15-06-2012, 05:56 PM
WEB CONFERENCING
[attachment=24645]
Introduction
Intent
The purpose of this RFP and any resulting contract award is to solicit proposals for Web Conferencing Solutions hosted by an application server provider (ASP).
This solicitation will result in a Term Contract pursuant to 9 NCAC 06B.0701(1) to consolidate the normal anticipated requirements of Agencies. This will be an indefinite quantity contract. The State does not guarantee any minimum or maximum amount of usage under this contract. The contract shall be a MANDATORY Statewide TERM Contract for the use of Executive State Agencies. Further, it may be used as a Convenience Contract, available, but not mandatory, for the use of non-State Agencies permitted by law. Such entities include the North Carolina University System and its member campuses, Instructional components of the Department of Public Instruction, Instructional components of the North Carolina Community College System, as well as local (municipal and county) governments.
It is the State’s intent to award to a single Vender, however, ITS reserves the right to make partial, progressive or multiple awards for Solution 1 and Solution 2: where it is advantageous to award separately by items; or where more than one supplier is needed to provide the contemplated requirements as to quantity, quality, delivery, service, geographical areas; and where other factors are deemed to be necessary or proper to the purchase in question.
Background
Since 2003 ITS has been hosting an on premise solution for web conferencing for the North Carolina Community College System Office, North Carolina Department of Transportation and the Department Health and Human Services. In order to scale this service and expand the type of rate models requested, the State is soliciting offers to contract with an ASP to host web conferencing solutions. The institutions and State agencies of North Carolina want to buy a set number of flat rate solutions to meet their business needs. Since a statewide contract for web conferencing has never been available, purchases for web conferencing solutions in North Carolina have been uncoordinated and many have resulted in inequitable licensing costs. To the best of our knowledge over 1 million dollars a year is spent on web conferencing across the State. Some of these purchasing entities require basic functionality while others require high functionality.
Overall Solution Goals
The scope for this contract is to provide a statewide contract for 1) a low cost basic web conferencing solution and 2) an advanced web conferencing solution. Both solutions will be based on unlimited flat rate license models to include: Named user, Concurrent user, and Event/webinar.
Section II. Bidding Information
A. Instructions to Vendors
Additional acronyms, definitions and abbreviations may be included in the text of the RFP.
1) Proposals submitted electronically, or via facsimile (FAX) machine will not be accepted.
2) EXECUTION: Failure to sign under EXECUTION section will render proposal invalid.
3) TIME FOR CONSIDERATION: Unless otherwise indicated on the first page of this document, Vendor’s offer must be valid for 90 days from the date of proposal opening
4) FAILURE TO MEET PROPOSAL REQUIREMENTS: While it is not anticipated that the awarded Vendor will fail to meet the proposal requirements, if such should occur, the right is reserved to further evaluate the responses to this RFP and then to recommend an award to the next Vendor response that represents the best interest of the State.
5) PROMPT PAYMENT DISCOUNTS: Vendors are urged to compute all discounts into the price offered. If a prompt payment discount is offered, it will not be considered in the award of the contract except as a factor to aid in resolving cases of identical prices.
6) MISCELLANEOUS: Masculine pronouns shall be read to include feminine pronouns and the singular of any word or phrase shall be read to include the plural and vice versa.
7) VENDOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM: Vendor Link NC allows Vendors to electronically register with the State to receive electronic notification of current procurement opportunities for goods and services available on the Interactive Purchasing System. Online registration and other purchasing information are available through our Internet web site: http://www.its.state.nc.us/ITProcurement/
8) ORGANIZATION: Vendors are directed to carefully review Section VI herein and fully comply with the content and organizational requirements therein.
