
yes, please provide certification
documentation.
Please see link: https://blogs.cisco.com/csr/energy-efficiency-of-cisco-products
7.
Please provide any additional
information you would like to share
sustainable
attributes.
As stated, HyeTech is in the business of helping our customers achieve
sustainable and efficient Network solutions. We appreciate the opportunities we
have been provided and the necessity to be a provider to others. While HyeTech
encourages a mindful approach to these goals. As our team continues to grow,
we will continue to be self-reflective in not only how can give back to our
community locally, but also on a larger global scale. HyeTech encourages our
team to be mindful about our emissions footprint, individually and as an
organization. We embrace telecommuting as a regular practice. Some team
members are able to telecommute multiple days per week. We provide
technologies and tools to enable a seamless work environment whether the team
member is working at the office or remotely. Tools such as WebEx, WebEx
Teams, Slack, MS Teams, and other online collaboration and meeting tools to cut
down the necessity for travel.
4/19/2021
HyeTech Response RFP# 21-099
CISCO Networking & Voice over IP Equipment and Services
HYE TECH NETWORK & SECURITY SOLUTIONS, LLC
43 of 46
9. ADDENDUMS
9.1. ADDENDUM #1
Addendum to Solicitation
City Procurement Office/City of Tempe
-8324
www.tempe.gov/procurement
Issue Date:
April 2, 2021
This addendum will modify and/or clarify:
Solicitation No.:
RFP 21-099
and is
Addendum No.:
1
Procurement
Description:
CISCO Networking and
VOIP Services
The RFP Due Date and Time will remain the same at April 19, 2021 at 3:00 P.M.
Question and Answers received regarding this RFP.
1.
What is the current platform or environment? Cisco
2.
What is current equipment? Cisco switches, routers, firewall, access points and controllers.
3.
How many users will be on the new platform? Not looking for a new platform but purchases and
support of the existing platform.
4.
How many concurrent calls at a time? Not requesting a new design.
5.
Can you email us the technical requirements for all locations? Not requesting a new design.
6.
Would you rather have a hosted base or Premium based platform? Not requesting a new platform.
7.
Are you using cloud services? If so what platforms? Not requesting cloud services.
8.
How many instances are you running? Not requesting a new design.
9.
How many images do you have? Not requesting a new design.
10. Any special router equipment? Not requesting a equipment proposal.
4/19/2021
HyeTech Response RFP# 21-099
CISCO Networking & Voice over IP Equipment and Services
HYE TECH NETWORK & SECURITY SOLUTIONS, LLC
44 of 46
11. LAN speed requirements? Refer to technical requirements 100mb.Gig.10Gib.
12. Failover requirements? Not requesting failover services or design.
13. Managed required? Not requesting new design.
14. Who is the incumbent? Not applicable.
Please ensure that you sign and submit this addendum by the above referenced due date.
The balance of the specifications and bid solicitation instructions to remain the same. Bidders/Proposal
Offerors are to acknowledge receipt and acceptance of this addendum by returning of signed addendum with
bid/proposal response. Failure to sign and return an addendum prior to bid/proposal opening time and date
may make the bid/proposal response non-responsive to that portion of the solicitation as materially affected
by the respective addendum.
Hye Tech Network & Security Solutions, LLC
Lisa Andrus, COO/CFO
Name of Company
By
Name and Title (Please Print)
landrus@hyetechnetworks.com
480-900-8100
Email Address
Telephone
Phoenix
AZ
85044
City
State
Zip
Authorized Signature
4/19/2021
HyeTech Response RFP# 21-099
CISCO Networking & Voice over IP Equipment and Services
HYE TECH NETWORK & SECURITY SOLUTIONS, LLC
45 of 46
9.2. ADDENDUM #2
Addendum to Solicitation
City Procurement Office/City of Tempe
-8324
www.tempe.gov/procurement
Issue Date:
April 15, 2021
This addendum will modify and/or clarify:
Solicitation No.:
RFP 21-099
and is
Addendum No.:
2
Procurement Description:
CISCO Networking
and VOIP Services
The RFP Due Date and Time will change to April 21, 2021 at 3:00 P.M.
Question and Answers received regarding this RFP.
1.
RFP #21-
selected, will your company allow other government ag
the SAVE cooperative referenced in paragraph 8 of the Standard Terms and Conditions (page
11)? Or, is the City asking if additional agencies apart from those noted on page 11 would be able
to utilize the awarded contract?
The Contract resulting from this solicitation shall be for the use of the City of Tempe. In
addition, public and nonprofit agencies that have entered into a Cooperative Purchasing
rticipate in
any subsequent Contract. These agencies have committed to purchasing from this
contract.
Additionally, this Contract is eligible for use by the Strategic Alliance for Volume
Expenditures (SAVE) cooperative. See https://www.mesaaz.gov/business/purchasing/save for
more information. Any such usage by other municipalities and government agencies must be
in accord with the ordinance, charter and/or rules and regulations of the respective political
entity.
2.
RFP #21-099: On page 13, paragraph 6 r
terms and conditions, terms incorporated by reference, or forms (including separate contract,
maintenance agreement, or training agreement) intended by the Offeror to be included in any
resulting Contract or
not be required to sign it upon execution of the contract awarded for RFP #21-099, our company
would require the City to sign a Statement of Work (SOW) for specific professional services
engagements transacted through the awarded contract. Given that, should we submit our SOW
template with our proposal?
Yes, please submit documentation for our review with your proposal.
4/19/2021
HyeTech Response RFP# 21-099
CISCO Networking & Voice over IP Equipment and Services
HYE TECH NETWORK & SECURITY SOLUTIONS, LLC
46 of 46
3.
Also, given the proximity of the published Q&A responses and the proposal deadline (4/19), do
you know if the City intends to extend the deadline?
City is extending the deadline to April 21, 2021 @ 3:00 P.M.
Please ensure that you sign and submit this addendum by the solicitation due date.
The balance of the specifications and bid solicitation instructions to remain the same. Bidders/Proposal
Offerors are to acknowledge receipt and acceptance of this addendum by returning of signed addendum with
bid/proposal response. Failure to sign and return an addendum prior to bid/proposal opening time and date
may make the bid/proposal response non-responsive to that portion of the solicitation as materially affected
by the respective addendum.
Hye Tech Network & Security Solutions, LLC
Lisa Andrus, COO/CFO
Name of Company
By
Name and Title (Please Print)
landrus@hyetechnetworks.com
480-900-8100
Email Address
Telephone
Phoenix
AZ
85044
City
State
Zip
Authorized Signature
REQUEST FOR PROPOSAL
SOFTWARE SOLUTION
RFP# 21-099
CISCO Networking & Voice over IP Equipment and Services
RFP ISSUE DATE:
MARCH 16, 2021
DEADLINE FOR INQUIRIES/QUESTIONS:
APRIL 5, 2021 AT 3:00 P.M. LOCAL ARIZONA TIME
ALL INQUIRIES MUST BE DIRECTED TO:
KATHLEEN SHIPMAN, CPPB
EMAIL: kathleen_shipman@tempe.gov
PHONE: 480-350-8617
RFP DUE DATE AND TIME:
APRIL 19, 2021 @ 3:00 PM LOCAL ARIZONA TIME
SUBMITTAL LOCATION: Due to the COVID Virus, Tempe will only accept an e-copy of the
completed and signed proposal via e-mail to the following address:
Bids@tempe.gov
No hard copy proposals will be accepted at this time.
Table of Contents
Format of Documents............................................................................................................................................ 3
General Instructions .............................................................................................................................................. 4
Standard Terms and Conditions .......................................................................................................................... 10
Special Terms & Conditions and Instructions....................................................................................................... 17
Downloading of Documents ................................................................................................................................. 25
Background ......................................................................................................................................................... 26
Scope of Work ..................................................................................................................................................... 27
Technical Questionnaire ...................................................................................................................................... 31
References .......................................................................................................................................................... 39
Evaluation Criteria ............................................................................................................................................... 41
Pricing Section .................................................................................................................................................... 43
Vendor’s Offer ..................................................................................................................................................... 46
Anti-Discrimination Policy .................................................................................................................................... 47
Supplier Sustainability Questionnaire .................................................................................................................. 49
Checklist for Submittal ......................................................................................................................................... 51
Format of Documents
This document has been issued in Word format to allow the responding firm the ability to provide requested information, answer
questions, and provide pricing within the actual document. The boxes in the tables are auto expanding and will allow you to
insert as much information as you feel is required, however, proposals should be prepared as simply as possible and provide
a straightforward concise description of the submitter’s capabilities to satisfy the requirements of the RFP. DO NOT assume
that you will have any opportunity to make a presentation or explain any item or detail after the proposal due date and
time.
Any supplemental documentation that you feel is necessary for your response should be added in the appropriate section and
numbered in accordance with the section numbering, e.g, 1.1, 1.2. 1.1.1, 1.1.2, etc. Supplemental documentation not
clearly identified to a correlating question may not be evaluated. The evaluation committee shall have the final
determination as to what is considered “clearly identified”.
So that competing proposals can be compared equally, responding firms need to assemble their proposals in adherence to the
layout requirements. All responses must be submitted in a sealed package.
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
4 | Page
General Instructions
Failure to follow these instructions may result in rejection of proposal for non-responsiveness or cancellation of any Contract
awarded.
1.
Preparation of Proposal:
A.
Proposals should be submitted to the City of Tempe (“City”) in the sequence specified herein, on the forms
attached hereto, including Vendor’s Offer, Form 201-B (RFP).
B.
All proposals should be submitted on the forms provided in this Request for Proposal, signed by an
authorized signer and returned with the proposal response to the City.
C.
Completed and signed proposal forms for offer, acceptance and any solicitation addendums should be
signed by an authorized individual. Such proposal constitutes an irrevocable Offer to sell the good and/or
service specified herein. Offeror should submit all additional data, documentation, or information as
requested by the City, signifying its intent to be bound by the terms of the Request for Proposal.
D.
Negligence in preparation of a proposal confers no right of withdrawal. Offeror is solely responsible for
seeking clarification of any requirement and presenting accurate information in the proposal response. The
City shall not reimburse any costs for a proposal, or its submission, presentation or withdrawal, for any
reason.
E.
Offeror should identify each subcontractor to be utilized in the services and/or work set forth herein, in the
proper form as indicated.
2.
Definitions: For purposes of this Request for Proposal and resultant Contract, the following definitions apply:
A.
“City” means the municipal corporation of the City of Tempe, Arizona.
B.
“Code Governance” means unless otherwise specified herein, the provisions of the Tempe City Code,
Chapter 26A shall apply and govern this Request for Proposal.
C.
“Contract” means the agreement for the procurement of goods, services, work, construction, and/or
concessions.
D.
“Contractor” means an Offeror responding to a Request for Proposal who has been awarded a Contract
with the City.
E.
“Deliverable” means the Hardware, Software, and Documentation so designated in a Statement of Work.
F.
“Documentation” means collectively: (a) all of the written, printed, electronic, or other format materials
published or otherwise made available by Offeror that relate to the functional, operation, and/or
performance capabilities of the Software; (b) all user operator, system administration, technical, support,
and other manuals and all other written, printed, electronic, or other format materials published or otherwise
made available by Offeror that describe the functional, operational, and/or performance capabilities of the
Software, including but not limited to the Functional Specifications and any applicable Software acceptance
plan; and (c) any other Deliverable that is not Hardware or Software. Documentation shall not include
Source Code.
G.
“Functional Specifications” means those specifications to which the Software shall conform as set forth in
this RFP.
H.
“Offer” means a written offer to furnish goods, services, work, materials, construction, and/or concessions
to the City, in conformity with the standards, specifications, delivery terms and conditions, and all other
requirements established in a competitive solicitation.
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
5 | Page
“Offeror” means a business, entity, or person who submits an Offer in response to a competitive solicitation.
I.
“Public Record” means proposals and all other documents submitted in response to this solicitation shall
become the property of the City and shall be a matter of public record available for review following the
Contract award.
J.
“Purchase Order” means a document issued by the City Procurement Office directing the Contractor to
deliver goods, services, work, materials, construction, and/or concessions to the City.
K.
“Request for Proposal” means a competitive solicitation issued by the City for the procurement of goods,
services, work, materials, construction, and/or concessions.
L.
“Software” means those Deliverables that are classified as software, as well as documentation furnished
therewith by Offeror or its subcontractors in the normal course of business.
M.
“Services” means the work done by Offeror in support of the Software, including but not limited to
development services, installation services, training, consulting, support, telephone support, and such other
services as described in any Statement of Work.
3.
City Procurement Document: This Request for Proposal is issued by the City. No alteration of any portion of this
Request for Proposal by an Offeror is permitted and any attempt to do so shall result in vendor’s proposal Offer
being considered nonresponsive and rejected. No alteration of any portion of a resultant Contract is permitted
without the written approval of the Procurement Office and any attempt to do so shall be considered a breach of the
Contract. Any such action is subject to the legal and contractual remedies available to the City inclusive of, but not
limited to, Contract termination and/or suspension of the Contractor.
4.
Offer Acceptance Period: To allow for an adequate evaluation, the City requires the vendor’s proposal Offer in
response to this Request for Proposal to be valid and irrevocable for one-hundred eighty (180) days after the
proposal due time and date.
5.
