RFP 2509AB UC San Diego Telecom Management System

1. Purpose of the RFP

The purpose of this Request for Proposal (“RFP”) is to invite qualified bidders to prepare and submit proposals to provide Implementation of a Telecom Management System, including work orders and billing, to replace home-grown and legacy applications at the University of California San Diego (“UCSD” or “UC San Diego” or “University”), in accordance with the requirements set forth in this RFP.

2. Background

3. Minimum Requirements

• Bidder must have extensive and proven experience in the field of Telecom Management Systems.

• Bidder must possess all trade, professional, or business licenses as may be required to complete the work and meet the requirements specified by this RFP.

• Bidder must be able to demonstrate the capability of providing the required products/services by possessing adequate available resources, including personnel, facilities, systems, organization structure, operation controls, quality control and other related factors.

• Bidder must demonstrate successful experience in providing the products and services specified in this RFP as a primary supplier. Bidders are expected to provide customer contact information for their five largest clients for projects of similar size/scope.

• If selected as an apparent awardee, Bidder must provide audited financial statements for the past three fiscal years (or equivalent data) to establish the bidder’s financial capability to complete this project.

4. RFP Timeline, Contract Term and Point of Contact

Anticipated Schedule of Events

Milestone	Date
RFP Published	Friday, October 24
Supplier Q&A Period	October 27 – November 5
Final Q&A Responses Posted	Wednesday, November 12
Proposal Submission Deadline	Friday, November 21 4:00 PM PT
Proposal Evaluation Period	November 25 – Dec 5
Supplier Interviews (if needed)	December 15–19
Supplier Interviews (continued) Final Evaluation, reference checks/D&B check & Selection	January 12 - 16 Week of January 19
Target Contract Award	Week of January 26

The University reserves the right to modify the above schedule of events and make changes to other provisions in this RFP. It is the Bidder’s responsibility to read the entire document and any addendums and to comply with all requirements listed herein.

Contract Term

The anticipated term of any agreement issued as a result of this RFP will be for an initial period of years. The University may, at its option, exercise Additional one-year extensions for a total of years on the same terms and conditions.

Exhibits

In addition to this document, the following exhibits contain the requirements along with terms and conditions for this RFP:

• Required Supplier Information

• UC Terms and Conditions of Purchase

• Appendix DS

• Attachment A – TMS RTM

• Attachment B – TMS Statement of Work (SOW)

• Attachment C – Cost Bid Form

• Attachment D – Sustainability and Corporate Social Responsibility

Any contract awarded pursuant to this RFP will be in writing and incorporate the RFP requirements and specifications, as well the contents of the Supplier’s Proposal as accepted by the University.

Single Point of Contact

The University RFP Administrator is the sole point of contact regarding all procurement and contractual matters relating to the requirements described in this RFP; and is the only office authorized to change, modify, clarify, etc., the specifications, terms and conditions of this RFP and any agreement(s) awarded as a result of this RFP. All questions and requests for clarification concerning this RFP should be entered into the CalUsource Discussion Forum by the question’s deadline indicated in the Schedule of Events.

5. Technical Specifications

Please see Attachment A – TMS RTM and Attachment B – TMS SOW

6. Evaluation Criteria

Evaluation and Award: Best Value Methodology

Responsive Proposals will be evaluated using a Best Value method. Best Value means the most advantageous balance of system capability, technical solution, experience with high-performance computing, and services and support, as defined by the University. University evaluators will determine the Proposal’s value by scoring the Proposals based on a uniform set of weighted evaluation criteria. Each Proposal’s Best Value Score will be the average of all evaluators’ total scores awarded for the Proposal. The Proposal with the Best Value Score will be considered the most responsive proposal.

All other responsive Proposals will receive a proportion of the Maximum Possible Price Score equal to the quotient of the lowest Proposal’s cost divided by that Proposal’s cost. Each Proposal’s Price Score will be added to that Proposal’s Quality Point Score to get that Proposal’s Total Score. The Proposal with the highest Total Score will be considered the “Best Value.” The Proposal with the next highest Total Score will be considered the second Best Value, and so on. The University will then determine if the Bidder submitting the Best Value Proposal is responsible. The apparent RFP winner will be the responsible Bidder submitting the Best Value Proposal.