9) E-PROCUREMENT: This is not an e-procurement solicitation. Paragraphs #49 and #50 of the attached Information Technology Terms and Conditions for Goods and Related Services applies only as amended. The Terms and Conditions made part of this solicitation contain language necessary for the implementation of North Carolina’s statewide e-procurement initiative. It is the Vendor’s responsibility to read these terms and conditions carefully and to consider them in preparing the offer. By signature, the Vendor acknowledges acceptance of all terms and conditions including those related to e-procurement.
a. General information on the e-procurement service can be found at
b. Within two days after notification of award of a contract, Vendor must register in NC E-Procurement
c. As of the RFP submittal date, the Vendor must be current on all e-Procurement fees. If the Vendor is not current on all e-Procurement fees, the State may disqualify the Vendor from participation in this RFP.
B. General Conditions for Proposals
1) Definitions, Acronyms and Abbreviations. Generally, see 9 NCAC 06A.0102 for definitions. The following are additional defined terms:
a) The State: Is the State of North Carolina, and its Agencies.
b) ITS: Office of Information Technology Services.
c) Goods: Includes intangibles such as computer software; provided, however that this definition does not modify the definition of “goods” in the context of N.C.G.S. §25-2-105 (UCC definition of goods).
d) Vendor: Company, firm, corporation, partnership, individual, etc., submitting a response to a solicitation.
e) Open Market Contract: A contract for the purchase of goods or services not covered by a term, technical, or convenience contract.
f) 24x7: A statement of availability of systems, communications, and/or supporting resources every hour (24) of each day (7 days weekly) throughout every year for periods specified herein. Where reasonable downtime is accepted, it will be stated herein. Otherwise, 24x7 implies NO loss of availability of systems, communications, and/or supporting resources.
g) Reasonable Necessary or Proper: as used herein shall be interpreted solely by the State of North Carolina.
h) RFP: Request for Proposal
i) Administrator: Refers to the person(s) capable of reassigning Named User or Event/Webinar accounts if applicable and providing solution account management.
j) Leader: A person who initiates a web conferencing session.
k) Seat: A single user.
l) Participant: A person who attends a web conferencing session.
m) Named User License Model: Under this model, the Purchasing Agency acquires a license for an individual person. This person is called a “named user” and functions as the Leader, who is the only one authorized to use the Vendor’s Software and Services to initiate a web-conferencing session. Each Named User license must include a minimum of 15 Participants. Participants in this model can join a session, but can not initiate one.
n) Concurrent User License Model: Under this model, the Purchasing Agency acquires a number of seats that may be used by any authorized users. The concurrent number of users must be equal to or below the number of licenses to which the Purchasing Agency subscribed. A concurrent user may be a Participant or a Leader.
o) Event/Webinar License Model: Under this model, the Purchasing Agency acquires a self service solution for a Leader to host large web conferencing events and conferences. Vendor must be able to support up to at least 500 Participants per Leader in this model. Participants in this model can join a session, but can not initiate one.
p) Seat Overage: When used in the context of a Named User License and an Event/Webinar License, this term means that a Leader has exceeded the number of Participants allowed by the license to attend a web-conferencing session. When used in the context of a concurrent User License, the term means that the Purchasing Agency has exceeded the subscribed number of concurrent user licenses.
2) Read and Review. It shall be the Vendor’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements and the State’s intent as specified herein. If a Vendor discovers an inconsistency, error or omission in this solicitation, the Vendor should request a clarification from the State’s contact person listed on the front page of the solicitation. Questions and clarifications must be submitted in writing and may be submitted by personal delivery, letter, fax or e-mail within the time period identified hereinabove.
3) Vendor Responsibility. The Vendor(s) will be responsible for investigating and recommending the most effective and efficient technical configuration. Consideration shall be given to the stability of the proposed configuration and the future direction of technology, confirming to the best of their ability that the recommended approach is not short lived. Several approaches may exist for hardware configurations, other products and any software. The Vendor(s) must provide a justification for their proposed hardware, product and software solution(s) along with costs thereof. Vendors are encouraged to present explanations of benefits and merits of their proposed solutions together with any accompanying services, maintenance, warranties, value added services or other criteria identified herein.
4) Oral Explanations. The State will not be bound by oral explanations or instructions given at any time during the bidding process or after award. Vendor contact regarding this RFP with anyone other than the Agency contact or procurement officer named on Page 2 above may be grounds for rejection of said Vendor’s offer. Agency contact regarding this RFP with any Vendor may be grounds for cancellation of this RFP.
