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Navajo Nation, Department of Dine Education NAVAJO NATION, DEPARTMENT OF DINE EDUCATION Navajo Head Start RFP#19-06-2097LE Request for Proposal for Telecommunications and Fax Services SCOPE: Navajo Head Start (NHS) is seeking qualified companies to provide telephone, and fax services for the Navajo Head Start Program within the Shiprock District, Crownpoint District, Window Rock District, Chinle District, Tuba City District and Kayenta District. Contract will commence July 1, 2019 and end February 29, 2021. The multi-year contract will begin March 1, 2020 to Febuary 29, 2021. Because of the large service area and number of NHS centers, NHS has chosen to divide it into six (6) quadrants (District I Shiprock, District II Crownpoint, District III Window Rock, District IV Chinle, District V Kayenta/Tuba City) for the purposes of this solicitation. Vendors may choose to bid on one, two, three, or all six quadrants based on the capabilities of their firm. Award of one or more contracts will be made based upon the evaluation of all proposals received. A listing of the facilities included in each quadrant is listed in Appendix 1. See attached map of the location of each center. SCOPE OF SERVICES TELEPHONE SERVICE REQUIREMENTS: • Plain Old Telephone Service (POTS) should be able to deliver the following features: o Voice line services should include Voicemail, Call Transfer, and long distance. o Keep existing phone numbers o We have approximately 100 phones between 80 locations here in the Navajo Nation. Navajo Head Start would like to minimize the initial investment by utilizing existing phones. We understand that our phones are at the end of their service life, therefore we would like to the proposal to include costs for the option of new phones. FAX SERVICE REQUIREMENTS: • Fax Service should be able to deliver the following features: o Keep existing phone numbers o Long distance Consultant will be required to sign rules of conduct and comply with the rules during the duration of the contract. Consultant will be required to show professionalism and code of conduct while consulting with the Navajo Head Start Centers and Early Head Start. Internet, phone, and fax services will need to be turned off and not billed during normal summer school break or if a center closes. Vendors may propose alternative internet, telephone, and fax services to those described above if the alternative services offer equivalent functionality and reliability. RFP Submittal Deadline: All RFPs must be received by Friday, July 19, 2019, at 3:00 pm DST and must be mailed or physically delivered to: Navajo Head Start Attention: Principal Contract Analyst Post Office Box 3479 Window Rock, Arizona 86515 Courier Service/Delivery to: Navajo Head Start Attention: Principal Contract Analyst Southwest of US Highway 264 and Indian Route 12 Suite #2A Window Rock, Arizona 86515 Incurring Cost: Any cost incurred by the respondent in preparing, transmitting, presenting, or modifying the proposal or material for this RFP shall be the responsibility of the respondent. Amended Proposals: A respondent may submit an amended proposal before the deadline for receipt of proposals. Such amended proposals must be complete replacement for a previously submitted proposal and must be clearly identified so in the transmittal letter. Respondent’s Right to Withdraw Proposal: A respondent may withdraw their proposal at any time prior to the deadline for receipts of proposals. The respondent must submit a written withdrawal request addressed to the Senior Contract Analyst. Questions: Any inquiries regarding this procurement should be submitted in writing to the Mr. Natani Pete, IT Technician for official response or Brent Nelson, Systems and Programming Manager NN/ Dept. of Diné Education. The respondent may contact Mr. Pete or Mr. Nelson verbally, however, verbal responses will be considered unofficial. Only written responses to question(s) will be official. All questions will be direct to Mr. Pete at 505-368-1204 or email ntpete@navajo- nsn.gov, or Mr. Nelson at 928-810-9702 or email [email protected] Questions regarding this procurement will be accepted until 5:00 pm MDST on Thursday, July 18, 2019. Propriety Information: Restrictions on any information included in the proposals must be clearly stated in the proposal itself. Propriety information submitted in response to this RFP will be handled in accordance with applicable purchasing procedures. Each and every page of the propriety material must be labeled or identified with the word “proprietary” or “confidential”. Disclosure of Proposal Contents: The proposal will be kept confidential. No Obligation: This RFP in no manner obligates the Navajo Nation or any of its agencies to the eventual rental, lease, purchase, etc., of any equipment, software or services offered until a valid contract is executed. Termination: This RFP #19-06-2097LE may be canceled at any time, and proposals may be rejected in whole or in part when the Senior