Late Responses: The Offeror assumes responsibility for having the Proposal submitted on time via e-mail to the
address shown on the front page of this RFP. Any Offers received after the Solicitation Due Date and Time shall
not be considered and will be returned to the Offeror. The Offeror assumes the risk of any delay in the electronic
processing of the supplier’s e-mail through both parties (Supplier and City) networks. Offerors must allow adequate
time to ensure that the e-mail is timely received by the City at the designated e-mail address. All times referenced
are Tempe, Arizona local times. Respondents agree to accept the time and date that is recorded on the received
e-mail as the official time. Any e-mail submissions that are timed at 3:01 or later on the schedule due date will be
considered late and not considered.
6.
Inquiries: Questions regarding this Request for Proposal shall be directed to the City Procurement Officer identified
on the cover page of this document, unless another City contact is specifically named. Inquiries shall be submitted
in writing, identifying the appropriate Request for Proposal’s number, page and paragraph at issue. Oral responses
provided by the City shall have no binding effect or legal effect. Inquiries should be submitted no later than the
deadline indicated on the cover page of this document. The City reserves the right to contact Offerors to obtain
additional information for use in evaluating proposal.
7.
Preparation of Specifications by Persons Other Than City Personnel: No person preparing specifications for
this Request for Proposal shall receive any direct or indirect benefit from the use of these specifications.
8.
Withdrawal of Proposal: At any time before the specified proposal due date and time, an Offeror may withdraw
its proposal by way of written correspondence from the Offeror or its authorized representative.
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
6 | Page
9.
Solicitation Addenda: Receipt and acceptance of a Request for Proposal Addendum should be acknowledged
by signing and returning the document either with the vendor’s proposal response or by separate envelope prior to
proposal due date/time. Failure to sign and return an addendum prior to the proposal due date/time may result in
the proposal being considered nonresponsive to that portion of the Request for Proposal and rejected.
10.
Line Item Award: Unless stated otherwise in this Request for Proposal, the City reserves the right to award by
individual line item, by group of items, or as a total at the City’s discretion. The City expressly reserves the right to
waive any immaterial defect or informality, or reject any or all proposals, or portions thereof, or reissue this Request
for Proposal.
12.
Estimated Quantities: This Request for Proposal may reference quantities as a general indication of the City’s
needs. No commitment of any kind is made concerning quantities and Offeror hereby acknowledges and accepts
same.
13.
Offeror’s Separate Agreement: Any documents, license agreements, terms and conditions, terms incorporated
by reference, or forms (including separate contract, maintenance agreement, or training agreement) intended by
the Offeror to be included in any resulting Contract, or signed by the City must be submitted with proposal. Any
proposed document should be tailored to the specific requirements of the City's Request for Proposal and overall
conformity with the City's Request for Proposal requirements. Submittal of documents previously approved and
accepted by another government entity is preferred. The failure of an Offeror to reach an acceptable Contract to the
satisfaction of the City will result in the proposal being considered as nonresponsive and rejected. No documents will
be considered unless submitted with Offer and approved by the City Procurement Office.
14.
Responsiveness to Specifications: Performance or feature requirements which are designated as mandatory or
minimums are needed in order to satisfy an identified task or performance need. A description is given for each
designated feature. This description shall be used to determine if the Offeror's proposed product(s) and/or
service(s) is/are capable of performing the function(s) specified in the Request for Proposal.
It is recognized that more than one method may be used to accomplish the sought-after task functionality. If Offeror
has an alternate method of performing functional tasks, then Offeror should list such method as an "alternate", and
described in full detail within the Proposal. The City shall be the sole judge as to whether any alternate methodology
will be accepted.
"Must", "shall", "will", "minimum", "required" and/or "mandatory" performance/feature statements must be met or
exceeded by the Offeror. Should no Offeror be found totally responsive to all designated Request for Proposal
requirements, the City at its option, may either award the Contract to the most responsive Offeror or cancel the
Request for Proposal and issue another Request for Proposal for the need under revised specifications.
15.
Proposal and Technical Questionnaires: Offeror must complete both the Proposal and Technical Questionnaires
portion of this Request for Proposal and provide any documentation required to support the answers to the
Questionnaires. Questionnaire items, which are designated as mandatory, are needed to satisfy a required task or
performance criteria. Items, which may be listed as desirable, are not required to be responsive to the Request for
Proposal and will be relatively evaluated against other proposals in making a final award decision.
If supporting documentation is required, Offeror should provide the documentation in the sequence set forth in the
Request for Proposal and ensure all technical literature and/or narrative explanations fully address the specifics of
the question. Vague or disorganized responses that do not allow sufficient information for evaluation purposes may
result in rejection of a Proposal.
16.
Travel: Pricing provided on Pricing Schedule shall not include travel and travel related costs unless otherwise
specified.
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
7 | Page
17.
Pricing:
A.
Pricing accuracy and completeness are critical to the determination of an award. Offeror shall identify and
price all items being proposed.
B.
In the case of system proposals, Offeror should identify all items which are required to make the system
function in accordance with the specifications stated in the Request for Proposal.
C.
If provided pricing pages do not cover all such items, the Offeror should include an itemized listing of all
required products and services in the Proposal required for all system equipment to be fully functional and
in conformity with specifications stated in the Request for Proposal.
18.
Proposal Opening: Proposals shall be opened at the time and place designated on the cover page of this Request
for Proposals. The name of each Offeror and the identity of the Request for Proposal for which the proposal was
submitted shall be publicly read and recorded in the presence of witnesses. Offerors will make their interest
known to the Procurement Officer (prior to the scheduled opening) if they wish to be present (virtually) to witness
the proposal opening. Proposals, modifications and all other information received in response to this Request for
Proposal shall be shown only to City personnel having a legitimate interest in its evaluation. Prices shall not be
read. After Contract award, the proposals and the evaluation documentation shall be open for public inspection,
except where the City has determined that specific portions of the proposal are confidential.
19.
Proposal Evaluation and Award: The City shall determine whether a proposal meets the specifications and
requirements of this Request for Proposal, at its sole discretion, and reject any proposals not meeting the intent or
requirements set forth herein. Award(s) shall be made to the responsible Offeror whose proposal is determined in
writing to be the most advantageous to the City, taking into consideration the evaluation factors set forth in the
Request for Proposal. The City shall be the sole judge as to the acceptability of the products and/or services
offered. The City reserves the right to reject any and all proposals.
20.
Clarifications and Negotiations with Offerors and Revisions to Proposal: Clarifications may be made with any
submitting firm at any time during the evaluation phase of this procurement. Clarifications are not negotiations and
may be utilized by the City to ensure thorough and complete understanding of, and responsiveness to, the
solicitation requirements. Negotiations may be conducted with responsible Offerors who submit proposals
determined to be reasonably susceptible of being selected for award. The purpose of negotiations is to allow the
City and the Offeror(s) to revise initial Offers through an exchange or series of exchanges. Should the City elect to
call for Best and Final Offers, Offerors shall be accorded fair and equal treatment with respect to any opportunity
for negotiations and revision of proposals, and such revisions may be permitted after submissions and prior to
award. In conducting clarifications and negotiations there shall be no disclosure of any information derived from
proposals submitted by competing Offerors. The purposes of such negotiations shall include but not be limited to:
A.
Determine in greater detail such Offeror's qualifications;
B.
Explore with the Offeror the scope and nature of the project, the Offeror's proposed method of performance,
and the relative utility of alternate methods of approach;
C.
Determine that the Offeror will make available the necessary personnel and facilities to perform within the
required time; and
D.
Agree upon compensation, which is fair and reasonable, taking into account the estimated value of the
required services, and the scope, complexity, and nature of such services.
E.
Discuss the nature of or reasons for any exceptions to the Terms and Conditions that were taken.
21.
Exceptions to Terms and Conditions: Proposals that take exception to the terms, conditions, specifications
and/or other requirements stated within this Request for Proposal may cause the vendor’s Offer to be considered
non-responsive and rejected. Exceptions will be evaluated on an individual basis to determine compliance with the
purpose and intent of the terms and conditions stated within this solicitation. The City shall be the sole judge as to
whether an exception complies with the general purpose and intent of any term, condition and/or specification set
forth herein.
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
8 | Page
22.
Certification: By signing the “Vendor’s Offer”, the Offeror certifies:
A.
The submission of the vendor’s proposal Offer response did not involve collusion or other anti-competitive
practices.
B.
Offeror agrees that it will comply with section 2-603(5) of the Tempe City Code (“TCC”), and will not refuse
to hire or employ or bar or discharge from employment any person or discriminate against such person in
compensation, conditions, or privileges of employment because of race, color, gender, gender identity,
sexual orientation, religion, national origin, familial status, age, disability, or United States military veteran
status. Offeror further agrees to provide a copy of its antidiscrimination policy to the City's Procurement
Officer to demonstrate compliance with TCC section 2-603(5), or attest in writing to its compliance in
accordance with the attached Affidavit of Compliance.
C.
Offeror has not given, offered to give, nor intends to give at any time hereafter any economic opportunity,
future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in
connection with the submitted Offer. Failure to sign the “Vendor’s Offer” or signing it with a false statement
shall void the submitted proposal and any resulting Contract. In addition, the Offeror may be barred from
future proposal and bidding participation with the City and may be subject to such further actions as
permitted by law.
D.
The Offeror agrees to promote and offer to the City only those materials and/or services as stated and
allowed by this Request for Proposal and resultant Contract award. Violation of this condition shall be
grounds for Contract termination by the City.
23.
Contract Formation: The final Contract between the Offeror and the City shall consist of the Request for Proposal
provisions, the Offeror’s Proposal submitted, as may be found responsive and approved by the City, any exceptions
taken by Offeror that the City has agreed to and any supplemental agreement that the City has agreed to. In the
event of a conflict in language between the documents, the provisions of the City’s Request for Proposal shall
govern, unless the City has agreed to any modifications of those RFP provisions. The City’s Request for Proposal
shall govern in all other matters not otherwise specified by the Contract between the parties, unless the City has
agreed to any modifications of those RFP provisions. All previous contracts between the Offeror and the City are
not applicable to the final Contract. Any future contracted vendor documents that conflict with the language and
requirements of the Contract will be void.
24.
Award of Contract: A proposal shall constitute a binding Offer to Contract with the City based on the terms,
conditions and specifications contained in this Request for Proposal. An Offeror shall become a Contractor only
upon execution of a formal Contract from the City Procurement Office (“Contract”). Unless this Request for Proposal
includes separate contract documents (including any required software license or master services agreement) or
requires the Offeror to submit a contract for review, a contract shall be formed when the City Procurement Office
provides a written notice of award or a purchase order to the successful Offeror. All items and conditions of the
Contract are contained herein, unless modified by an addendum approved by the City.
25.
Taxes: Unless specified herein, sales, use or federal excise tax should not be included in proposal pricing. The
City is exempt from payment of federal excise tax. For proposal evaluation, transaction (sales) privilege tax paid
(returned) to the City is considered a pass-through cost, calculated as zero (0) expense. For information on privilege
(sales) tax, please contact the City's Tax and License Office at (480) 350-2955 or visit their web site at
www.tempe.gov/salestax.
26.
Payment by City Procurement Card: The City Procurement Office may elect to remit payment through the use
of a City procurement card. Each Offeror may indicate on the Pricing Schedule of this Request for Proposal its
ability to accept City procurement card payments. The inability to accept payment by City procurement card will
not disqualify a proposal.
27.
Delivery: Unless stated otherwise in this RFP, if applicable, all prices shall be F.O.B. Destination/Installation
and shall include all, freight, delivery, and installation at the destination(s).
28.
Proposal Results: Offerors may attend the scheduled proposal opening virtually at which the name of each
Offeror will be publicly read. It is the responsibility of the Offeror to make their interest known if they would like to
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
9 | Page
attend the proposal opening virtually. All other information contained in the proposals shall be kept confidential
until the Contract is awarded. After award of Contract, an appointment may be made with the Procurement
Officer to review proposal documents. Formal Contract award results shall be placed on the Procurement Office
web page (www.tempe.gov/procurement) and posted at the front counter of the Procurement Office at the time
the Contract award is approved by the City Council. Award recommendations may also be viewed via the
City Clerk’s web site normally up to five (5) days prior to the scheduled City Council meeting by visiting
(http://documents.tempe.gov/sirepub/?sort=meet_date .
30.
Protests: Any actual or prospective Offeror who is aggrieved in conjunction with this Request for Proposal or
award may protest the award to the Procurement Office. A protest based upon alleged improprieties in this
Request for Proposal that are apparent before the proposal opening shall be filed prior to the proposal due
date/time. A protest concerning an award recommendation must be filed within ten (10) business days after the
date of award. Up to five (5) days before award of a contract, the Procurement Office will post award
recommendations on the City Clerks website at (http://documents.tempe.gov/sirepub/?sort=meet_date) and at
the Procurement Office front counter and web site for public review (www.tempe.gov/procurement). A protest shall
be in writing and include the protester’s name, address and phone number, identification of the solicitation or
Contract being protested, a detailed statement of the legal and factual grounds of the protest, including copies of
all relevant documents and the form of relief requested. A protest is to be on the protester’s company letterhead
and signed by the protestor or its authorized representative.
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Standard Terms and Conditions
Please note that these Standard Terms & Conditions shall be fully complied with by Offeror. Failure to comply with these
requirements may result in rejection of a proposal for non-responsiveness, or cancellation or termination of any awarded
Contract.