5) Insufficiency of References to Other Data. Only information that is received in response to this RFP will be evaluated. Reference to information previously submitted or Internet Website Addresses (URLs) will not suffice as a response to this solicitation.
6) Conflict of Interest. Applicable standards may include: N.C.G.S. §§ 147-33.100, 14-234, 133-32. The Vendor shall not knowingly employ, during the period of this contract, nor in the preparation of any response to this solicitation, any personnel who are, or have been, employed by a Vendor also in the employ of the State and who are providing services involving, or similar to, the scope and nature of this solicitation or the resulting contract.
7) Contract Term. A contract awarded pursuant to this RFP shall have an effective date as provided in the Notice of Award. The term shall be for a three (3) years period, and will expire upon the anniversary date of the effective date unless otherwise stated in the Notice of Award, or unless terminated earlier. The State retains the option to extend this contract for two (2) additional one (1) year periods at its sole discretion.
8) Effective Date. This solicitation, including any Exhibits, or any resulting contract or amendment shall not become effective nor bind the State until the appropriate State purchasing authority/official or Agency official has signed the document(s), contract or amendment; the effective award date has been completed on the document(s), by the State purchasing official, and that date has arrived or passed. The State shall not be responsible for reimbursing Vendor for goods provided nor services rendered prior to the appropriate signatures and the arrival of the effective date of the Contract. No contract shall be binding on the State until an encumbrance of funds has been made for payment of the sums due under the contract.
9) Recycling and Source Reduction. It is the policy of this State to encourage and promote the purchase of products with recycled content to the extent economically practicable, and to purchase items which are reusable, refillable, repairable, more durable, and less toxic to the extent that the purchase or use is practicable and cost-effective. We also encourage and promote using minimal packaging and the use of recycled/recyclable products in the packaging of goods purchased. However, no sacrifice in quality of packaging will be acceptable. The Vendor remains responsible for providing packaging that will protect the commodity and contain it for its intended use. Vendors are strongly urged to bring to the attention of the purchasers at the Statewide IT Procurement Office those products or packaging they offer which have recycled content and that are recyclable.
10) Historically Underutilized Businesses. Pursuant to General Statute 143-48 and Executive Order #150, the State invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled. Additional information may be found at: http://www.doa.state.nc.us/doa/hub/
11) Clarifications/Interpretations. Any and all amendments or revisions to this document shall be made by written addendum from the IT Procurement Office. Vendors may call the purchasing agent listed on the first page of this document to obtain a verbal status of contract award. If either a unit price or extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.
12) Rights Reserved. While the State has every intention to award a contract as a result of this RFP, issuance of the RFP in no way constitutes a commitment by the State of North Carolina, or the procuring Agency, to award a contract. Upon determining that any of the following would be in its best interests, the State may:
a) waive any formality;
b) amend the solicitation;
c) cancel or terminate this RFP;
d) reject any or all proposals received in response to this document;
e) waive any undesirable, inconsequential, or inconsistent provisions of this document, which would not have significant impact on any proposal;
f) if the response to this solicitation demonstrate a lack of competition, negotiate directly with one or more Vendors;
g) not award, or if awarded, terminate any contract if the State determines adequate State funds are not available; or
h) if all responses are deficient, determine whether Wavier of Competition criteria may be satisfied, and if so, negotiate with one or more Vendors.
13) Alternate Bids. Vendor may submit alternate bids for various levels of service(s) or products meeting specifications. Alternate bids must specifically identify the RFP requirements and advantage(s) addressed by the alternate bid. Any alternate proposals must be clearly marked with the legend as shown herein. Each proposal must be for a specific set of services or products and bid at specific pricing. If a Vendor chooses to respond with various service or product offerings, each must be bid with a different price and a separate proposal response. Vendors may also provide multiple proposals for software or systems coupled with support and maintenance options, provided, however, all proposals must satisfy the specifications.