Example:

Sample Price/Cost Normalization Total Price/Cost Points Available - 500

Bidder #1: Low bidder at $50,000 receives maximum points 500

Bidder #2: Next lowest bidder at $55,000 receives 90.9% of max points 455

Bidder #3: Highest bidder at $60,000 receives 83.3% of max points 417

Above points are added to the other criteria point totals to come up with the total points. Bidder with the highest overall total points is considered the lowest responsible bidder with best value in terms of price/cost, quality, service, and performance that meet the University’s requirements.

Right to Cancel/Modify

The University reserves the right to change any aspect of, terminate, or delay this RFP, the RFP process and/or the program outlined within this RFP at any time. Notice shall be provided in a timely manner thereafter. The University may award the contract without further discussion or may enter into negotiations with the apparent RFP winner. Should the apparent RFP winner fail to accept the award, the University may determine that that Bidder has abandoned its Proposal. The University may then enter into negotiations with the responsible Bidder whose proposal has the second-Best Value Score. If that Bidder fails to accept the award, the University may determine that that Bidder has abandoned its Proposal and enter into negotiations with the responsible Bidder whose proposal has the third Best Value Score and so on to each successive responsible Best Value Bidder until an award is made and accepted.

Right to Make No/Multiple Award

The University reserves the right to reject all Proposals and to make no award. Unless stated otherwise in this RFP, the University reserves the right to make multiple awards or to award items separately or in the aggregate as the interests of University may appear.

Contract Form

Any contract awarded pursuant to this RFP will be in writing and incorporate the RFP requirements and specifications, as well the contents of the Bidder’s Proposal as accepted by the University.

7. Additional Terms

Insurance

If selected for award, the awardee shall deliver the PDF version of the Certificate of Insurance to UC’s Buyer, by email with the following text in the Subject field: CERTIFICATE OF INSURANCE – [Supplier name].

Invoicing method

UC San Diego has partnered with Transcepta Global Network for invoice automation. Participation is free and registration and connection only takes a few minutes. Transcepta accepts invoices in the following ways: email, virtual printer, cXML, and EDI. For more information on Transcepta refer to https://ipps.ucsd.edu/supplier-resources/goods-services/payee-management/transcepta.html

Payment Method and Terms

As a UC San Diego supplier you have the opportunity to receive payment via our preferred payment option, Virtual Credit Card. Virtual Credit Card is a card-less Visa credit card product. Credit card number and credentials are emailed to your selected Accounts Receivable contact. Terms are net 10 days. Standard credit card processing fees apply.  For more information on this payment method refer to https://ipps.ucsd.edu/supplier-resources/goods-services/payments/virtual-card.html

Price Protection

After one (1) year from the contract Effective Date, prices shall not increase more than once in each successive twelve (12) month period, if any. Supplier shall provide UC with a thirty‐day written notice prior to the effective date of any price increase. No annual price increase will exceed the Consumer Price Index for all Urban Consumers (CPI‐U) or 3% of sales, whichever is lower. The price increase percentage will be measured on an aggregate basis taking into account the total Product offering. Furthermore, the aggregate basis is calculated solely upon the actual Products purchased by UC in the actual quantities purchased. No single product shall increase in price more than the adjusted percent change ending the month prior to the Anniversary date on the Agreement. If Bidder's catalog or list price of Products is reduced, University shall benefit from a corresponding price reduction. Therefore, it is essential that manufacturer price decreases be passed on to University immediately and the supplier agrees to do so. Further, supplier will provide notice to University of all such price changes in a timely manner.

8. Response Instructions

1. Register for a supplier account through CalUsource at www.calusource.net.

2. Log in and locate the RFP event on CalUsource. Review and accept all mandatory guidelines in order to access the RFP in its entirety, including all attachments.

3. Review all requirements carefully and determine your ability to comply.

4. Submit requests for clarification in writing regarding the RFP through the CalUsource Discussion Forum by the indicated deadline. UC’s responses will be released to all prospective bidders on or around the indicated Q&A response date.

5. Provide required completed forms and responses when prompted under the Questionnaire section.

6. Attach any additional files that are relevant to your bid response under Supplier Attachments. UC may elect not to review material outside of what is explicitly requested in the solicitation.

7. Click the submit button to submit your proposal in CalUsource by the indicated response timeline.