1. 1 RFQ Number CN00021430 Telecommunications and Key Systems, MACs, Maintenance, and Cabling New Contract 5805-55 (Replaces old Contracts 5805-55 and 5805-56) Kick-off Meeting Date February 23, 2007 @ 9:00 am RFQ Number CN00021430 Telecommunications and Key Systems, MACs, Maintenance, and Cabling New Contract 5805-55 (Replaces old Contracts 5805-55 and 5805-56) Kick-off Meeting Date February 23, 2007 @ 9:00 am Department of General Services and Governor's Office of Administration Bureau of Infrastructure & Operations

2. 2 Agenda Overview of the new Contract 5805-55 posted on DGS’s WebsiteOverview of the new Contract 5805-55 posted on DGS’s Website Vendor presentations of their awarded contractsVendor presentations of their awarded contracts Conference rooms 3 & 4 available today to meet with vendorsConference rooms 3 & 4 available today to meet with vendors

3. 3 Overview Section 1 Statewide Procurement for Telephone Systems and Services State again broken into 3 ZonesState again broken into 3 Zones Awarded to the lowest priced manufacturersAwarded to the lowest priced manufacturers Agencies must use Purchase OrdersAgencies must use Purchase Orders Section 2 Statewide Moves, Adds and Changes (MAC), Cabling and Maintenance of Installed Systems State again broken into 3 zonesState again broken into 3 zones Awarded to all qualifying vendors who submitted bidAwarded to all qualifying vendors who submitted bid Some agencies use Purchase Orders (PO) for MAC, Cabling and Maintenance. For agencies that still use the CTAR Service Order System a waiver has been issued until June 30, 2007 to continue the use CTAR, but after June 30, 2007 all agencies must use a PO.Some agencies use Purchase Orders (PO) for MAC, Cabling and Maintenance. For agencies that still use the CTAR Service Order System a waiver has been issued until June 30, 2007 to continue the use CTAR, but after June 30, 2007 all agencies must use a PO. Section 3 Statewide Procurement for Private Branch eXchanges (PBX) and Services (entire State) This part of the contract is being re-bid Awarded to the lowest priced manufacturersAwarded to the lowest priced manufacturers Agencies must use Purchase ordersAgencies must use Purchase orders Section 1 Statewide Procurement for Telephone Systems and Services State again broken into 3 ZonesState again broken into 3 Zones Awarded to the lowest priced manufacturersAwarded to the lowest priced manufacturers Agencies must use Purchase OrdersAgencies must use Purchase Orders Section 2 Statewide Moves, Adds and Changes (MAC), Cabling and Maintenance of Installed Systems State again broken into 3 zonesState again broken into 3 zones Awarded to all qualifying vendors who submitted bidAwarded to all qualifying vendors who submitted bid Some agencies use Purchase Orders (PO) for MAC, Cabling and Maintenance. For agencies that still use the CTAR Service Order System a waiver has been issued until June 30, 2007 to continue the use CTAR, but after June 30, 2007 all agencies must use a PO.Some agencies use Purchase Orders (PO) for MAC, Cabling and Maintenance. For agencies that still use the CTAR Service Order System a waiver has been issued until June 30, 2007 to continue the use CTAR, but after June 30, 2007 all agencies must use a PO. Section 3 Statewide Procurement for Private Branch eXchanges (PBX) and Services (entire State) This part of the contract is being re-bid Awarded to the lowest priced manufacturersAwarded to the lowest priced manufacturers Agencies must use Purchase ordersAgencies must use Purchase orders