[attachment=24645]
Introduction
Intent
The purpose of this RFP and any resulting contract award is to solicit proposals for Web Conferencing Solutions hosted by an application server provider (ASP).
This solicitation will result in a Term Contract pursuant to 9 NCAC 06B.0701(1) to consolidate the normal anticipated requirements of Agencies. This will be an indefinite quantity contract. The State does not guarantee any minimum or maximum amount of usage under this contract. The contract shall be a MANDATORY Statewide TERM Contract for the use of Executive State Agencies. Further, it may be used as a Convenience Contract, available, but not mandatory, for the use of non-State Agencies permitted by law. Such entities include the North Carolina University System and its member campuses, Instructional components of the Department of Public Instruction, Instructional components of the North Carolina Community College System, as well as local (municipal and county) governments.
It is the State’s intent to award to a single Vender, however, ITS reserves the right to make partial, progressive or multiple awards for Solution 1 and Solution 2: where it is advantageous to award separately by items; or where more than one supplier is needed to provide the contemplated requirements as to quantity, quality, delivery, service, geographical areas; and where other factors are deemed to be necessary or proper to the purchase in question.
Background
Since 2003 ITS has been hosting an on premise solution for web conferencing for the North Carolina Community College System Office, North Carolina Department of Transportation and the Department Health and Human Services. In order to scale this service and expand the type of rate models requested, the State is soliciting offers to contract with an ASP to host web conferencing solutions. The institutions and State agencies of North Carolina want to buy a set number of flat rate solutions to meet their business needs. Since a statewide contract for web conferencing has never been available, purchases for web conferencing solutions in North Carolina have been uncoordinated and many have resulted in inequitable licensing costs. To the best of our knowledge over 1 million dollars a year is spent on web conferencing across the State. Some of these purchasing entities require basic functionality while others require high functionality.
Overall Solution Goals
The scope for this contract is to provide a statewide contract for 1) a low cost basic web conferencing solution and 2) an advanced web conferencing solution. Both solutions will be based on unlimited flat rate license models to include: Named user, Concurrent user, and Event/webinar.
Section II. Bidding Information
A. Instructions to Vendors
Additional acronyms, definitions and abbreviations may be included in the text of the RFP.
1) Proposals submitted electronically, or via facsimile (FAX) machine will not be accepted.
2) EXECUTION: Failure to sign under EXECUTION section will render proposal invalid.
3) TIME FOR CONSIDERATION: Unless otherwise indicated on the first page of this document, Vendor’s offer must be valid for 90 days from the date of proposal opening
4) FAILURE TO MEET PROPOSAL REQUIREMENTS: While it is not anticipated that the awarded Vendor will fail to meet the proposal requirements, if such should occur, the right is reserved to further evaluate the responses to this RFP and then to recommend an award to the next Vendor response that represents the best interest of the State.
5) PROMPT PAYMENT DISCOUNTS: Vendors are urged to compute all discounts into the price offered. If a prompt payment discount is offered, it will not be considered in the award of the contract except as a factor to aid in resolving cases of identical prices.
6) MISCELLANEOUS: Masculine pronouns shall be read to include feminine pronouns and the singular of any word or phrase shall be read to include the plural and vice versa.
7) VENDOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM: Vendor Link NC allows Vendors to electronically register with the State to receive electronic notification of current procurement opportunities for goods and services available on the Interactive Purchasing System. Online registration and other purchasing information are available through our Internet web site: http://www.its.state.nc.us/ITProcurement/
8) ORGANIZATION: Vendors are directed to carefully review Section VI herein and fully comply with the content and organizational requirements therein.