1.
Applicable Law and Venue: This Contract shall be governed by, and the City and Contractor shall have all
remedies afforded each by the Uniform Commercial Code as adopted in the State of Arizona, except as otherwise
provided in this Request for Proposal and resultant Contract, and all statutes or ordinances pertaining specifically
to the City. This Contract shall be governed by Arizona law and lawsuits pertaining to this Contract may only be
brought in courts located in Maricopa County, Arizona.
2.
Availability of Funds for the Next Fiscal Year: Unless funds are available and annual payments are made in
advance, the City's obligation for continued performance of the Contract is contingent upon the availability of City,
state and federal funds that are allocated or appropriated for payment obligations of the Contract. If funds are not
allocated by the City or available for the continued use or purchase of services, work and/or materials set forth
herein, the City may terminate the Contract. The City will use reasonable efforts to notify Contractor of such non-
allocation affecting the obligations of the Contractor and/or City. The City shall not be penalized or adversely
affected for exercise of its termination rights. Further, the City shall in no way be obligated or liable for additional
payments or other damages as a result of such termination.
3.
Compliance with Laws: Contractor agrees and covenants that it will comply with any and all applicable
governmental restrictions, regulations and rules of duly constituted authorities having jurisdiction insofar as the
performance of the work and services pursuant to the Contract, and all applicable safety and employment laws,
rules and regulations, including but not limited to, the Fair Labor Standards Act, the Walsh-Healey Act, and the
Legal Arizona Workers Act (LAWA), and all amendments thereto, along with all attendant laws, rules and
regulations. Contractor acknowledges that a breach of this warranty is a material breach of this Contract and
Contractor is subject to penalties for violation(s) of this provision, including termination of this Contract. City retains
the right to inspect the documents of any and all contractors, subcontractors and sub-subcontractors performing
work and/or services relating to the Contract to ensure compliance with this warranty. Any and all costs associated
with City inspection are the sole responsibility of Contractor. Contractor hereby agrees to indemnify, defend and
hold City harmless for, from and against all losses and liabilities arising from any and all violations thereof.
Contractor certifies that it is not currently engaged in and agrees for the duration of this Contract that it will not
engage in, a boycott of Israel, as that term is defined in A.R.S. § 35-393.
4.
Confidentiality of Records: The Contractor shall establish and maintain procedures and controls that are
acceptable to the City for the purpose of assuring that no information contained in its records or obtained from the
City or from others in carrying out its functions under the Contract shall be used by or disclosed by it, its agents,
officers, or employees, except as required to efficiently perform duties under the Contract. Persons requesting such
information should be referred to the City. Contractor also agrees that any information pertaining to individual
persons shall not be divulged other than to employees or officers of Contractor as needed for the performance of
duties under the Contract, unless otherwise agreed to in writing by the City.
5.
Conflict of Interest: This Contract is subject to the cancellation provisions of A.R.S. § 38-511.
6.
Contract Modifications: The final Contract t may only be modified by a written contract modification issued by the
City Procurement Office and counter-signed by the Contractor. Contractors are not authorized to modify any portion
of this solicitation or resulting Contract without the written approval of the City Procurement Office and issuance of
an official modification notice.
7.
Contracts Administration: Contractor must notify the designated Procurement Officer from the City’s
Procurement Office for guidance or direction of matters of Contract interpretation.
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8.
Cooperative Use of Contract: The Contract resulting from this solicitation shall be for the use of the City of Tempe.
In addition, public and nonprofit agencies that have entered into a Cooperative Purchasing Agreement with the City of
Tempe’s Department of Procurement are eligible to participate in any subsequent Contract. Additionally, this Contract
is
eligible
for
use
by
the
Strategic
Alliance
for
Volume
Expenditures
(SAVE)
cooperative.
See
https://www.mesaaz.gov/business/purchasing/save for more information. Any such usage by other municipalities and
government agencies must be in accord with the ordinance, charter and/or rules and regulations of the respective
political entity.
Any orders placed to, or services required from, the successful Contractor(s) will be requested by each participating
agency. Payment for purchases made under this agreement will be the sole responsibility of each participating agency.
The City shall not be responsible for any disputes arising out of transactions made by others. Contractor shall be
responsible for correctly administering this Contract in accordance with all terms, conditions, requirements, and
approved pricing to any eligible procurement unit.
9.
Dispute Resolution: The City and the Contractor agree to negotiate with each other in good faith to resolve any
disputes arising out of the Contract prior to either party initiating litigation, unless such litigation is necessary to
prevent irreparable harm or to preserve rights or remedies.
10.
Billing: All invoices submitted by Contractor for the City's review and approval shall be in itemized form to identify
the specific product(s) or service(s) being billed. Any purchase/delivery order issued by the City shall refer to the
Contract number resulting from this Request for Proposal. Separate invoices are required on individual contracts
or purchase orders. Only invoices with items resulting from this Request for Proposal will be accepted for review
and approval by the City.
11.
Events of Default and Termination:
A.
The occurrence of any or more of the following events shall constitute a material breach of and default
under the Contract. The City reserves the right to terminate the whole or any part of the Contract due to
Contractor’s failure to fully comply with any term or condition herein.
i)
Any failure by Contractor to provide services and/or Deliverables that fail to conform to any
requirement of this Contract or provide personnel that do not meet Contract requirements;
ii)
Any failure by Contractor to observe, perform or undertake any provision, covenant or condition of
this Contract to be observed or performed by Contractor herein, including but not limited to failing
to submit any report required herein;
iii)
Any failure of Contractor to commence work or provide services within the time specified herein,
and to diligently undertake Contractor’s work to completion.
B.
Upon and during the continuance of an event of default, the City, at its option and in addition to any other
remedies available by law or in equity, without further notice or demand of any kind to Contractor, may do
the following:
i)
Terminate the Contract;
ii)
Pursue and/or reserve any and all rights for claims to damages for breach or default of the Contract;
C.
The exercise of any one of the City’s remedies as set forth herein shall not preclude subsequent or
concurrent exercise of further or additional remedies.
D.
Termination for Cause. Either party may terminate the Contract for material breach by written notice,
effective in thirty (30) days, unless the other party first cures such breach.
Termination shall be commenced by delivery of written notice to Contractor by the City personally or by
certified mail, return receipt requested. Upon notice of termination, Contractor shall immediately stop all
work, services and/or shipment of goods hereunder and cause its suppliers and/or subcontractors to cease
work pursuant to the Contract. Contractor shall not be paid for work or services performed or costs incurred
after receipt of notice of termination, nor for any costs incurred that Contractor could reasonably have
avoided.
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12.
Termination for Convenience: The City at its sole discretion may terminate this Contract for convenience with
thirty (30) days advance notice to Contractor. Contractor shall be reimbursed for all appropriate costs as provided
for within the Contract up to the termination date specified.
13.
Force Majeure:
A.
Except for payment of sums due, neither party shall be liable to the other nor deemed in default under the
Contract only in the event that and to the extent that such party’s performance of the Contract is prevented
by reason of force majeure. Force majeure means an occurrence that is beyond the control of the party
affected and occurs without its fault or negligence. Without limiting the foregoing, force majeure includes
acts of God, acts of the public enemy, war, riots, mobilization, labor disputes, civil disorders, fire, floods,
lockouts, injunctions, failures or refusal to act by government authority, Internet or other communication line
failure not the fault of the affected party and other similar occurrences beyond the control of the party
declaring force majeure which such party is unable to prevent by exercising reasonable diligence.
B.
Force majeure shall not include the following occurrences:
i)
Late delivery of equipment or materials caused by congestion at a manufacturer’s plant or
elsewhere, an oversold condition of the market, inefficiencies, or similar occurrences.
ii)
Late performance by a subcontractor.
C.
If either party is delayed at any time in the progress of the work by force majeure, then the delayed party
shall notify the other party in writing of such delay within forty-eight (48) hours of the commencement thereof
and shall specify the causes of such delay in the notice. Such notice shall be hand delivered or sent via
certified mail and shall make a specific reference to this clause, thereby invoking its provisions. The delayed
party shall cause such delay to cease as soon as practicable and shall notify the other party in writing by
hand delivery or certified mail when it has done so. The time of completion shall be extended by Contract
modification for a period of time equal to the time that the results or effects of such delay prevent the delayed
party from performing in accordance with the Contract.
14.
Gratuities: The City may elect to terminate any resultant Contract, if it is found that gratuities in any form were
offered or given by the Contractor or agent thereof, to any employee of the City or member of a City evaluation
committee with a view toward securing an order, securing favorable treatment with respect to awarding, amending
or making of any determinations with respect to performing such order. In event the Contract is terminated by the
City pursuant to this provision, the City shall be entitled, in addition to any other rights and remedies, to recover or
withhold from Contractor the amount of gratuity.
15.
Indemnification:
A.
Indemnified Parties & Claims. The “Indemnified Parties” are the City and its agents, officers, officials and
employees. An “Indemnified Claim” is any third party claim, suit, or proceeding against the Indemnified Parties
arising out of, related to, or alleging: (i) infringement of any patent, copyright, or other intellectual property right
by the Services or a Deliverable; or (ii) injury to or death of any individual, or loss of or damage to real or
tangible personal property, caused by the negligence of Contractor or of any of its agents, subcontractors, or
employees.
B.
Indemnify. Contractor will indemnify, defend, and hold the Indemnified Parties harmless against any
Indemnified Claim, provided City gives Contractor prompt notice of such Indemnified claim. Contractor’s
obligations set forth in the preceding sentence include, without limitation, retention and payment of attorneys’
fees and payment of court cots, as well as settlement at Contractor’s expense, payment of judgments, or both.
C.
Litigation. Contractor will control the defense of any Indemnified Claim, including appeals, negotiations, and
any settlement or compromise thereof; providing City will have the right to approve the terms of any settlement
or compromise that restricts its rights granted under this Agreement or subjects it to any ongoing obligations.
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D.
Exclusions. Contractor’s obligations set forth in subsection (b) above do not apply to the extent that an
Indemnified Claim arises out of:
a.
City’s violation of the Contract
b.
Revisions to a Deliverable made without Contractor’s written consent
c.
City’s failure to incorporate revisions to a Deliverable that would have avoided the infringement
alleged in the Indemnified Claim, provided that the Contractor offered such revisions without fees or
charges not otherwise required pursuant to the Contract
d.
Use of a Deliverable in combination with hardware or software not provided by Contractor: (A) that is
specifically forbidden by the relevant Statement of Work (including without limitation any
specifications included or referenced therein); or (B) that is not designated in the Statement of Work
as available for interface with the Deliverable, unless such hardware or software is necessary for the
Deliverable to perform a function listed in such Statement of Work.
E.
The amount and type of insurance coverage required by the City will in no way be construed as limiting the
scope of indemnity required.
F.
This provision shall survive the term of the resulting final Contract.
16.
Interpretation of Parole Evidence: The Contract resulting from this Request for Proposal is intended as a final
expression of the agreement between the parties. No course of prior dealings between the parties and no usage
of the trade shall be relevant to supplement or explain any term used in the Contract. Acceptance or acquiescence
in a course of performance rendered under this Contract shall not be relevant to determine the meaning of the
Contract, even though the accepting or acquiescing party has knowledge of the nature of the performance and
opportunity to object.
17.
Key Personnel: Contractor shall provide adequate experienced personnel, capable of and devoted to the
successful accomplishment of work to be performed under this Contract during the Contract term and any renewal
periods. The Contractor must agree to assign specific individuals to the key positions.
18.
Licenses and Permits: Contractor shall maintain in current status all federal, state and local licenses and permits
required for the operation of the business conducted by the Contractor, at its sole expense.
19.
No Assignment: No right or interest in this Contract shall be assigned by Contractor and no delegation of any
duty of Contractor shall be made without prior written permission of the City, which consent may be granted or
withheld in City’s unfettered discretion. An assignment is allowed only when all prices, discounts, terms and
conditions of the original proposal documents and contract award remain unchanged unless negotiated by the City.
Any assignment by operation of law in the context of the sale of substantially all of a party’s stock or assets shall
not constitute an assignment for the purposes of this prohibition.
20.
Notices: All notices, requests, demands, consents, approvals, and other communications which may or are
required to be served or given hereunder (for the purposes of this provision collectively called "Notices"), shall be
in writing and shall be hand delivered or sent by registered or certified United States mail, return receipt requested,
postage prepaid, addressed to the party or parties to receive such notice as follows:
City of Tempe Procurement Office
Attn: Procurement Officer
20 E. 6th Street (Second Floor)
Mail Stop 02-5
PO Box 5002
Tempe, Arizona 85280
[Contractor’s Name]
[Attn of Offeror Named in Contract]
[Address]
Or to such other address as either party may from time to time furnish in writing to the other by notice hereunder.
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21.
No Waiver:
No provisions of this Request for Proposal or in the proposal shall be construed, expressly or by
implication, as a waiver by the City of any existing or future right and/or remedy available by law in the event of any
claim of default or breach of Contract. No breach of default hereunder shall be deemed to have been waived by
the City, except by written instrument to that effect signed by an authorized agent of the City. No waiver of any
such breach or default shall operate as a waiver of any other succeeding or preceding breach or default or as a
waiver of that breach or default after demand by the City for strict performance of this Contract. Acceptance of
partial or delinquent payments or performance shall not constitute the waiver of any right of the City. Acceptance
by the City for any materials shall not bind the City to accept remaining materials, future shipments or deprive the
City of the right to return materials already accepted. Acceptance by the City of delinquent or late delivery shall not
constitute a waiver of a later claim for damages and/or bind the City for future or subsequent deliveries.