4. 4 State Zones 1 – 3 used in Section 1: Turnkey New Telephone Systems & Services and Section 2: MAC, Cabling and Maintenance No changes in the structure of the zones that has been used for many years: Zone 1 Zone 1: Western Pennsylvania – includes the following counties: Allegheny, Armstrong, Beaver, Butler, Cambria, Clarion, Clearfield, Crawford, Elk, Erie, Fayette, Forest, Greene, Indiana, Jefferson, Lawrence, McKean, Mercer, Somerset, Venango, Warren, Washington, Westmoreland. Zone 2 Zone 2: Central Pennsylvania – includes the following counties: Adams, Bedford, Blair, Bradford, Cameron, Centre, Clinton, Columbia, Cumberland, Dauphin, Franklin, Fulton, Huntingdon, Juniata, Lackawanna, Lancaster, Lebanon, Lycoming, Luzerne, Mifflin, Montour, Northumberland, Potter, Perry, Schuylkill, Snyder, Sullivan, Susquehanna, Tioga, Union, Wyoming, York. Zone 3 Zone 3: Eastern Pennsylvania – includes the following counties: Berks, Bucks, Carbon, Chester, Delaware, Lehigh, Montgomery, Monroe, Pike, Northampton, Philadelphia, Wayne. No changes in the structure of the zones that has been used for many years: Zone 1 Zone 1: Western Pennsylvania – includes the following counties: Allegheny, Armstrong, Beaver, Butler, Cambria, Clarion, Clearfield, Crawford, Elk, Erie, Fayette, Forest, Greene, Indiana, Jefferson, Lawrence, McKean, Mercer, Somerset, Venango, Warren, Washington, Westmoreland. Zone 2 Zone 2: Central Pennsylvania – includes the following counties: Adams, Bedford, Blair, Bradford, Cameron, Centre, Clinton, Columbia, Cumberland, Dauphin, Franklin, Fulton, Huntingdon, Juniata, Lackawanna, Lancaster, Lebanon, Lycoming, Luzerne, Mifflin, Montour, Northumberland, Potter, Perry, Schuylkill, Snyder, Sullivan, Susquehanna, Tioga, Union, Wyoming, York. Zone 3 Zone 3: Eastern Pennsylvania – includes the following counties: Berks, Bucks, Carbon, Chester, Delaware, Lehigh, Montgomery, Monroe, Pike, Northampton, Philadelphia, Wayne.

5. 5 Overview of Section One: Telephone Systems & Services SystemContractor` Zone 1 Zone 2 Zone 3 Alcatel Verizon Select Services, Inc. Avaya Juma Technology LLC Cisco Verizon Business Inter-Tel Third Generation of PA Inc. Inter-Tel Ecommunications Systems Corp. NEC Black Box Network Services Nortel Verizon Select Services, Inc. SamsungET&T Toshiba PhoneAmerica Corp

6. 6 Overview of Section Two: MAC, Maintenance, Cabling Contractor Services Areas Zone 1 Zone 2 Zone 3 Altura Comm. Solutions Fujitsu F-9600 PBXs Black Box Ntwk. Svcs. All systems on OA/BIO inventory, including Harris 2020 and Fujitsu F-9600 PBX’s ET&T Limited coverage of OA/BIO inventoried systems. Contact ET&T for details. Verizon Select Services, Inc. Limited coverage of OA/BIO inventoried systems. Contact Verizon for details.

7. 7 Sections 1, 2, and 3: Additional Points 1.Pennsylvania Prevailing Wage Act No. 442: For orders exceeding $25,000: the general prevailing minimum wage rates as determined by the Secretary of Labor and Industry shall be paid for each craft or classification of all workmen needed to perform any order during the term of the contract in the county in which the work is to performed. Vendors may obtain the current rate from Labor and Industry However, it is the agency responsibility to provide the prevailing wage to the vendor. Prevailing Wage documentation is obtained from the Department of Labor and Industry, Prevailing Wage Division, 1301 Labor & Industry Building, Harrisburg, PA 17120, telephone number (717) 787-4763

8. 8 2. Minimum Contractor Background Checks Policy: The Contractor shall comply with the Governor’s Office of Administration, Office for Information Technology Bulletin (ITB), ITB-SEC009, minimum Contractor background checks policy; refer to the policy at the e-mail address below.The Contractor shall comply with the Governor’s Office of Administration, Office for Information Technology Bulletin (ITB), ITB-SEC009, minimum Contractor background checks policy; refer to the policy at the e-mail address below. http://www.oit.state.pa.us/oaoit/cwp/view.asp?a=722&Q=207308 The Contractor shall comply with a new policy for the Pennsylvania State Police (PSP) requiring all contractors to have a PSP picture ID badge (green card) for the entrance to their facilities. PSP currently has a location in Harrisburg for the picture ID processing. Contact State Police for time and locations.The Contractor shall comply with a new policy for the Pennsylvania State Police (PSP) requiring all contractors to have a PSP picture ID badge (green card) for the entrance to their facilities. PSP currently has a location in Harrisburg for the picture ID processing. Contact State Police for time and locations. Sections 1, 2, and 3: Additional Points