9) E-PROCUREMENT: This is not an e-procurement solicitation. Paragraphs #49 and #50 of the attached Information Technology Terms and Conditions for Goods and Related Services applies only as amended. The Terms and Conditions made part of this solicitation contain language necessary for the implementation of North Carolina’s statewide e-procurement initiative. It is the Vendor’s responsibility to read these terms and conditions carefully and to consider them in preparing the offer. By signature, the Vendor acknowledges acceptance of all terms and conditions including those related to e-procurement.
a. General information on the e-procurement service can be found at
b. Within two days after notification of award of a contract, Vendor must register in NC E-Procurement
c. As of the RFP submittal date, the Vendor must be current on all e-Procurement fees. If the Vendor is not current on all e-Procurement fees, the State may disqualify the Vendor from participation in this RFP.
B. General Conditions for Proposals
1) Definitions, Acronyms and Abbreviations. Generally, see 9 NCAC 06A.0102 for definitions. The following are additional defined terms:
a) The State: Is the State of North Carolina, and its Agencies.
b) ITS: Office of Information Technology Services.
c) Goods: Includes intangibles such as computer software; provided, however that this definition does not modify the definition of “goods” in the context of N.C.G.S. §25-2-105 (UCC definition of goods).
d) Vendor: Company, firm, corporation, partnership, individual, etc., submitting a response to a solicitation.
e) Open Market Contract: A contract for the purchase of goods or services not covered by a term, technical, or convenience contract.
f) 24x7: A statement of availability of systems, communications, and/or supporting resources every hour (24) of each day (7 days weekly) throughout every year for periods specified herein. Where reasonable downtime is accepted, it will be stated herein. Otherwise, 24x7 implies NO loss of availability of systems, communications, and/or supporting resources.
g) Reasonable Necessary or Proper: as used herein shall be interpreted solely by the State of North Carolina.
h) RFP: Request for Proposal
i) Administrator: Refers to the person(s) capable of reassigning Named User or Event/Webinar accounts if applicable and providing solution account management.
j) Leader: A person who initiates a web conferencing session.
k) Seat: A single user.
l) Participant: A person who attends a web conferencing session.
m) Named User License Model: Under this model, the Purchasing Agency acquires a license for an individual person. This person is called a “named user” and functions as the Leader, who is the only one authorized to use the Vendor’s Software and Services to initiate a web-conferencing session. Each Named User license must include a minimum of 15 Participants. Participants in this model can join a session, but can not initiate one.
n) Concurrent User License Model: Under this model, the Purchasing Agency acquires a number of seats that may be used by any authorized users. The concurrent number of users must be equal to or below the number of licenses to which the Purchasing Agency subscribed. A concurrent user may be a Participant or a Leader.
o) Event/Webinar License Model: Under this model, the Purchasing Agency acquires a self service solution for a Leader to host large web conferencing events and conferences. Vendor must be able to support up to at least 500 Participants per Leader in this model. Participants in this model can join a session, but can not initiate one.
p) Seat Overage: When used in the context of a Named User License and an Event/Webinar License, this term means that a Leader has exceeded the number of Participants allowed by the license to attend a web-conferencing session. When used in the context of a concurrent User License, the term means that the Purchasing Agency has exceeded the subscribed number of concurrent user licenses.
2) Read and Review. It shall be the Vendor’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements and the State’s intent as specified herein. If a Vendor discovers an inconsistency, error or omission in this solicitation, the Vendor should request a clarification from the State’s contact person listed on the front page of the solicitation. Questions and clarifications must be submitted in writing and may be submitted by personal delivery, letter, fax or e-mail within the time period identified hereinabove.
3) Vendor Responsibility. The Vendor(s) will be responsible for investigating and recommending the most effective and efficient technical configuration. Consideration shall be given to the stability of the proposed configuration and the future direction of technology, confirming to the best of their ability that the recommended approach is not short lived. Several approaches may exist for hardware configurations, other products and any software. The Vendor(s) must provide a justification for their proposed hardware, product and software solution(s) along with costs thereof. Vendors are encouraged to present explanations of benefits and merits of their proposed solutions together with any accompanying services, maintenance, warranties, value added services or other criteria identified herein.
4) Oral Explanations. The State will not be bound by oral explanations or instructions given at any time during the bidding process or after award. Vendor contact regarding this RFP with anyone other than the Agency contact or procurement officer named on Page 2 above may be grounds for rejection of said Vendor’s offer. Agency contact regarding this RFP with any Vendor may be grounds for cancellation of this RFP.