Contract Analyst determines that such action is in the best interest of the Navajo Nation. All RFPs are subject to funds availability. Sufficient Appropriation: Any contract awarded as a result of this RFP#19-06-2097LE is contingent upon the appropriation of funds. A contract award may be determined or reduced in scope if sufficient appropriate or authorization does not exist. Such terminations will be effected with written notice to the contractor. The Senior Contract Analyst’s decision as to whether sufficient appropriations and authorizations are available will be accepted by the contractor as final. Legal Review: All respondents must agree to be bound by the general requirements contained in this RFP. Any concerns should be brought to the attention of the Senior Contract Analyst immediately. Any formal appeals shall abide by Title 12, §360 of the Navajo Nation Procurement Code. Governing Law: This procurement and any RFP#19-06-2097LE with respondents that may result shall be governed by the laws of the Navajo Nation and applicable federal law. Nothing herein shall be construed as a waiver of the Navajo Nation’s sovereign immunity. In addition, the Navajo Nation Business Opportunity Act will apply to the RFP. Choice of Forum: The courts of the Navajo Nation will have jurisdiction over any dispute that may arise out of this procurement and any RFP with the respondent. Terms and Conditions: The contents of a successful proposal will become part of the contract upon award. The Navajo Head Start reserves the right to negotiate with the successful respondent any additional provisions to those contained in this RFP. Right to Waive Informality and Ambiguity: The Senior Contract Analyst shall reserve the right to decide and interpret if there is a waiver of informality, situation, and ambiguity. This is a sole right of the Senior Contract Analyst. Ownership of Proposals: All documents submitted in response to this RFP shall become the property of the Navajo Nation and will not be returned to the respondent. Responses received will be retained by Navajo Head Start. Background Check Requirements: The successful consultant will be required to submit to a tribal and federal background check and assessment per Navajo Head Start policies and procedures and Head Start Performance Standards. All potential consultants must successfully pass a background check process before a contract is awarded and the duration of the contract. Proposal Format: 1. Respondent(s) must indicate if they are priority vendor with the Navajo Nation. 2. All proposals must be typewritten on standard 8-1/2 x 11” paper and placed within a binder with tabs delineating each section. Larger paper is permissible for charts, maps, or the like. 3. An original RFP#19-06-2097LE response and 3 copies must be provided in sealed envelope. 4. The proposal must be organized and indexed in the following format: a. Letter of Transmittal b. Statement of Qualifications c. Proposal on Contract Approach d. Proposed Cost (Sealed in Separate Envelope) Within each section of the proposal, respondents should address the items in the order in which they appear in this RFP#19-06-2097LE. Any proposal that does not adhere to the requirements may be deemed non-responsive and rejected on that basis. 5. Each proposal must be accompanied by a letter of transmittal. The letter of transmittal must: a. Provide background on company. b. Identify the name of the person responding to the RFP#19-06-2097LE. c. Identify the name, title, and telephone numbers of person authorized to negotiate on behalf of the organization; d. Identify the names, files, and telephone numbers of person to be contacted for clarification; e. Explicitly indicate acceptance of the conditions governing this procurement; f. Be signed by the person responding to the RFP#19-06-2097LE; and g. Acknowledge receipt of any and all amendments to the RFP#19-06-2097LE. 6. The respondent must submit a statement of qualifications. a. The respondent must submit a resume. b. Number of years of experience working with government entities. c. Number of years providing. d. The respondent must provide license(s) to provide Internet services for New Mexico and Arizona. e. The respondent will provide three (3) references. Each reference must include the name, address, and telephone number of a contact person who can describe, in some detail, the quality, quantity, and substance of services provided. f. The respondent will provide certificate of liability insurance. 7. The respondent must provide proposal on contract approach. a. Provide in detail how they would accomplish the objectives described in the scope of work. b. Provide number of employees in the company. c. Ability to provide Internet Services to Head Start Centers and Early Head Start on monthly basis for all districts. 8. Proposed cost: a. The respondent will provide detail cost for labor, supplies, and equipment to provide Internet Services for Head Start Centers and Early Head Start.
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