22.
Overcharges by Antitrust Violations:
The City maintains that, in actual practice, overcharges resulting from
antitrust violations are borne by the City. Therefore, to the extent permitted by law, the Contractor hereby assigns
to the City any and all claims for such overcharges as the goods and/or services used fulfill the Contract.
23.
Provisions By Law: Each and every provision of law and any clause required by law to be in this Contract will be
read and enforced as though it were included herein, and if through mistake or otherwise any such provision is not
inserted, or is not correctly inserted, then upon the application of either party the Contract will forthwith be physically
amended to make such insertion or correction.
24.
Public Record: After award of Contract, proposal responses shall be considered public record and open for public
inspection except to the extent the withholding of information is permitted or required by law. If an Offeror believes
a specific section of its proposal response is confidential, the Offeror shall mark the page(s) confidential and isolate
the pages marked confidential in a specific and clearly labeled section of its proposal response. The Offeror shall
include a written statement as to the basis for considering the marked pages confidential and the City Procurement
Office will review the material and make a determination, pursuant to A.R.S. §§ 39-121, et seq., and 41-1330, et
seq. A general statement of confidentiality (boiler plate statement) that is not appropriately referenced to a specific
section of the RFP will not be sufficient to warrant protection by the City. The confidential portion of the submission
must be clearly noted with accompanying justification for treating the section confidential. Failure of the vendor to
appropriately designate confidential information in this manner will relieve the City of any obligation to protect this
information as confidential.
25.
Records: Pursuant to provisions of Title 35, Chapter 1, Article 6 Arizona Revised Statutes §§ 35-214 and 36-215,
Contractor shall retain, and shall contractually require each subcontractor to retain, all books, accounts, reports,
files and other records relating to the acquisition and performance of the Contract for a period of five (5) years after
the completion of the Contract. All such documents shall be subject to inspection and audit at reasonable times.
Upon request, a legible copy of any or all such documents shall be produced at the offices of the City Attorney or
Procurement Office.
26.
Relationship of Parties: It is clearly understood that each party to this Contract will act in its individual capacity
and not as an agent, employee, partner, joint venture, or associate of the other party. The Contractor is an
independent contractor and shall be solely responsible for any unemployment or disability insurance payments, or
any social security, income tax or other withholdings, deductions or payments that may be required by federal, state
or local law with respect to any compensation paid to the Offeror. An employee or agent of one party shall not be
an employee or agent of the other party for any purpose whatsoever.
27.
Severability: The provisions of this Contract are severable to the extent that any provision or application held to
be invalid shall not affect any other provision or application of the Contract which may remain in effect without the
invalid provision or application.
28.
Specially Designated Nationals and Blocked Persons List: Contractor represents and warrants to the City that
neither Contractor nor any affiliate or representative of Contractor:
A.
Is listed on the Specially Designated Nationals and Blocked Persons List maintained by the Office of
Foreign Asset Control, Department of the Treasury (OFAC) pursuant to Executive Order no. 13224, 66 Fed.
Reg. 49079 (“Order”);
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B.
Is listed on any other list of terrorists or terrorist organizations maintained pursuant to the Order, the rules
and regulations of OFAC or any other applicable requirements contained in any enabling legislation or other
related Order(s);
C.
Is engaged in activities prohibited in the Order; or,
D.
Has been convicted, pleaded nolo contendre, indicted, arraigned or custodially detained on charges
involving money laundering or predicate crimes to money laundering.
29.
Unauthorized Firearms & Explosives: No person conducting business on City property is to carry a firearm or
explosive of any type. All Offerors, Contractors and subcontractors shall honor this requirement at all times and
failure to honor this requirement shall result in Contract termination and additional penalties. This requirement also
applies to any and all persons, including those who maintain a concealed weapons permit. In addition to Contract
termination, anyone carrying a firearm or explosive device will be subject to further legal action.
30.
Warranties:
A.
Function
Contractor warrants that each Deliverable will substantially conform to its Functional Specifications in the
relevant Statement of Work for a period of one (1) year following acceptance of such Deliverable, or for
such other period as is set forth in such Statement of Work and such warranty shall survive inspection, test,
acceptance, use, and payment. This warranty coverage shall apply to any modifications made to the
Software by the Contractor.
B.
Infringement/Ownership
Contractor warrants that it owns all rights, title, and interest in and to the Software, or that in the case of any
third-party software that it has the right to grant a sublicense to use such third-party software.
C.
No viruses
Contractor warrants that the Deliverables and any media used to deliver them contain no viruses or other
computer instructions or technological means intended to disrupt, damage, or interfere with the use of
computers or related systems. Contractor warrants that it will use commercially reasonable virus detection
computer software programs to test the Software licensed hereunder for viruses prior to delivery to City and
that Contractor will continue to take such step with respect to any code delivered to City to correct any
identified error. City hereby warrants that it will use commercially reasonable virus detection computer
software programs to test the Software licensed hereunder for viruses prior to installation and that City will
continue to take such step with respect to any code delivered to City to correct any identified error. When
applicable and relevant, Contractor warrants that it will maintain a copy of the current version and the one
(1) immediately preceding version of the Software which have been tested as set forth herein. Upon City’s
request, Contractor agrees to make such copy of the Software available to City, for City’s comparison with
City’s copy of the Software. Contractor further warrants to City that it is not the policy of Contractor to
intentionally include disabling mechanisms or computer viruses into software provided to the City and that
should such policy change, Contractor will advise City in advance and, upon City’s request, will provide City
with the code(s) necessary to defeat any such disabling mechanisms or computer viruses, intentionally
inserted by Contractor or its employees into the Software.
D.
Software and Services Performance
Contractor warrants that the Software and any services provided by Contractor will free from material
defects in workmanship and materials that prevent them from substantially meeting the Functional
Specifications. Contractor further warrants that any services provided to the City will be performed in a
workmanlike manner and in accordance with the prevailing professional standards of the software industry.
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E.
Allowable Disclaimers
Contractor will furnish the above warranties in lieu of all other warranties, expressed or implied, including
the warranties of merchantability and fitness for a particular purpose. Contractor does not warrant that the
operation of the Software will be uninterrupted or error free.
31.
Non-exclusive Contract: Any Contract resulting from this Request for Proposal shall be awarded with the
understanding and agreement that it is non-exclusive and entered into for the sole convenience of the City. The
City reserves the right to obtain like goods or services from another source.
32.
Ordering Process: Upon award of a Contract by the City Procurement Office, the City may procure the specific
goods and/or services awarded by the Contract Award Notice or Contract Modification by entering into a Statement
of Work with the Contractor. Each Statement of Work must cite the correct Contract number. Such Statement of
Work is required for the City to order and the Contractor to deliver the goods and/or services. No Statement of
Work is effective until signed by authorized representatives of each party.
33.
Delegated Awards: In the event this Contract is administratively awarded via delegated authority as provided for
in Section 26A-5 of the Procurement Ordinance, the Contractor acknowledges that a final Contract with the City of
Tempe requires City Council approval and possibly the signature of the Mayor. Should this Contract be rejected by
the City Council, Contractor agrees that it is immediately void and unenforceable against any party. The awarded
firm(s) will be compensated only for any and all costs incurred up to the date of notification of such termination.
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Special Terms & Conditions and Instructions
Proposals taking exception to Special Terms & Conditions stated within this Request for Proposal may cause the Proposal
to be considered nonresponsive and rejected.
1.
City Procurement Document: This Request for Proposal is issued by the City. No alteration of any portion of this
Request for Proposal by an Offeror is permitted and any attempt to do so shall result in vendor’s proposal Offer
being considered nonresponsive and rejected. No alteration of any portion of a resultant Contract is permitted
without the written approval of the City Procurement Office and any attempt to do so shall be considered a breach
of the Contract. Any such action is subject to the legal and contractual remedies available to the City inclusive of,
but not limited to, Contract termination and/or suspension of the Contractor.
2.
Offer Acceptance Period: To allow for an adequate evaluation, the City requires the vendor’s proposal Offer in
response to this Request for Proposal to be valid and irrevocable for 120 days after the proposal due time and date.
3.
Contract Type: Term with justifiable price adjustments allowed, indefinite quantity.
4.
Term of Contract: The term of any resultant Contract shall commence on the date of award and shall continue for
two (2) years, unless terminated, canceled, or extended as otherwise provided herein.
5.
Contract Renewal: The City reserves the right to unilaterally extend the period of any resultant Contract for ninety
(90) days beyond the stated term. In addition, the City at its option may renew for supplemental terms of up to a
maximum of four (4) additional years. The period for any single renewal increment shall be determined by the City
Procurement Office. Such increment shall not be for more than a period of two (2) year each, unless the City is
eligible to obtain a significant cost and/or supply advantage by a longer Contract renewal period.
6.
Delivery: Delivery is an important consideration and shall be considered a material factor in the determination of
an award. Therefore, delivery time after receipt of an order must be stated in definite terms. Offeror must expressly
state any variations in delivery time by item.
7.
Pricing:
A.
Pricing accuracy and completeness are critical to the determination of an award. Offeror shall identify and
price all items being proposed.
B.
In the case of system proposals, Offeror shall identify all items which are required to make the system
function in accord with stated Request for Proposal.
C.
If provided pricing pages do not cover all such items, the Offeror shall include an itemized listing of all
required products and services in the Proposal required for all system equipment to be fully functional and
in conformity with stated Request for Proposal.
8.
Turnaround Time: Offeror must be capable of providing a work completion turnaround time for requested delivery
of materials and/or services within the time stated in this Request for Proposal. Turnaround time is defined as the
time frame beginning with the Contractor being notified of a need by the City and ending with the delivery of the
work in completed form back to the City within the specified time. Proposal shall provide any required pick-up and
delivery as part of the proposed price response to the City.
9.
Change Order: The City Procurement Office reserves the right to execute change orders reflecting a quantity
increase within ninety (90) days from Contractor's initial delivery date. No change order will be executed outside of
the scope of the City's Request for Proposal and the Contractor’s Proposal and price response.
10.
Product Discontinuance: The City may award Contracts for particular products and/or models of equipment as a
result of this solicitation. In the event that a product or model is discontinued by the manufacturer, the City at its
sole discretion may allow the Contractor to provide a substitute for the discontinued item. The Contractor shall
request permission by the City to substitute a new product or model and provide all of the following:
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A. A formal announcement from the manufacturer that the product or model has been discontinued;
B. Documentation from the manufacturer that names the replacement product or model;
C.
Documentation that provides clear and convincing evidence that the replacement meets or exceeds all
specifications required by the original solicitation;
D. Documentation that provides clear and convincing evidence that the replacement will be compatible with
all the functions or uses of the discontinued product or model; and
E. Documentation confirming that the price for the replacement is the same as or less than the discontinued
product or model.
11.
Contractor’s Risk: Contractor agrees to bear all risk of loss, injury, or destruction of materials (equipment/products)
ordered as a result of this Request for Proposal which occur prior to delivery to the City; and such loss, injury, or
destruction shall not release Contractor from any obligation hereunder.
12.
Price Adjustment: The Contractor shall offer any published price reduction or if applicable to Contract, profit
sharing price advantage to the City concurrent with its announcement to other customers. A price reduction or
profit-sharing price advantage may be offered at any time during the terms of an awarded Contract and shall become
effective upon notice and acceptance. The City shall likewise take advantage of any special sales discounts offered
to the general public, which exceed contracted price discounts extended to the City by the Contractor.
13.
Payment:
For a single requirement purchase, the City will make an effort to remit payment within thirty (30)
calendar days from receipt and approval of acceptable products, materials and/or services and approval of correct
invoice. For ongoing term Contract purchases, the City will make an effort to remit payment within thirty (30)
calendar days from approval of invoice.
14.
Discounts: Payment discounts periods shall be computed from the date of receipt of acceptable products,
materials and/or services or correct invoice, whichever is later to the date payment is mailed. Discounts shall be
taken on the full amount of the invoice, unless otherwise indicated. The City shall be entitled to receive any
discounts offered by Offeror, if payment is made within the discount period.
15.
Subcontractor(s): The City reserves the right to approve all subcontractors. Contractor is responsible for all actions
of subcontractors. Contractor shall name subcontractors as additionally insured, in addition to the City on all required
insurance documents.
16.
Confidential Information. If confidential proprietary information of the Contractor(as determined by the City and
the Contractor), is requested by a third party from the City pursuant to a public records request, subpoena or other
process, Contractor shall be responsible for protecting its confidential information, and for representing itself and
the City (with the City retaining the right to approve the selection of any attorneys hired to defend its interests), in
any resulting legal actions. Contractor shall be responsible for any and all costs involved in such representation,
including the payment of attorneys' fees, court costs and other expenses as may be required to protect such
information.
17.
Insurance:
A.
Insurance Required: Prior to commencing services under a final Contract, Contractor shall procure and
maintain for the duration of the Contract insurance against claims for injuries (including death) to persons
and damages to property, which may arise from or in connection with the performance of the work
hereunder by the Contractor, its agents, representatives, employees, subcontractors, or sub-
subcontractors. For Contractors with self-insurance, proof of self-insurance with minimum limits expressed
below must be submitted on proper forms for evaluation prior to award of Contract.