9. 9 3. Business Continuity Planning for Pandemic Scenarios: In the event of a pandemic emergency, widespread infection may severely reduce the available workforce for up to three months. The Department of Health and Human Services has stated that a Pandemic may come and go in waves, each lasting 6-8 weeks. Because of the nature of government, each vendor was required to provide information on their pandemic plan.Because of the nature of government, each vendor was required to provide information on their pandemic plan. 4.Project Manager (PM). A vendor shall have a designated PM to be responsible for coordination of all activities between the Issuing Office, using agency and vendor and the vendor's subcontractors. The project manager assigned to the State project will not be removed from the project without written consent from the State. Sections 1, 2, and 3: Additional Points

10. 10 Sections 1, 2, and 3: Additional Points 5. Change Notice #4 posted for Contract #5805-55: Cable Management Forms Effective immediately, a change is being issued with the delivery of all Cable Management Forms. All vendor and all agencies must follow this procedure and are not allowed to make any changes to this process.Effective immediately, a change is being issued with the delivery of all Cable Management Forms. All vendor and all agencies must follow this procedure and are not allowed to make any changes to this process. The vendor’s will complete the Cable Management Forms in it’s entirety, so the Office of Administration Voice & Video Network Services know where they must be sent. Vendor’s will also continue to fill out the Cable Management Forms when “NO CABLE RECORDS REQUIRED.”The vendor’s will complete the Cable Management Forms in it’s entirety, so the Office of Administration Voice & Video Network Services know where they must be sent. Vendor’s will also continue to fill out the Cable Management Forms when “NO CABLE RECORDS REQUIRED.” Vendor will send all Cable Management Forms to the following address:Vendor will send all Cable Management Forms to the following address: Commonwealth Technology Center, Voice & Video Network Services 1 Technology Park, Harrisburg, PA 17110-2913, Attention: Greg Steckel Upon receipt of vendor’s completed Cable Management Forms the Office of Administration Voice & Video Network Services unit will forward them to the respective Telecommunications Management Officer (TMO) with a standard cover letter instructing them on the proper procedures for entering this information into the cable records system.Upon receipt of vendor’s completed Cable Management Forms the Office of Administration Voice & Video Network Services unit will forward them to the respective Telecommunications Management Officer (TMO) with a standard cover letter instructing them on the proper procedures for entering this information into the cable records system.

11. 11 Sections 1 (Telephone System) & 3 (PBX): Add’l Points 1. Outright purchase or installment purchase: All vendors provided their finance rate for installment purchase.All vendors provided their finance rate for installment purchase. Finance period forty-eight (48) monthsFinance period forty-eight (48) months The contract contains the terms and conditions for the installment purchase option.The contract contains the terms and conditions for the installment purchase option. 2.Prime Vendor’s Responsibilities: Responsible for delivery, installation, and maintenance of all equipment, systems, subsystems, and support services offered in the bidResponsible for delivery, installation, and maintenance of all equipment, systems, subsystems, and support services offered in the bid Whether or not they are manufactured or produced by the vendor.Whether or not they are manufactured or produced by the vendor. Further, the State will consider the vendor (not the manufacturer) to be the sole point of contact with regard to contractual matters.Further, the State will consider the vendor (not the manufacturer) to be the sole point of contact with regard to contractual matters.

