NYULMC Storage RFQ

NYU Hospitals Center

FEMA CAP Grant: Relocate Emergency Avaya CS1000E PBX Switch Request for Proposal

May 27, 2015

Presented by: NYU Hospitals Center

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Table of Contents

[Type text] [Type text] [Type text] NYU Hospitals Center

1. RFP Overview

Introduction

NYU Hospitals Center (NYUHC), one of the nation’s premier centers for excellence in clinical care, biomedical research and medical education, has recently completed the new BERG Data Center in the Medical Science Building, 6th Floor, within the NYUHC Superblock.

This RFP process is your opportunity to demonstrate your strong commitment to partnering with NYUHC by providing highly competitive pricing with quality customer support. We request line item pricing as well as a detailed response regarding your services, initiatives in response to this proposal. We encourage you to submit a Quote that is aggressively priced and that will exceed our expectations and influence NYUHC to choose you as the Supplier.

The RFP submissions will be applicable for NYU Hospitals Center (NYUHC) referred to as “Hospitals” having places of business at Tisch NYU Medical Center 550-560 First Avenue, New York, NY 10016 and NYU Hospital for Joint Disease 301 East 17th Street, New York, NY 10003 and Outpatient Surgery Center 333 E 38th Street (at 1st Avenue) New York, NY 10016.

NYU Hospitals Center (NYUHC) is requesting proposals (RFP) from qualified Telecommunications Companies to relocate the (NYUHC) Avaya CS1000E Emergency Telephone system (ETS) from its current location in the Smilow Data Center mezzanine level, to the new BERG Data Center, located in the Medical Science Building, on the 6th floor. Both locations are within the confines of the medical center superblock, between 30th and 34th Street along First Ave. This is an inside building(s) move.

As part of this RFP, NYUHC will provide the following attachments:  NYUHC Superblock Site Plan  Floor Plan/layout of the New Berg Data Center (MSB), designating PBX location  References Template  PBX Relocation Price Exhibit  PBX Relocation Milestone Chart

2. Milestone Calendar

The following calendar of events is based on planned New York University Langone Medical Center (NYUHC) activities and anticipated vendor delivery capabilities. It is presented for illustrative purposes only. These milestones will be reviewed as necessary at the time a contract is awarded to a vendor.

Milestones Date Time RFP Release Date 5/27/2015 Site Tour & Bidders 6/9/2015 2:00 PM EST Conference Bidder’s Questions due 6/12/2015 12:00 PM EST Answers to Bidders due 6/16/2015 12:00 PM EST Proposal due 6/18/2015 5:00 PM EST Evaluation Period 6/19-6/26/2015

3. Required RFP Response Format

Vendors are required to submit their Proposal in the specified electronic format. Supplier will submit their entire RFP response and all completed forms electronically via e-mail to NYUHC with vendor’s information and responses provided in the appropriate places therein. The required electronic applications formats are Microsoft Word and Microsoft Excel. Any supporting graphic or presentation-based slides may be submitted in a separate PowerPoint file. PDF format is not acceptable for any submitted text, graphics or slides. If required, please redline the On Call Services agreement. This document redlined or otherwise needs to be included along with RFP response.

4. Proposal Due Date, Delivery Instruction and Communication

All Proposals are due by June 18, 2015 no later than 5:00 P.M. EST

Send your complete electronic response via email to:

[email protected]

Bidders Note: All questions regarding interpretation or specifications must be submitted in writing to [email protected] only. Under no circumstances shall Supplier contact any employee of NYUHC. Any dialogue initiated by the bidder not addressed to contacts above will result in an immediate disqualification. Discussions on other business matters and not related to this RFP are permitted.

5. Proprietary Information, Non-Disclosure

Supplier shall have no rights in this document or the information contained therein and shall not duplicate or disseminate said document or information outside the vendor's organization without the prior written consent of NYUHC.

6. Costs Incurred

All costs incurred in the preparation and presentation of the Proposal shall be borne by Supplier. By submitting a Proposal, Supplier agrees that the rejection of any Proposal in whole or in part will not render NYUHC liable for incurred costs and damages.

7. NYUHC Reserves Right to Reject Any and All Bids

Nothing in this RFP shall create any binding obligation upon NYUHC. Moreover, NYUHC, at its sole discretion, reserves the right to reject any and all bids as well as the right not to award any contract under this bid process. NYUHC reserves the right to award portion of this bid. All bids should be governed by NYUHC standard Policy and Procedure and Terms and Conditions.

8. Effective Period of Prices

All pricing Proposals by Supplier will remain fixed and firm through December 31, 2015.

9. Request for Proposal Scope

New York University Hospital Center (NYUHC) is requesting proposals (RFP) from qualified Telecommunications Companies in order to relocate the (NYUHC) Avaya CS1000E Emergency Telephone system from its current location in the Smilow Data Center mezzanine level, to the new BERG Data Center, located in the Medical Science Building, on the 6th floor (see attachment “NYULMC Berg Data Center.” Both locations are within the confines of the medical center superblock between 34th and 30th streets along First Ave, and the move is considered an inside (building) move.

Responding Suppliers will provide a high-level project plan that reviews all the design, installation, and relocation methodologies. Suppliers must have extensive experience in managing the relocation of telecommunications systems. The awarded Supplier will be required to attend all project meetings and provide written progress status reports. The Supplier will work closely with the Telecommunications leadership, NYUHC cabling contractor’(s), and NYUHC equipment vendors and in some cases end user clients.