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B.
A Contract Award Notice or Purchase Order will not be issued to a Contractor until receipt of all required
insurance documents by the City Procurement Office with such documents meeting all requirements herein.
In addition, before any Contract renewal, all required insurance must be in force and on file with the City
Procurement Office. Contractor must submit required insurance within ten (10) calendar days after request
by the City Procurement Office or the award may be rescinded and another Offeror selected for award.
C.
Minimum Limits of Coverage:
Without limiting any obligations or liabilities, the Contractor, at its sole
expense, shall purchase and maintain the minimum insurance specified below with companies duly
licensed or otherwise approved by the State of Arizona, Department of Insurance and with forms
satisfactory to the City. Each insurer shall have a current A.M. Best Company, Inc., rating of not less than
A-VII. Use of alternative insurers requires prior approval from the City.
i.
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
a.
Commercial General Liability
Commercial general liability insurance limit of not less than $1,000,000 for each occurrence, with
a $2,000,000 general aggregate limit. The general aggregate limit shall apply separately to the
services under this Contract or the general aggregate shall be twice the required per occurrence
limit. The policy shall be primary and include coverage for bodily injury, property damage, personal
injury, products, completed operations, and blanket contractual coverage, including but not limited
to the liability assumed under the indemnification provisions of this Contract which coverage will be
at least as broad as Insurance Service Office policy form CG0001 or its equivalent.
In the event the general liability policy is written on a "claims made" basis, coverage shall extend
for two (2) years past completion and acceptance of the services as evidenced by annual
certificates of insurance. In addition, the retro date shall be no later than the start date of the
contract. The retro date shall be disclosed on the certificate of insurance.
Such policy shall contain a "severability of interests" provision.
b.
Worker’s Compensation
The Contractor shall carry worker’s compensation insurance to cover obligations imposed by
federal and state statutes having jurisdiction of Contractor employees engaged in the performance
of services; and employer’s liability insurance of not less than $100,000 for each accident, $100,000
disease for each employee and $500,000 disease policy limit.
In case services are subcontracted, the Contractor will require the subcontractor to provide worker’s
compensation and employer’s liability to at least the same extent as provided by Contractor.
c.
Automobile Liability
Commercial business automobile liability insurance with a combined single life or bodily injury and
property damages of not less than $1,000,000 per accident regarding any owned, hired, and non-
owned vehicles assigned to or used in performance of the Contractor services within Arizona.
Coverage will be at least as broad as coverage Code 1 "any auto". Insurance Service Office policy
form CA0001 Y87 or any replacements thereof. Such coverage shall include coverage for loading
and unloading hazards.
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D.
Additional Insured. The insurance coverage, except for workers compensation and professional liability
coverage, required by the Contract, shall name the City, its agents, representatives, directors, officials,
employees, and officers, as additional insureds, and shall specify that insurance afforded the Contractor
shall be primary insurance. The additional insured wording on the commercial general liability policy will
be at least as broad as Insurance Services Office policy forms CG2010 04/13 edition and CG2037 04/13
edition or their equivalent. The additional insured wording on the automobile liability policy will be at least
as broad as Insurance Services Office policy form CA 20 48 or its equivalent. This provision and the naming
of the city as an additional insured shall in no way be construed as giving rise to responsibility or liability of
the City for applicable deductible amounts under such policy(s).
E.
Coverage Term. All insurance required herein shall be maintained in full force and effect until all work or
service required to be performed under the terms of the Contract is satisfactorily completed and formally
accepted by the City. Failure to do so shall constitute a material breach of the Contract.
F.
Primary Coverage. Contractor’s insurance shall be primary insurance to the City, and any insurance or
self-insurance maintained by the City shall not contribute to it.
G.
Claim Reporting. Any failure to comply with the claim reporting provisions of the policies or any breach of
a policy warranty shall not affect coverage afforded under the policy to protect the City.
H.
Waiver. The policies, including workers’ compensation, shall contain a waiver of transfer rights of recovery
(subrogation) against the City, its agents, representatives, directors, officers, and employees for any claims
arising out of the work or services of the Contractor.
I.
Deductible/Retention. The policies may provide coverage which contain deductibles or self-insured
retentions. Such deductible and/or self-insured retentions shall be disclosed by the contractor and shall
not be applicable with respect to the coverage provided to the City under such policies. Contractor shall
be solely responsible for deductible and/or self-insurance retention and the City, at its option, may require
Contractor to secure the payment of such deductible or self-insured retentions by a surety bond or an
irrevocable and unconditional letter of credit.
J.
Certificates of Insurance. Prior to commencing work or services under the Contract, Contractor shall furnish
the City with certificates of insurance, or formal endorsements as required by the Contract, issued by the
Contractor’s insurer(s), as evidence that policies providing the required coverages, conditions, and limits
required by the Contract are in full force and effect. Such certificates shall identify the Contract number or
name and shall provide for not less than thirty (30) days advance notice of cancellation, termination, or
material alteration. Such certificates shall be sent directly to: Contract Administrator, City of Tempe, P. O.
Box 5002, Tempe, AZ 85280.
K.
Copies of Policies. The City reserves the right to request and to receive, within ten (10) working days,
certified copies of any or all of the above policies and/or endorsements. The City shall not be obligated,
however, to review same or to advise Contractor of any deficiencies in such policies and endorsements,
and such receipt shall not relieve Contractor from, or be deemed a waiver of, the City’s right to insist on
strict fulfillment of Contractor’s obligations under this Contract.
L.
Brand Name Only Specifications: When the specification calls for “Brand Name Only,” the brand name
called out is the only product that will be considered for award. This decision is reserved for those rare
situations where there are systems or compatibility issues or life/safety issues that require the City to remain
consistent with the brand of product established. In these situations, the City will not consider any other
brand of product other than the brand called out.
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18.
Payments - After Invoice: Payment in full shall be made to the Contractor within thirty (30) days after receipt and
approval of itemized invoice(s), unless terms other than net thirty (30) days are offered as a discount, at the City’s sole
discretion.
19.
Contract Submittal: Offeror is to furnish a copy of its proposed contract with its proposal response. Contractual
considerations are an important evaluation factor and will be considered in making an award decision. Any proposed
contract should be tailored to the specific requirements of the City's Request For Proposal and overall conformity with
the City's Request for Proposal requirements. The failure of an Offeror to reach an acceptable contract to the
satisfaction of the City will result in proposal rejection.
20.
Conduct and Dress Code: The Contractor's employees shall maintain proper conduct at all times while on City
property. Employees shall respect other personnel at the work site. Abusive language, ethnic and racial slurs, sexual
comments and jokes, shouting, and gestures toward other personnel will not be tolerated. Any occurrence will result
in immediate action with possible dismissal of that employee.
Employees will be neatly dressed with badges or uniforms that identify them as employees of the Contractor.
21.
Safety, Health and Sanitation: The Contractor shall provide and maintain in a neat, sanitary condition such facility
accommodations for the use by their employees as may be necessary to comply with the requirements and regulations
of the Arizona State Department of Health or as specified by the Maricopa County Health Department, Sanitary Code.
The Contractor shall be fully responsible for the safety of their employees, the public and property in connection with
the performance of the work covered by this Contract. The Contractor shall provide all safeguards, safety devices
and protective equipment and be responsible for taking any needed actions to protect the life and health of their
employees and the public during work activity. The Contractor shall also take any necessary actions as directed by
the City of Tempe Project Manager to reasonably protect the life and health of employees on this job and others
coming into contact with the job site.
Precaution shall be exercised by the Contractor at all times for the protection of persons (including employees) and
property. The Contractor shall comply with the provisions of all applicable laws, pertaining to such protection including
all Federal and State Occupational Safety and Health Acts, and Standards and Regulations promulgated there under.
22.
Protection and Restoration of Property and Landscape: The Contractor shall be responsible for all damage or
injury to public or private property of any character, during the prosecution of the work resulting from any act, omission,
neglect, or misconduct in its manner or method of executing the work or at any time due to defective work or materials.
The Contractor’s responsibility will not be released until the project has been completed and accepted.
If damage is caused by the Contractor, the Contractor shall restore at no cost to the City of Tempe, such property
to a condition similar or equal to that existing before such damage or injury was done, by repairing, rebuilding or
otherwise restoring as may be directed, or they shall make good such damage or injury in an acceptable manner.
Further payments will be withheld until the City of Tempe has inspected the corrected damage or injury and has
signed-off the completion and acceptance.
Contractor shall not dump spoils or waste material on private or private public property without first obtaining from
the owner written permission for such dumping.
23.
Responsibility for Work: The Contractor shall properly guard, protect, and take every reasonable precaution
necessary against damage or injury to all finished or partially finished work due to weathering action by the elements
or from any other cause, until the entire portion of their respective Contract obligation is completed and accepted by
the City of Tempe. The Contractor shall rebuild, repair, restore, and make good all injuries or damages to any portion
of the work before final acceptance at no cost to the City of Tempe. Partial payment for any completed portion of work
shall not release the Contractor from such responsibility.
24.
Employees of the Contractor: No one except authorized employees of the Contractor is allowed on the premises of
the City of Tempe. Contractor employees are NOT to be accompanied in their work area by acquaintances, family
members, assistants, or any other person unless said person is an authorized employee of the Contractor. Failure of
Contractor to meet this requirement will result in permanent removal of employee performing work at the City of Tempe
sites. The Contractor must, however, furnish the City a current employee register on the issuance of this Contract and
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updated every six (6) months thereafter. This register must contain the Name, Social Security Number, Phone
Number, and Address.
25.
Sub-Contractor(s): The City reserves the right to approve all sub-contractors. Contractor is responsible for all actions
of sub-contractors. Contractor shall name sub-contractors as additionally insured, in addition to the City of Tempe on
all required insurance documents.
26.
Safety Apparel Used by Contractor Employees/Staff: Contractor’s employees/staff shall be required to wear safety
apparel (i.e., eye, ear, face, protection, etc.) and appropriate clothing like long pants, long sleeve shirts, when using
landscape equipment such as, but not limited to lawnmowers, blowers, weed whackers, etc. Monitoring of safer work
performance will be performed by City staff.
27.
Materials and/or Equipment: Materials and/or equipment, furnished by the City will be delivered or made available
to the Contractor when necessary. The Contractor will be held responsible for all materials and/or equipment accepted
by them and will make good any shortages, deficiencies or damages that may occur after such acceptance.
28.
Project Data and Documents: The Contractor shall be entitled to rely upon the accuracy of all data furnished by the
City, which is or may be used by the Contractor in the provision of services under this Contract. The Contractor has
the right to retain and use all data furnished, and all plans, designs, specifications and other work product created by
the Contractor during its provision of service under this Contract.
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Federal Requirements of Solicitation
FEDERAL FUNDING REQUIREMENTS
1. Affordable Care Act: The Offeror understands and agrees that it shall be solely responsible for compliance with
the patient Protection and Affordable Care Act, Public Law 111-148 and the Health Care and Education
Reconciliation Act, Public Law 111-152 (collectively the Affordable Care Act “ACA”). The Offeror shall bear sole
responsibility for providing health care benefits for its employees who provide services to the Public entity as
required by State or Federal law.
2. Disclosure of Lobbying Activities – Pursuant to Byrd Anti-Lobbying Amendment 31 USC 1352, the Offeror must
disclose lobbying activities in connection with school nutrition programs. If there are material changes after the initial
filing, updated reports must be submitted on a quarterly basis. 7CFR§3018.100 (Only applies to contracts over
$100,000)
3. Certification Regarding Lobbying: Pursuant to 31 USC 1352, the Offeror must submit a certification regarding
lobbying which conforms in substance with the language provided in CFR Part 200.450. No appropriated funds
may be expended by the recipient of a Federal contract, grant, loan, or cooperative Agreement to pay any person
for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer
or employee of Congress, or an employee of a Member of Congress in connection with any of the following covered
Federal actions.
4. Clean Air Act, Clean Water Act, and Environmental Protection Agency Regulation: The Offeror will comply
with all applicable standards, orders or requirements issued under Section 306 of the Clean Air Act, Section 508 of
the Clean Water Act, Executive Order 11738 and Environmental Protection Agency regulations which prohibit the
use, under nonexempt federal contracts, grants or loans to facilities included on the EPA List of Violating Facilities.
5. Contract Work Hours and Safety Standard Act: The Offeror shall comply with Sections 103 and 107 of the
Contract Work Hours and Safety Standards Act (40 U.S.C. 327–330) as supplemented by Department of Labor
regulations (29 CFR Part 5). (Only applies to contracts over $100,000)
6. Debarment, Suspension, Ineligibility and Voluntary Exclusion: By signing the Offer & Acceptance form, the
Offeror shall certify that they have not been debarred, suspended, or otherwise excluded from or ineligible for
participation in federal assistance programs under executive order 12549 and 12689. The Offeror shall comply with
regulations implementing Office of Management and Budget Guidance in Non-procurement Debarment and
Suspension codified at 2 CFR Part 180 and 2 CFR Part 417. These regulations restrict transactions with certain
parties that are debarred, suspended or otherwise excluded from, or ineligible for, participation in Federal assistance
programs or activities. (Only applies to contracts over $25,000)
7. Energy Policy and Conservation Act: The Offeror shall meet the mandatory standards and policies relating to
energy efficiency which are contained in the State Energy Conservation Plan issued in compliance with the Energy
Policy and Conservation Act. (Pub. L. 94–163, 89 Stat.871.)