12. 12 3.VoIP: All vendors provided descriptions of their IP telephone options when the State is ready for its future use. 4. IT Standards and Policies. Agencies under the Governor’s jurisdictions and the vendor’s providing services to these agencies are required to comply with OA/OIT’s Information Technology Bulletins (ITB’s)Agencies under the Governor’s jurisdictions and the vendor’s providing services to these agencies are required to comply with OA/OIT’s Information Technology Bulletins (ITB’s) The below link is to the Enterprise Domain (NET) ITB-NET003 Enterprise Voice Communications. Vendor’s should refer to the below link to see when changes are made to the ITB.The below link is to the Enterprise Domain (NET) ITB-NET003 Enterprise Voice Communications. Vendor’s should refer to the below link to see when changes are made to the ITB. http://www.oit.state.pa.us/oaoit/cwp/view.asp?a=722&Q=211865&PM=1 Sections 1 (Telephone System) & 3 (PBX): Add’l Points

13. 13 5.Costs. All proposed pricing to an agency must be turnkey.All proposed pricing to an agency must be turnkey. No travel time, site visit charge or delivery costs are acceptable.No travel time, site visit charge or delivery costs are acceptable. The vendor will submit information on a telephone system price reconciliation sheet, installment/installed payment schedule, maintenance charges, and a telephone maintenance reconciliation sheet for each installation to the using agency requesting a quote.The vendor will submit information on a telephone system price reconciliation sheet, installment/installed payment schedule, maintenance charges, and a telephone maintenance reconciliation sheet for each installation to the using agency requesting a quote. Vendors did include maintenance costs after the warranty period totaling a five (5) year period.Vendors did include maintenance costs after the warranty period totaling a five (5) year period. If agencies want the warranty they shall request them from the vendor(s).If agencies want the warranty they shall request them from the vendor(s). Sections 1 (Telephone System) & 3 (PBX): Add’l Points

14. 14 6.Vendors submitted a manufacturer’s letter guaranteeing parts available for ten (10) years, with the exception of the Cisco’s platform provided by Verizon, which uses end-of-product life cycle formulas. 7. Training: All vendor’s gave their manufacturer’s formal certificate/specification program offerings for the type of system proposed. It included the number of seats in the pricing. Sections 1 (Telephone System) & 3 (PBX): Add’l Points

15. 15 Section 2: MACs, Cabling, Maintenance: Additional Points 1.Alternative to Contract 5805-03 Agencies may utilize the vendors buying power to supply components, for example single line telephones, rather then using DGS contract number 5805-03 Miscellaneous Telephone Equipment. This contract may be used when the components cost the same or less then components on Contract 5805-03.This contract may be used when the components cost the same or less then components on Contract 5805-03. This situation should only occur when an agency is installing numerous Centrex lines and looking for a near turnkey solution.This situation should only occur when an agency is installing numerous Centrex lines and looking for a near turnkey solution. The vendor could supply the phones, assemble the phones, place the phones on user’s desks, plug phones into the jack and test the new phones.The vendor could supply the phones, assemble the phones, place the phones on user’s desks, plug phones into the jack and test the new phones. When phone(s) have an out of box failure it is the vendor’s responsibility to replace them including returning the phones to their suppliers and replenishing the out of box failure(s) phones back to the agency.When phone(s) have an out of box failure it is the vendor’s responsibility to replace them including returning the phones to their suppliers and replenishing the out of box failure(s) phones back to the agency. 1.Alternative to Contract 5805-03 Agencies may utilize the vendors buying power to supply components, for example single line telephones, rather then using DGS contract number 5805-03 Miscellaneous Telephone Equipment. This contract may be used when the components cost the same or less then components on Contract 5805-03.This contract may be used when the components cost the same or less then components on Contract 5805-03. This situation should only occur when an agency is installing numerous Centrex lines and looking for a near turnkey solution.This situation should only occur when an agency is installing numerous Centrex lines and looking for a near turnkey solution. The vendor could supply the phones, assemble the phones, place the phones on user’s desks, plug phones into the jack and test the new phones.The vendor could supply the phones, assemble the phones, place the phones on user’s desks, plug phones into the jack and test the new phones. When phone(s) have an out of box failure it is the vendor’s responsibility to replace them including returning the phones to their suppliers and replenishing the out of box failure(s) phones back to the agency.When phone(s) have an out of box failure it is the vendor’s responsibility to replace them including returning the phones to their suppliers and replenishing the out of box failure(s) phones back to the agency.