5) Insufficiency of References to Other Data. Only information that is received in response to this RFP will be evaluated. Reference to information previously submitted or Internet Website Addresses (URLs) will not suffice as a response to this solicitation.
6) Conflict of Interest. Applicable standards may include: N.C.G.S. §§ 147-33.100, 14-234, 133-32. The Vendor shall not knowingly employ, during the period of this contract, nor in the preparation of any response to this solicitation, any personnel who are, or have been, employed by a Vendor also in the employ of the State and who are providing services involving, or similar to, the scope and nature of this solicitation or the resulting contract.
7) Contract Term. A contract awarded pursuant to this RFP shall have an effective date as provided in the Notice of Award. The term shall be for a three (3) years period, and will expire upon the anniversary date of the effective date unless otherwise stated in the Notice of Award, or unless terminated earlier. The State retains the option to extend this contract for two (2) additional one (1) year periods at its sole discretion.
8) Effective Date. This solicitation, including any Exhibits, or any resulting contract or amendment shall not become effective nor bind the State until the appropriate State purchasing authority/official or Agency official has signed the document(s), contract or amendment; the effective award date has been completed on the document(s), by the State purchasing official, and that date has arrived or passed. The State shall not be responsible for reimbursing Vendor for goods provided nor services rendered prior to the appropriate signatures and the arrival of the effective date of the Contract. No contract shall be binding on the State until an encumbrance of funds has been made for payment of the sums due under the contract.
9) Recycling and Source Reduction. It is the policy of this State to encourage and promote the purchase of products with recycled content to the extent economically practicable, and to purchase items which are reusable, refillable, repairable, more durable, and less toxic to the extent that the purchase or use is practicable and cost-effective. We also encourage and promote using minimal packaging and the use of recycled/recyclable products in the packaging of goods purchased. However, no sacrifice in quality of packaging will be acceptable. The Vendor remains responsible for providing packaging that will protect the commodity and contain it for its intended use. Vendors are strongly urged to bring to the attention of the purchasers at the Statewide IT Procurement Office those products or packaging they offer which have recycled content and that are recyclable.
10) Historically Underutilized Businesses. Pursuant to General Statute 143-48 and Executive Order #150, the State invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled. Additional information may be found at: http://www.doa.state.nc.us/doa/hub/
11) Clarifications/Interpretations. Any and all amendments or revisions to this document shall be made by written addendum from the IT Procurement Office. Vendors may call the purchasing agent listed on the first page of this document to obtain a verbal status of contract award. If either a unit price or extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.
12) Rights Reserved. While the State has every intention to award a contract as a result of this RFP, issuance of the RFP in no way constitutes a commitment by the State of North Carolina, or the procuring Agency, to award a contract. Upon determining that any of the following would be in its best interests, the State may:
a) waive any formality;
b) amend the solicitation;
c) cancel or terminate this RFP;
d) reject any or all proposals received in response to this document;
e) waive any undesirable, inconsequential, or inconsistent provisions of this document, which would not have significant impact on any proposal;
f) if the response to this solicitation demonstrate a lack of competition, negotiate directly with one or more Vendors;
g) not award, or if awarded, terminate any contract if the State determines adequate State funds are not available; or
h) if all responses are deficient, determine whether Wavier of Competition criteria may be satisfied, and if so, negotiate with one or more Vendors.
13) Alternate Bids. Vendor may submit alternate bids for various levels of service(s) or products meeting specifications. Alternate bids must specifically identify the RFP requirements and advantage(s) addressed by the alternate bid. Any alternate proposals must be clearly marked with the legend as shown herein. Each proposal must be for a specific set of services or products and bid at specific pricing. If a Vendor chooses to respond with various service or product offerings, each must be bid with a different price and a separate proposal response. Vendors may also provide multiple proposals for software or systems coupled with support and maintenance options, provided, however, all proposals must satisfy the specifications.