8. Equal Employment Opportunity: The Offeror shall comply with Executive Order 11246 of September 24, 1965,
entitled “Equal Employment Opportunity,” as amended by Executive Order 11375 of October 13, 1967, and as
supplemented in Department of Labor regulations (41 CFR chapters 60).
9. Termination Clause: The District may terminate for cause and for convenience the contract. Appendix II to 2 CFR
Part 200. (Only applies to contracts over $10,000)
10. E-Verify Requirement: The Offeror warrants compliance with all Federal immigration laws and regulations relating
to employees and warrants its compliance with A.R.S. §23-214, Subsection A. (That subsection reads: After
December 31, 2007, every employer, after hiring an employee, shall verify the employment eligibility of the
employee through the E-Verify program.)
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11. Description of process for enabling vendors to receive or pick-up orders upon contract award: Once the
Public entity has made the decision to order from an awarded vendor of an awarded contract, price will be
confirmed/verified and purchase orders issued and sent to vendor via automated process, based upon the needs
of the Public entity. No volume is implied or guaranteed.
12. Positive efforts shall be made to involve minority and small businesses.
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Downloading of Documents
If you have received this solicitation via one of the companies that provide solicitations to members, it is important that you
download a copy from the City of Tempe website – this is the only way that the City can guarantee that you receive any
addendums related to the solicitation.
Below is the link to the Tempe Solicitations:
https://www.tempe.gov/government/internal-services/finance/procurement
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Background
Background: The purpose of this solicitation is to develop a long-term agreement with a qualified firm to provide a host of
CISCO networking & Voice Over IP Equipment and Services to support the City’s technology infrastructure. Through this
contracting effort it is a primary goal of the City to develop a cohesive and mutually beneficial relationship with a firm that
can partner effectively with IT staff to support, maintain, and enhance the City’s technical infrastructure.
RFP Communications/Inquiries
Upon release of this RFP, all communications shall be directed in writing, via Email, to the Procurement Officer listed below.
No other agency official or employee is empowered to speak for the City or Agencies with respect to this procurement.
Unauthorized contact with any employee of any department within the City of Tempe or other Agency may result in
disqualification from the RFP process. Any oral communication will be considered unofficial and non-binding on the City or
other Agencies.
The RFP number assigned to this Request MUST be contained in the subject line of all correspondence.
Contact the following individual for clarification of this RFP:
Kathleen Shipman, CPPB
Procurement Officer
Tempe Procurement Office
Kathleen_Shipman@tempe.gov
Economy of Proposal
Proposals should be prepared simply and economically, providing straightforward and concise description of the Offeror’s
capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content. Elaborate
brochures and other representation beyond that sufficient to present a complete and effective proposal are neither required
nor desired.
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Scope of Work
The purpose of this Request for Proposal (RFP) is to establish a contract with a qualified firm to purchase CISCO
Networking, security, radio interoperability and Voice over IP equipment, software, support and services in order to operate
and maintain its existing network infrastructure. Any resultant contract shall be subject to renewal for subsequent periods
as provided for within the Special Terms and Conditions of this Request for Proposal (RFP).
Only CISCO products shall be offered and no other manufacturer will be considered.
Resulting contract shall be monitored under the supervision of the City Procurement Office and Information Technology.
Award of Contract
The City intends to make a single award.
Estimated Annual Spend
The annual estimated spend will be between $11,000,000 and $12,000,000.
Multi-Agency Procurement
The following agencies have given their express intent to purchase from resulting contract. Any and all S.A.V.E. members
may also purchase from resulting contract.
AGENCY NAME
City of Tempe
$1,164,000
Cartwright School District
$1,000,000
Crane Elementary School District
$287,000
Peoria Unified
$300,000
City of Surprise
$500,000
MESA Gateway Airport
$30,000
Wilson School District
$41,000
MESA Public Schools
$8,000,000
TOTAL
$11,322,000
All agencies named in this RFP hereafter referred to as “Agency or Agencies”.
Minimum Qualifications
The following requirements have been identified as mandatory minimums for this procurement. Firms that do not meet
these mandatory minimums will be deemed non-susceptible and removed from the evaluation process.
Accreditation – Offeror shall possess currently, at a minimum the following accreditations:
o
Cisco Partner (Premium, Premier, Silver, or Gold)
o
Cisco Advanced Unified Communications Specialization
o
Cisco Collaboration Architecture certification
Offeror must have sufficient depth of skilled technical staff to adequately deploy and support Cisco products.
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The contractor shall maintain a sales and engineering office within the Phoenix metropolitan area.
Offeror shall warrant that the products are newly built (NO GRAY MARKET) and in their original box.
Firm shall purchase equipment from Cisco or through Cisco Authorized Channels only, in accordance with all
applicable laws and current Cisco applicable policies at the time of purchase.
Offeror has the ability to offer the City refurbished equipment, but such equipment and proposals must be clearly
stated in quote and/or statement of work.
Warranty
All software shall be guaranteed for a minimum period of one (1) year. No partial warranties shall be accepted.
All work performed by the Contractor and/or subcontractors pursuant to this agreement shall meet the highest industry standards
and shall be performed in a professional and workmanlike manner by staff with the necessary skills, experience, and knowledge.
Contractor further guarantees the delivered solution is properly designed, operable, and equipped for the proposed use by the
City and is in strict conformity with the Scope of Work section.
Offeror shall warrant and guarantee further that the solution furnished is of good workmanship and materials and that the same
is properly designed, operable and equipped for the proposed use by the City and is in strict conformity with the detailed
Specifications (RFP, Questionnaire, etc.).
Services Under Warranty
If it becomes necessary for the City to contract out for warranty support, due to inability or failure of the Contractor to perform
such support in a reasonable time, the Contractor shall reimburse the City for any invoices for labor required to perform such
service.
Hourly Service Rates
Offerors shall provide hourly rates for services as specified on the Price Sheet. Offeror may also specify any other related
services they offer and corresponding hourly rate within their offer. The City shall identify the following categories of service to
be provided:
Presales support
Design and analysis
Configuration
Implementation
Installation
Training
Troubleshooting
Maintenance
Support of Data
Support of Voice
Support of Multimedia Network-based, Network-embedded Products
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Annual Service Plans
The offeror shall offer Annual Service Plans for CISCO hardware and software. Offerors shall supply the following information
within their proposal for any Annual Service Plan offered:
Description of Annual Service Plan(s)
Percentage Discount off each Annual Service Plan offered
Service contract management
Service Requests
The offeror shall provide a single contact number or database to verify the device serial number or software license is covered
under a maintenance contract for ease of ticket opening during a network outage.
Maintenance and Support
The equipment specified in this solicitation is dependent upon the availability of prompt professional service both during
warranty and follow-on maintenance. In order to be considered for award, each potential contractor is required to have
existing maintenance management services to interface between the Agency and Cisco. All new equipment will be
automatically added to the Cisco maintenance contract. All equipment must be on a single contract. Each year the vendor
will facilitate an audit of retired equipment and manage the support contract renewal between Agency and Cisco.
Maintenance and Support shall commence after one (1) year warranty period ends. The City expects that all maintenance and
support services shall be included as part of the annual fees offered. Maintenance and support will be paid annually up front
after the one (1) year warranty period ends.
Pricing
New Equipment
All equipment and services shall be priced as a FIXED PERCENTAGE DISCOUNT OFF CISCO’s LIST PRICE for the CISCO
price list. The percentage discount off CISCO List Price offered for each product category in this solicitation shall remain in
effect for the duration of the contract (award and renewals). Any discount percentage offered shall be applicable to all CISCO
products offered by the manufacturer in each category, shipping, handling, service, and all charges to any address within the
Agency or any address specified on the ordering document. Discount percentages for each category will also apply to new
products offered by the manufacturer as they become available on the CISCO List Price Catalog during the duration of any
awarded contract.
All pricing submitted must be for “new “equipment. NO GRAY MARKET
The Cisco Products are categorized as follows:
Group 1
CISCO network and upgrade components, etc.
Group 2
CISCO Unified Communications – Communications Manager, Unity, Jabber,
Expressway, Emergency Responder, Unified Contact Center Express, Cisco Webex
Contact Center, etc.
Group 3
CISCO Unified Computing Products, blade servers, rack servers, storage appliances,
fabric interconnects, fabric extenders, etc.
Group 4
CISCO Radio interoperability products and solutions, etc.
Group 5
CISCO Network security products, etc.
Group 6
CISCO System software and monitoring tools, etc.
Group 7
CISCO Unity products and services, etc.
Group 8
CISCO Physical Security Products, Video Surveillance, IP Cameras, Access Control,
etc.
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Group 9
CISCO Wireless, etc.
Group 10
CISCO Miscellaneous devices, peripherals, digital signage, cables for operation or
interfacing of CISCO equipment, etc.
Group 11
CISCO Annual Service Plans or equivalent service contract for CISCO hardware and
software support, etc.
Group 12
Remanufactured or refurbished items may be offered. Offeror shall provide a separate
schedule as “optional”.
Group 13
CISCO annual service contract for CISCO hardware and software support, etc.
Group 14
Flex Enterprise Agreement - CISCO
Group 15
SaaS - CISCO
Group 16
Conferencing – Webex Meetings, Webex Events, etc.
Group 17
Collaboration Endpoints – phones, headsets, video conferencing devices
Group 18
Cisco Data Center Switching
Group 19
Cisco Meraki Cloud Managed solutions
Group 20
Cybersecurity Products and Services
Offerors may provide a different discount for each category specified.
Firm shall include an electronic copy or link to the current Cisco Price List. The offeror shall specify in their offer how they are
providing CISCO’s price list.
Volume Purchase Discounts
The Agency may occasionally have a need for a large individual spot purchase, warranting special “Big Deal” pricing. Any
resultant contractor shall be able to provide better discounts, as applicable, for these large volume purchases. In addition,
special promotional discounts may also be offered during the contract period.
Invoicing and Delivery
Packing slip and invoice must identify Agency requisition number, departmental purchase order or purchase order number
and product serial number(s). Packing slip and invoice line items must match quote line items. Should quote, packing slip
and invoice line items not match, payment will be held, until corrected packing slip and invoices are received. Multiple
orders/backorders may not be combined on a single packing slip and invoice. Partial shipments will not be accepted without
prior approval from the Agency. Please note that all agencies may not have a dock and/or forklift.
Separate invoices are required on individual contracts or purchase orders. Only invoices with items resulting from this
Request for Proposal will be accepted for review and approval by the City.
Product Recall
Awarded contractor assumes full responsibility for prompt notification of any product recall in accordance with the applicable
state and federal regulations.
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Technical Questionnaral uestionnaire
Responses to proposal questionnaire and related documents, exhibits, etc. are to be organized in the same sequence as
presented in the questionnaire. Supporting documents, exhibits, etc. not clearly identified to correlating question will not be
evaluated. The evaluation committee shall have the final determination to what is considered “clearly identified”.
A.
If selected, will your company allow other government agencies to utilize this Contract?
Yes
No
If no, please explain:
Response:
B.
Will your firm accept the City’s Procurement Card (Master Card) for payment?
Yes
No
CISCO Authorizations and Certifications
1.
Is your firm an authorized and certified CISCO sales and service dealer?
Yes
No
If yes, submit verification of authorization/certification with offer.
2.
List CISCO and other relevant technical authorizations/certifications that are applicable to this RFP.
Response:
Firm’s Experience and Qualifications
Firm’s Overview
1.
Provide a general overview and brief history of your organization, including parent and/or subsidiary
companies, expertise, number of employees, stability and its capability to provide the required services.
Response:
2.
Does your firm have an office location within the Phoenix metropolitan area that
meets the minimum qualifications requirements of this RFP? A no response to the
question will result in the removal of your firm from the evaluation process.
Yes
No
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If yes, provide the complete address information (street address, city, state and zip code).
Response:
3.
Does your firm have any other sales offices in the State of Arizona?
Yes
No
If yes, provide location and specify all services to be performed out of the sales offices.
Response:
Accreditation - Offeror shall possess currently, at a minimum the following accreditations:
o
Cisco Partner (Premium, Premier, Silver, or Gold)
o
Cisco Advanced Unified Communications Specialization
4.
Is your firm currently a Cisco Partner (Premium, Premier, Silver, or Gold)?
Yes
No
If yes, please specify which (Premium, Premier,
Silver, or Gold).
Response:
If yes, does your firm certify it will maintain its Cisco Partner accreditation
for the life of the contract?
Yes
No
5.
Is your firm currently a Cisco Advanced Unified Communications
Specialization Partner?
Yes
No
If yes, does your firm certify it will maintain its Cisco Advanced Unified
Communications Specialization accreditation for the life of the contract?
Yes
No
6.
Is your firm currently a Cisco Collaboration Architecture Certification
Partner?
If yes, does your firm certify it will maintain its Cisco Collaboration
Architecture Certification for the life of the contract?
7.
Does your have sufficient depth of skilled technical staff to adequately
deploy and support Cisco products?
Yes
No
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8.