16. 16 2.Maintenance Site Survey to obtain monthly maintenance charge: The agency will be billed an hourly labor rate for the time it takes the vendor to perform the on site survey and create documentation.The agency will be billed an hourly labor rate for the time it takes the vendor to perform the on site survey and create documentation. When the agency wants to secure a vendor to provide monthly maintenance, they will issue a CTAR/purchase order (PO).When the agency wants to secure a vendor to provide monthly maintenance, they will issue a CTAR/purchase order (PO). Also, agencies will issue CTAR/POs when an agency adds or removes equipment to an installed system or when requesting systems added or removed from maintenance agreements.Also, agencies will issue CTAR/POs when an agency adds or removes equipment to an installed system or when requesting systems added or removed from maintenance agreements. Section 2: MACs, Cabling, Maintenance: Additional Points

17. 17 3.Site Visit Charges: No travel time or delivery costs are acceptable under MAC, Cabling or Maintenance. Reference Attachment 4Reference Attachment 4 A single site visit charge will apply for MAC and Cabling only.A single site visit charge will apply for MAC and Cabling only. Multiple site visit charges to complete a single work request will not be permitted.Multiple site visit charges to complete a single work request will not be permitted. A site visit doesn’t apply under maintenance.A site visit doesn’t apply under maintenance. 4.Reference Attachment 5 for vendor charges for cable and accessories accessories Note: Altura Communications Solutions did not bid on cable and accessories. Section 2: MACs, Cabling, Maintenance: Additional Points

18. 18 6.Ability to Maintain Each vendor provided in their response its capability to maintenance current systems, systems that will go off warranty, new equipment installed from DGS contract 5805- 03, and other telecommunications equipment purchased.Each vendor provided in their response its capability to maintenance current systems, systems that will go off warranty, new equipment installed from DGS contract 5805- 03, and other telecommunications equipment purchased. 7.Remote Alarms Vendor’s were requested to indicate if system remote alarms are available to indicate system problems. To state if they are standard or optional. If optional they listed the charges in Attachment 6 Maintenance Charges (zones 1-3).Vendor’s were requested to indicate if system remote alarms are available to indicate system problems. To state if they are standard or optional. If optional they listed the charges in Attachment 6 Maintenance Charges (zones 1-3). Section 2: MACs, Cabling, Maintenance: Additional Points

19. 19 8.24x7 Remote Maintenance Requirements as required by an Agency: For each PBX or key system, if equipped, the vendors will allow the user and/or the vendor to use remote administration in all PBX’s furnished under this contract so an agency may elect to perform moves, adds and changes (MAC).For each PBX or key system, if equipped, the vendors will allow the user and/or the vendor to use remote administration in all PBX’s furnished under this contract so an agency may elect to perform moves, adds and changes (MAC). For each PBX or key system equipped, the vendor will provide remote maintenance 24/7 that includes monitoring of the PBX for minor and major alarms. A technician will be dispatched for all alarms not cleared remotely, and the local site will be called and notified of the situation.For each PBX or key system equipped, the vendor will provide remote maintenance 24/7 that includes monitoring of the PBX for minor and major alarms. A technician will be dispatched for all alarms not cleared remotely, and the local site will be called and notified of the situation. Section 2: MACs, Cabling, Maintenance: Additional Points

20. 20 Section 2: MACs, Cabling, Maintenance: Additional Points Size of Cabling Job Contract 5805-55 Section 2: Cabling services for MACs and Cabling may be performed, but cannot exceed $25,000.00. All large cabling jobs will be performed through the Department of General Services statewide Contract 9985-40 Telecommunications Cabling Services. Contract 9985-40 Telecommunications Cabling Services: ORDER PROCESS: Agencies shall process all orders based on the following estimated dollar thresholds. 1. Projects that do not exceed $25,000 – Agencies may utilize any of the awarded suppliers. 2. Projects between $25,000 and $100,000 – Agencies shall solicit at least 3 suppliers, via an RFQ. 3. Projects exceeding $100,000 – Agencies will utilize the sealed competitive bidding process via an RFQ. All orders will be processed as Purchase Orders via the SAP system.”