VoIP Telephony System

Invitation To Negotiate Close 3/28/2024 3:30 PM EDT Number FY24 -ITN-024 Currency US Dollar Sealed Until 3/28/2024 3:30 PM EDT Payment Terms 0% 30, Net 30 20 March 2024 Contacts Kyle Lautenschlager k.lautenschlager@ufl.edu Phone +1 352-294-1162 20 March 2024 Commodity Codes Commodity Code Description 43230000 Software and software licenses and subscriptions 20 March 202420 March 202420 March 202420 March 202420 March 202420 March 202420 March 202420 March 2024 mailto:k.lautenschlager@ufl.edu 1.0 STATEMENT AND SCOPE OF WORK 1.1 Summary The University of Florida (UF) is seeking proposals from vendors in order to purchase a comprehensive telephony solution to service the entire institution. The current on-premises VoIP solution provides PBX, voicemail, contact center, fax, emergency alerts and e911 services. 1.2 Scope of Work The vendor is to provide a system which

should meet or exceed the specifications listed below. The proposal will include design elements which demonstrate a highly available and redundant system that provides local call survivability across two (2) on-premises (on prem) datacenters, eight (8) km apart, with 99.999% uptime. Design requirements of high availability will include no single points of failure. The proposal will include telephony functionality that supports remote branch operations through the state of Florida. The proposal will include a scaled lab environment for testing software upgrades, changes, and failover. The current system provides telephony services to the following: • A total of 18,000 telephony endpoints: 18,000 VoIP Handsets and 1,000 Analog gateway devices • 16,500 handsets are located in Gainesville, and 1,500 in various remote branch operations • The university owns four full telephone Exchanges (i.e. 40,000 DIDs) • PSTN access and DID ownership is expected to be maintained through the existing two independent SIP telcos (Lumen and AT&T) • The current pool of active VoiP DIDs includes 16,000 DIDs on user-assigned DID-phones, and 2,000 DIDs on Common Area phones • Contact Center includes 550 Agents in 25 different teams In addition to the hardware, software, and design element, the proposal will include a separate professional services statement of work if UF determines the vendor is to perform the complete installation for the project. The statement of work will detail all the steps for replacement and any UF resources needed for the engagement with the vendor. UF will make the determination as to who will ultimately be responsible for system installation. As part of the evaluation process, the vendor will provide a test platform that mirrors the proposed system. A scaled down platform is acceptable if all system components are included, and all requirement testing can be conducted. As part of the evaluation process, UF requires at least a sixty-day period of hands-on access to the proposed system. This can be conducted remotely or physically in the vendor’s lab or established on UF premises. 1.2.1 Technical Specifications Technical specifications for the system, including both required and desired features, can be found in the Technical Specifications Feature List spreadsheet, under the Buyer Attachments tab. 1.3 Term of Agreement This agreement is for the initial purchase and/or operating lease of the project resources and any ongoing maintenance, support, or professional services. The term of this agreement for the ongoing services will be for an initial period of five (5) years from the date of award, with an option to renew based on satisfactory performance and the written approval of the University of Florida for up to two (2) additional one (1) year periods. The renewals will include any or all the following: the purchase of additional resources, and the renewal and extension of Maintenance Support Services and licensing. All pricing is for the initial five (5) year period and must extend to the purchase of extra resources and maintenance support for additional option years. Any increase in price shall not be greater than the lesser of 3% or the corresponding increase in the CPI for any of the additional two (2) one (1) year renewal periods. Pricing shall extend across all models and components in the selected product families including those that become available in the future during the term of agreement. 1.4 Coverage and Participation Description The intended coverage of this ITN and any Agreement resulting from this solicitation shall be for the use of all Departments at the University of Florida. With the consent and agreement of the Successful Vendor, the other state universities, community colleges, district school boards, other educational institutions, and other governmental agencies, may assess and access an Agreement resulting from this solicitation issued and administered by the University of Florida. The University reserves the right to add and/o