As specified in the Scope of Work, describe in detail all services proposed to the Agencies. All associated costs
for these services shall be stated on the Price Sheet. (attachments may be used):
Response:
General Questions
9.
Has your firm gone by a different name in the last five (5) years? If yes,
please list names below.
Yes
No
Response:
10.
Has your firm merged with or acquired by another organization within the
past three years? If so, please provide details.
Yes
No
Response:
Debarred and Legal
11.
Within the previous five years has your firm been debarred from
contracting with any local, state, or federal governmental agency? If yes,
explain below
Yes
No
Response:
12.
Within the previous five years has your firm used any subcontractor to
perform work on a government contract when that subcontractor had been
debarred by a governmental agency? If yes, explain below.
Yes
No
Response:
Financial and Legal
13.
Is your firm in the process of or in negotiations toward being sold?
Yes
No
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
34 | Page
14.
Has the Proposer ever been declared bankrupt or filed for protection from
creditors under State or Federal proceeding in the last seven (7) years?
Yes
No
15.
Has your firm had any Internal Revenue related liens assessed in the last
10 years?
Yes
No
16.
Has your firm received notice of and/or in litigation about patent
infringement for the product and/or service that your firm is offering to the
Agency?
Yes
No
17.
Does your firm have outstanding judgments pending against it?
Yes
No
Proposer Staff and Training Services
1.
List designated Contract Manager who will be responsible for managing all work provided by any resulting contract.
(This individual shall be considered "Key Personnel."). Provide a brief overview of the experience and
background.
Contract Manager Name:
Phone Number:
Cellular Phone
Fax Number:
E-mail Address:
2.
List the sales staff (team) that will be responsible for supporting the Agencies accounts, based upon your capabilities
at the time of proposal opening.
Response:
3.
Provide the names, office addresses and technical certification’s for consulting staff located in Arizona.
Arizona Location(s)
Consultants
Certifications
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
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Arizona Location(s)
Consultants
Certifications
4.
Provide the names, office addresses and technical certification’s for consulting staff located outside of Arizona.
Non-Arizona Location(s)
Consultants
Certifications
Training Services
5.
Please provide and explain any training, if available, for specific products being proposed. If training is not supplied
directly by your company, please provide details regarding training organization and describe the relationship with
the training organization. All associated costs for these services shall be stated on the Price Sheet.
Response:
Value Added Services
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
36 | Page
1.
Please describe in detail the value-added services your firm would be able to provide and how that would benefit
each agency.
Response:
Contract Administration and Presales and sales support and services of equipment/hardware and software.
1.
Does your firm have the ability to provide presales and sales support and services for the following?
Group 1
CISCO network and upgrade components, etc.
Yes
No
Group 2
CISCO Voice over IP products and solutions, etc.
Yes
No
Group 3
CISCO Unified Computing Products, blade servers, rack servers, Invicta
appliances, fabric interconnects, fabric extenders, etc.
Yes
No
Group 4
CISCO Radio interoperability products and solutions, etc.
Yes
No
Group 5
CISCO Network security products, etc.
Yes
No
Group 6
CISCO System software and monitoring tools, etc.
Yes
No
Group 7
CISCO Unity products and services, etc.
Yes
No
Group 8
CISCO Physical Security Products, Video Surveillance, IP Cameras,
Access Control, etc.
Group 9
CISCO Wireless, etc.
Yes
No
Group 10
CISCO Miscellaneous devices, peripherals, digital signage, cables for
operation or interfacing of CISCO equipment, etc.
Yes
No
Group 11
CISCO Annual Service Plans or equivalent service contract for CISCO
hardware and software support, etc.
Yes
No
Group 12
Remanufactured or refurbished items may be offered. Offeror shall
provide a separate schedule as “optional”.
Yes
No
Group 13
CISCO Annual Service contract for CISCO hardware and software
support, etc.
Group 14
Flex Enterprise Agreement - CISCO
Yes
No
Group 15
Saas - CISCO
Yes
No
Group 16
Conferencing – Webex Meetings, Webex Events, etc.
Yes
No
Group 17
Collaboration Endpoints – phones, headsets, video conferencing devices
Yes
No
Group 18
Cisco Data Center Switching
Yes
No
Group 19
Cisco Meraki Cloud Managed solutions
Yes
No
Group 20
Cybersecurity Products and Services
Yes
No
2.
Provide the following information for any CISCO or equivalent Annual Service Plans offered:
Description of Annual Service Plan(s)
Percentage Discount off each Annual Service Plan offered
Service contract management
Escalation procedures
Response:
3.
The City has included a section on the Price Sheet for miscellaneous service charges. (Examples trip charges,
additional insurance, third party vendor or disposal fees). Firms shall explain how and when these various rates
would be applied and if they would be waived as the result of a merchandise sale.
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
37 | Page
Response:
4.
Is there a discount off of the first year of maintenance on the CISCO hardware and software?
__________%
5.
Offeror is to provide CISCO Price List. (A web link is acceptable) If the list is not included within the offer, please specify
how the Offeror is providing a copy to the Agencies.
Response:
6.
Explain your company’s return policy.
Response:
7.
Please explain ordering process, including presales support, pre-configuration, delivery schedules and depots,
shipping methods and capabilities to expedite orders. Offeror shall also describe in detail their invoicing process.
Response:
8.
Describe your ability to timely provide pre-sales demonstrations and educational seminars for the equipment being
proposed.
Response:
9.
Describe your firm’s E-Commerce abilities to electronically send and receive information, orders, and other
documents.
Response:
10.
Outline your process of escalation of service requests.
11.
Define turnaround times on RMA replacements.
Response:
12.
How will you keep the Agencies informed of new products and services?
Response:
13.
What is your turn around time on pricing and quotes?
Response:
14.
If selected, will your company follow all invoicing/billing requirements?
Yes
No
If no, please explain
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
38 | Page
Response:
15.
Please describe your firms quality control standards as it relates to the services describe in this RFP. Please be
advised that your firm if selected will be held to the standard provided.
Response:
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
39 | Page
References
References
The evaluation committee reserves the right to contact references provided by Offeror and any additional references
as determined by the committee.
1.
Provide a minimum of three (3) Arizona references (preferably two (2) public agency references) which your firm is
currently providing similar Cisco products and services for at least three (3) years or more.
Provide the following for each reference:
Name of firm:
Contact Person:
Contact Person phone number:
Length of Contract
E-mail Address
Product and Services provided
Response – Reference One:
Response – Reference Two:
Response – Reference Three:
Acceptance and Compliance of RFP Terms and Conditions and Miscellaneous
1.
Does your company accept all terms and conditions of this solicitation?
Yes
No
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
40 | Page
If no, please
explain
Response:
3.
Will your firm require the Agency to sign a separate agreement or contract if selected for
award of contract?
Yes
No
If yes, please submit with response to RFP. Firm’s that fail to submit a separate agreement with proposal will not be
allowed to submit in the future.
4.
If a separate agreement or contract is required what process will your firm use to negotiate the agreement conflicts
RFP terms and conditions.
Response:
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
41 | Page
Evaluation Criteria
Proposals will be reviewed by an Evaluation Committee consisting of City staff using the criteria and process outlined below.
Evaluation Process
1. The Procurement Office will verify that all proposals meet the requirements to be considered responsive.
Responses that do not comply with any mandatory requirements will be considered non-susceptible for award and
not forwarded to the Evaluation Committee for scoring.
2. The Evaluation Committee will review and score all responsive proposals and rank them based on the committee’s
scores. Any proposals determined to score outside of the competitive range may be removed for non-susceptibility.
Remaining Offerors may be invited for interviews, negotiations, site visits and best and final offers as determined
at the sole discretion of the City.
It is important to note that firms may be removed for non-susceptibility anytime during the evaluation process and not just
at the specific points noted above.
Award Criteria
Weight
1.
CISCO Authorizations and Certifications (to include level and length of time attained)
20%
2.
Firms Experience and Qualifications
10%
3.
Firm’s Employee Qualifications
10%
4.
Value Added Services
5%
5.
Contract Administration and Presales and sales support and services of equipment/hardware
and software with the ability to offer all groupings and services listed in the pricing section.
10%
6.
References
Ability of references to demonstrate a level of competence in providing equipment and
services under the RFP.
Etc.
10%
7.
Cost
30%
8.
Acceptance and Compliance of RFP Terms and Conditions
Firm’s acceptance of City terms and conditions.
Is a separate negotiated agreement required?
Reasonableness of separate agreement
Etc.
2.5%
9.
Overall response of the RFP.
Did the vendor’s proposal provide all the necessary information requested in the RFP
in a professional and organized manner?
Did the vendor’s proposal cause doubt regarding its ability to complete the necessary
services/tasks.
Was the vendor’s proposal easy to understand and did it provide answers to questions
or create more questions?
Etc.
2.5%
Total
100%
10.
Interview/Demo/Site Visit or Assessment (if required and only for companies in the most
competitive range)
200 Possible
Points
Final Total
1,200 Possible
Points
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
42 | Page
This proposal will be evaluated on a cumulative point system using the rating scale shown below (fractional points may be
selected within this range).
Scoring
Outstanding ……………………………..10
9
Good ………………………………….….8
7
6
Average ……………………………….…5
4
3
Poor ……………………………………...2
1
Not Addressed or Unacceptable ……...0
To evaluate the cost portion of the above criteria, the City may elect to evaluate each firm on a percentage basis of the
lowest cost offer. The formula would be: (Lowest Priced Offer/Evaluated Firm’s Price) x Points Possible = Evaluation Points.
“Return this Section with your Response”
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
43 | Page
Pricing Section
ITEM
NO.
DESCRIPTION OF REQUIRED MATERIAL, SERVICE OR CONSTRUCTION
A.
CISCO Equipment, Percentage Discount off CISCO List Price per categories specified
below.
The Discount percent offered shall be reflective of the combined agency usage of this
cooperative contract. During the course of this potential 6-year contract, the City will allow
the successful firm to offer deeper discounts when situations warrant –such as significant
one-time purchases or generally offered discount improvements by the manufacturer. Any
one time offerings shall be coordinated with the Procurement Officer assigned to this
contract.
Item
Description
% Discount
Group 1
CISCO Network and upgrade components
Group 2
CISCO Voice over IP products and solutions
Group 3
CISCO Unified Commuting Products, blade servers, rack
servers, Invicta appliances, fabric interconnects, fabric
extenders, etc.
Group 4
CISCO Radio interoperability products and solutions
Group 5
CISCO Network security products
Group 6
CISCO System Software and Monitoring Tools
Group 7
CISCO Unity products and services
Group 8
CISCO Physical Security Products, Video Surveillance, IP
Cameras, Access Control, etc.
Group 9
CISCO Wireless, etc.
Group 10
CISCO Miscellaneous devices, peripherals, digital signage,
cables for operation or interfacing of CISCO equipment, etc.
Group 11
Annual Service Plans, percentage discount off CISCO list
price or cost of equivalent service contract for CISCO
hardware and software support, etc.
Group 12
Remanufactured or refurbished items may be offered.
Offeror shall provide a separate schedule as “optional”.
Group 13
CISCO annual service contract for CISCO hardware and
software support, etc.
Group 14
Flex Enterprise Agreement - CISCO
Group 15
Saas - CISCO
Group 16
Conferencing – Webex Meetings, Webex Events, etc.
Group 17
Collaboration Endpoints – phones, headsets, video
conferencing devices
Group 18
Cisco Data Center Switching
Group 19
Cisco Meraki Cloud Managed solutions
Group 20
Cybersecurity Products and Services
“Return this Section with your Response”
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
44 | Page
B.
Services, Offeror to provide an hourly rate for services specified. Offeror may provide
additional related services.
Item
Service
Hourly Rate
1.
Design and analysis
$
2.
Configuration
$
3.
Implementation
$
4.
Installation
$
5.
Training
$
6.
Maintenance
$
7.
Support of Data
$
8.
Support of Voice
$
9.
Support of Multimedia
$
10.
Support of Radio
$
11.
Network-based, Network-embedded Products
$
12.
Network Security Services
$
13.
Network Virtualization Services
$
14.
Senior Engineer
$
15.
Principle Architect
$
16.
Senior Technical Architect
$
17.
Project Manager
$
18.
Senior Project Manager
$
19.
Program Manager
$
$
$
$
$
$
* Applicable Tax %
* State correct jurisdiction to receive sales tax on the Vendor's Offer, included in this Request for Proposal.
Less prompt payments discount terms of % days/ or net thirty (30) days. (To apply after receipt and acceptance of an
itemized monthly statement.) For evaluation purposes, the City cannot utilize pricing discounts based upon payments being
made in less than thirty (30) days from receipt of statement.
Ordering and Invoice Instructions
Invoices shall be issued directly to the ordering department. Invoices shall be accurate and complete including the
information shown below. Failure to provide a properly documented invoice may cause a delay in receipt of payment. The
City will not process an invoice for payment until it has been approved by the ordering department and forwarded to Accounts
Payable. The City endeavors to process invoices within 30 days after receipt of an accurate and complete document.
Invoices shall include:
1.
Line item listing of all ordered items to include description of items;
2.
Unit cost and extended cost for each line item;
3.
Applicable Tax;
4.
Payment Terms;
5.
Purchase Order Number;
6.
Name of selling organization clearly stated on invoice along with address;
7.