The estimated timeframe to complete this assignment should be with minimum to zero downtime, and be completed within 3 months following receipt of the NYUHC Purchase Order.

The CS1000E is a backup phone system for NYUCH; there are 3 PRIs, 3 QSICs, approximately 155 digital phones and 70 analog ports. It also serves as a gateway connection to both the Public Address system and the Beeper paging terminal. Both of these systems will have already been relocated to Berg 6 under a separate FEMA related project. It is the responsibility of the awarded Supplier of the RFP to make sure the ETS is properly connected to the Public Address and Beeper systems, and tested at the appropriate time. At the appropriate time, NYUHC Telecommunications team will help coordinate a vendor meet with the PA and Beeper/pager suppliers.

Supplier Responsibilities: (please provide appropriate documentation)  Supplier must be certified to design/and maintain CS1000E Avaya PBX systems with a minimum of 10 years of experience in Telecommunications, and show proof that all employees on this project are Nortel/Avaya certified.  Supplier must be able to perform M/A/Cs (Moves Adds & Changes)  Supplier must perform a full back-up prior to any physical moves. Copies will be kept with Telecommunications and the supplier.  Supplier will be responsible for providing the tails and running the cross-connects at the new site (Berg 6).  Provide a dedicated project manager to oversee all these activities until project completion.  Meet with Telecommunications and other stake-holders teams to gather requirements to access project scope.  Evaluate all switch print-out reports to validate which services are in production.  Analyze riser diagrams and floor plans.  Knowledgeable in tracing cross-connects and punching down on 110 blocks. (please provide appropriate documentation)  Provide documentation/ references showing experience with purchasing/installing/configuring Avaya CS1000E PBX phone switch.  Provide documentation/ references showing experience in powering–down an Avaya CS1000E PBX phone switch.

4/27/18 Relocate Emergency Nortel CS1000E Switch 5 of 8 [Type text] [Type text] [Type text]  Supplier will securely package and bubble wrap the CS1000E hardware, cables, terminals, modems, etc. for easy transportation from the Smilow mezzanine level to Berg 6 Data Center.  Supplier must have access to a Rigging Vendor (provide documentation/certification) in order to safely transport equipment up the stairs leaving the Smilow building, as there is no freight elevator.  Supplier will disconnect and re-connect all Amphenol ended/MDF cables from the Avaya CS1000E PBX switch.  Supplier will handle all patch panels cable ports if needed.  Supplier will handle all cross-connects at the new MDF wall in the Berg Data center.  Supplier must be knowledgeable in performing all quality tests to validate all services are in production.  Supplier must be available for all on-site cutovers as needed during activation phase.  Supplier must demonstrate broad and deep expertise in Telecommunications (voice, data).  All Supplier employees (project manager, technicians who will work on this project) must submit a resume showing skills related to this scope.

Customer Responsibilities:  Provide current (ETS), PA and Beeper topology of current environment.  Provide all necessary HVAC, power, and Data Center foot-print for (ETS) equipment in Berg 6.  Chosen vendor will be provided with NYUHC security badges and be granted access to technology spaces for de-installation and installation, maintenance and troubleshooting.  Provide dial-plan directory numbers.  Provide TNB and DNB database.  Provide Avaya CS1000 E System Configuration, Bay-Face Layout.  Provide Cable & Pair assignment to end user.  Provide customer allowed features and NCOS.

10. Pricing

Provide a detailed price estimate by phase or sub-project, including a summary of all costs and a detailed list of each item proposed and its associated cost. Please distinguish each proposed cost into categories, for example: hardware, software, consulting, training, etc. See attached document “PBX Relocation Price Exhibit.”

11. Past Performance and References

Please provide a list of three references that may include hospitals, financial institutions, and commercial institutions who have received services on similar engagements as the one outlined by this RFP and include the information below. See attached document “References Template” and also Reference Template below. . Client name and headquarter address . Contact name . Telephone number . Email address

. Length of time using your services . Brief description of the service provided Failure to provide suitable references to NYUHC will result in the rejection of vendor’s bid without further consideration.

Reference Name Organization Contact Headquart E-mail Phone Length of Brief Name Name er time using Description of Address your services services provided

12. Company Profile and Financial Stability

Please provide information that will enable us to evaluate your company’s financial stability. We require that you include the following: . Company description: including ownership, number of years in business, strategic direction, mission, history, acknowledgements or awards . Recent financial results . Partner relationships . Description of selection criteria for contractor or co-implementation partners . Work force distribution by country, city, state, etc. . Total number of employees: include number of project managers, implementation specialists, development engineers, % full time versus contracted, etc. . Average number of years of application and implementation experience and business process definition for consultants and managers

13. Work Experience

Please provide information that will enable us to evaluate your company’s track record and capabilities. We require that you include the following: . Detailed description of the most complex design and/or implementation at a customer site . References similar in scope to this RFP

14. Evaluation Criteria

Proposals will be evaluated based on the following criteria: . Experience with CS1000E Avaya PBX switches . Experience with complex hardware moves and related projects . Description of project plan . Nortel Avaya certification compliance . Quality of resumes . Displays true understanding and objective for this project

. Can meet the requirements defined in this RFP with an implementation end date of September 30, 2015.

. Pricing and overall value . Customer references

15. High Level Time Line

. Provide a high level strategy or approach for carrying out this project as defined in this RFP; include milestones, phase deliverables, and integration points between requirements (See example below).

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