Phone number and or e-mail address for contact person to clarify invoicing questions;
“Return this Section with your Response”
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
45 | Page
Invoices that do not follow the above minimum invoicing requirements will not be paid. Payment must be applied to only
invoices referenced on check/payment stub. The City reserves the right to process payments via check or P-Card.
Accounting Contacts:
Yesenia Loredo-Flores
Letters A – H and Numbers
Ramona Zapien
Letters I – Z
Kimberly Williams
General AP Inquiries and AP Checks
“Return this Section with your Response”
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
46 | Page
Vendor’s Offer
Offeror must complete, sign and submit this form to the Procurement Office with the proposal response. An unsigned
“Vendor’s Offer”, late proposal response, and/or a materially incomplete response will be considered nonresponsive and
rejected. Offeror is to type or legibly write in ink all information required below. A scanned copy of this page is acceptable.
Company Name:
Company Purchase Order Mailing Address:
Street Address:
City, State, Zip:
Contact Person:
Phone Number:
E-mail Address:
Cell Number:
Remit to Information
Company Name (as it appears on invoice):
Company Payment Remit to Address:
Street Address:
City, State, Zip:
Company Tax Information
If a Tempe-based firm, provide Tempe Transaction Privilege (Sales) Tax No.:
Payment Options
Will your company accept the City’s Master Card for payment?
Yes
No
Will your company accept Payment via ACH (Automated Clearing House) for payment?
Yes
No
THIS PROPOSAL IS OFFERED BY
REQUIRED SIGNATURE OF AUTHORIZED OFFEROR
By signing this Vendor’s Offer, Offeror acknowledges acceptance of all terms and conditions contained herein and that
prices offered were independently developed without consultation with any other Offeror or potential Offeror. Failure to sign
and return this form with proposal response will be considered nonresponsive and rejected.
Signature of Authorized Offer
Date
Print or Type Name of Authorized Individual
Title of Authorized Individual
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
47 | Page
Anti-Discrimination Policy
COMPLIANCE WITH CITY’S ANTIDISCRIMINATION
ORDINANCE NO. 02016.25
_________________________________________________
The Tempe City Council approved Ordinance No. 02016.25 that requires vendors who are being recommended for
award to provide evidence of their compliance with the City’s antidiscrimination policy as shown below:
Sec. 2-601. Policy.
It is declared to be the policy for the citizens of Tempe, Arizona, to be free from discrimination in public
accommodations, employment, and housing, and contrary to public policy and unlawful to discriminate against any
person on the basis of race, color, gender, gender identify, sexual orientation, religion, national origin, familial status,
age, disability, or United States military veteran status, in places of public accommodation, employment, and
housing; and contrary to the policy of the city and unlawful for vendors and contractors doing business with the city
to discriminate, as set forth in this article.
Sec. 2-603. Unlawful Practices.
The following shall constitute a violation of this article:
For a city vendor or city contractor, because of race, color, gender, gender identify, sexual orientation, religion,
national origin, familial status, age, disability, or United States military veteran status, to refuse to hire or employ or
bar or discharge from employment any person, or to discriminate against such person in compensation, conditions,
or privileges or employment. City vendors and contractors of fifteen (15) or more employees shall provide a copy of
its antidiscrimination policy to the Procurement Officer to confirm compliance with this article. Employers having
fourteen (14) or less employees may attest in writing to compliance with this article.
Vendor Requirements
Vendors who have fifteen (15) or more employees shall include with their bid/proposal submittal a copy of its
antidiscrimination policy that must mirror the City’s policy as stated above. Suppliers who have fourteen (14) or less
employees may include their antidiscrimination policy or complete a written affidavit of compliance per the attached.
To be completed by responding company and returned with submittal:
_____
Our company has 15 or more employees and has included its antidiscrimination policy that mirrors the
City’s policy;
_____
Our company has fourteen (14) or less employees and is attaching the signed AFFIDAVIT OF
COMPLIANCE WITH TEMPE CITY CODE CHAPTER 2 ARTICLE VIII SECTION 2-603(5).
Please include this document along with the company’s antidiscrimination policy or the completed affidavit with offer
submittal
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
48 | Page
Only complete this document if you have 14 or less employees.
AFFIDAVIT OF COMPLIANCE WITH TEMPE CITY CODE
CHAPTER 2 ARTICLE VIII SECTION 2-603(5)
_________________________________________________
Per Tempe City Code Chapter 2 Article VIII Section 2-603(5), it is unlawful for a City vendor or City
contractor, because of race, color, gender, gender identity, sexual orientation, religion, national origin,
familial status, age, disability, or United States military veteran status, to refuse to hire or employ or bar or
discharge from employment any person, or to discriminate against such person in compensation, conditions,
or privileges of employment.
City vendors and contractors shall provide a copy of their antidiscrimination policy to City to confirm
compliance with this requirement or attest in writing to compliance.
CONTRACTOR means any person who has a contract with the City.
VENDOR means a person or firm in the business of selling or otherwise providing products,
materials, or services.
CONTRACTOR/VENDOR, select one:
_____ Current copy of antidiscrimination policy attached
OR
_____ I hereby certify _________________________________ (contractor/vendor) to be in compliance with
Tempe City Code Chapter 2 Article VIII Section 2-603(5).
____________________________________
Date: _____________________
Signature
____________________________________
__________________________
Print Name
Title
____________________________________
Company
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
49 | Page
Supplier Sustainability Questionnaire
The City of Tempe is strongly committed to sustainable practices and programs that help build a vibrant and resilient
community. The City accomplishes this through a variety of innovative programs, including water and energy conservation,
recycling, composting, alternative transportation, sustainable business practices and environmental stewardship. Tempe
recently established its 2019 Climate Action Plan (CAP) that provides a guideline for how the City will take local action on
global climate change by reducing its greenhouse gas (GHG) emissions and adapting to the changing climate. The Climate
Action Plan serves as a guideline for the City’s path toward a sustainable and resilient future that will benefit the entire City.
The City has strengthened its commitment to sustainability by adopting a new carbon neutrality goal by 2050 and a strategy
of sourcing 100 percent of its electricity from renewable sources by 2035. To learn more about the City’s commitment to
sustainability, please visit https://www.tempe.gov/government/sustainable-tempe.
To further this commitment, the City has developed a Sustainable Procurement Policy that provides specific guidelines for
how these important sustainable practices and programs will be reflected in contract award decisions. By partnering with
companies who share these sustainability goals, the City will be able to significantly enhance sustainable outcomes.
To support these efforts, the following Supplier Sustainability Questionnaire has been developed that will allow the City to
better understand your company’s efforts and commitments regarding sustainable practices and initiatives. This
questionnaire has two sections – a section to understand what your company is doing regarding sustainable actions and a
section to understand the specific sustainable attributes of the product or service that you are offering.
Item
Question
Response
Corporate Sustainable Actions
1.
What sustainability guidelines or environmental statement does
your company have to guide the company as a whole? Please
include a link.
2.
What is your company doing to be more energy efficient?
3.
What is your company doing to reduce greenhouse gas
emissions?
4.
What is your company doing to reduce waste transferred to
landfills?
5.
What is your company doing to reduce water waste?
6.
What kind of effort does your company make to reduce the use of
environmentally harmful materials (such as cleaning products,
etc.)?
7.
Does your company take any actions to manage the sustainability
of your supply chain? If yes, please explain.
8.
Has your company received any environmental or sustainability
related independent certifications or recognitions? If yes, please
explain.
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
50 | Page
Please find some helpful links below that will provide additional information, tools and resources regarding
sustainable practices:
Greenhouse Gas Calculators:
https://www.epa.gov/energy/greenhouse-gases-equivalencies-calculator-calculations-and-references
Sustainable Packaging:
https://www.epa.gov/smm/sustainable-packaging
https://www.epa.gov/facts-and-figures-about-materials-waste-and-recycling/containers-and-packaging-product-specific-
data
Cleaning Products:
https://www.epa.gov/saferchoice
Tool to Measure and Track your Waste and Recycling:
http://www.epa.gov/smm/wastewise/measure-progress.htm
Water Conservation:
http://water.epa.gov/polwaste/nps/chap3.cfm
Item
Question
Response
Product Sustainable Attributes
1.
Has your company performed an environmental life cycle analysis
on the product being offered the City? If yes, please provide
documentation
2.
Can the product being offered be refurbished, recycled, or
composted at the end of its life? If yes, please elaborate
3.
Does the product being offered include any recycled materials? If
yes, please explain.
4.
What measures have been taken to reduce unnecessary
packaging materials associated with the product being offered?
5.
What kind of reusable, recyclable, and/or compostable packaging
materials does your company use?
6.
Has the product being offered been rated or certified by a third-
party organization such as Energy Star, Green Seal, Leadership
in Energy and Environmental Design (LEED), Forest
Stewardship Council, etc.? If yes, please provide certification
documentation.
7.
Please provide any additional information you would like to share
regarding your product’s sustainable attributes.
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
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Checklist for Submittal
The following checklist has been provided to assist you in submission of your offer.
This list should not be considered complete, other information or documents may be necessary as part of your submission.
The items listed are the primary documents and information that must be completed and/or included with your proposal.
Please include any additional information or documents that will clarify your submittals.
This document has been issued in Word format to allow the responding firm the ability to provide requested information,
answer questions and provide pricing within the actual document.
Description
Included
1.
One signed and completed copy of the Proposal response – only
sections marked “Return this Section with your Response” are
required but you may include supplemental materials you believe
necessary to clarify your submittal.
a.
Signed and Completed Vendor’s Offer Form
2.
Due to the COVID Virus, please submit a single e-copy of the signed
and completed proposal. The City’s e-mail is capable of accepting
up to a 10MB attachment. Please try and keep the proposal under
this size limit. However, if you need to exceed 10MB, please break
the proposal up into two sections and e-mail in two separate
messages clearly indicating the solicitation number on the subject
line and denoting Part 1 and Part 2 response. We will be unable to
accept any hard copies of the proposal so please e-mail the
response as noted above.
3.
Technical Questionnaire completed and included with supporting
documentation if necessary
4.
Pricing Schedule completed and included
Technical Questionnaire completed and included with supporting
documentation if necessary
5.
Exceptions document completed and included
6.
Any additional agreements or documents your company requires to be
signed or agreed to by the City. Any agreements or documents
provided after a contract award will not be considered.
7.
If company has 14 or less employees include a signed and
completed Affidavit of Compliance with Tempe City Code Chapter 2
Article VII Section 2-603(5) (form attached)
8.
If company has 15 or more employees include a copy of its anti-
discrimination policy
9.
Signed Addenda (if applicable)
10
Sustainability document completed and included
Alert – If you received this solicitation via a third-party plan-holder company and did not
directly download it from the City of Tempe’s Procurement home page you might not
have received any addendums that were published during the bidding period. To ensure
you are notified of addendums it is critical that you download this solicitation from the
City’s web site per the below link:
https://ww2.tempe.gov/bids/
RFP# 21-099 CISCO Networking & Voice over IP Equipment and Services
52 | Page
City Procurement Office/City of Tempe PO Box 5002 • 20 East 6th Street • Tempe, AZ 85280 • (480) 350-8324 www.tempe.gov/procurement
Issue Date:
April 2, 2021
This addendum will modify and/or clarify:
Solicitation No.:
RFP 21-099
and is
Addendum No.:
1
Procurement
Description:
CISCO Networking and VOIP Services
The RFP Due Date and Time will remain the same at April 19, 2021 at 3:00 P.M.
Question and Answers received regarding this RFP.
1. What is the current platform or environment? Cisco
2. What is current equipment? Cisco switches, routers, firewall, access points and controllers.
3.
How many users will be on the new platform? Not looking for a new platform but purchases and support of the
existing platform.
4. How many concurrent calls at a time? Not requesting a new design.
5. Can you email us the technical requirements for all locations? Not requesting a new design.
6. Would you rather have a hosted base or Premium based platform? Not requesting a new platform.
7. Are you using cloud services? If so what platforms? Not requesting cloud services.
8. How many instances are you running? Not requesting a new design.
9. How many images do you have? Not requesting a new design.
10. Any special router equipment? Not requesting a equipment proposal.
11. LAN speed requirements? Refer to technical requirements 100mb.Gig.10Gib.
12. Failover requirements? Not requesting failover services or design.
13. Managed required? Not requesting new design.
14. Who is the incumbent? Not applicable.
Please ensure that you sign and submit this addendum by the above referenced due date.
The balance of the specifications and bid solicitation instructions to remain the same. Bidders/Proposal Offerors are to
acknowledge receipt and acceptance of this addendum by returning of signed addendum with bid/proposal response. Failure
to sign and return an addendum prior to bid/proposal opening time and date may make the bid/proposal response non-
responsive to that portion of the solicitation as materially affected by the respective addendum.
___________________________________
___________________________________
Name of Company
By – Name and Title (Please Print)
___________________________________
___________________________________
Email Address
Telephone
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___________________________________
City State Zip
Authorized Signature
Addendum to Solicitation
LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
HYE TECH NETWORK & SECURITY SOLUTIONS, LLC
EXHIBIT B
Scope of Work
LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
HYE TECH NETWORK & SECURITY SOLUTIONS, LLC
EXHIBIT C
METHOD AND AMOUNT OF COMPENSATION
NOT TO EXCEED AMOUNT
DETAILED PROJECT COMPENSATION