EPA Enterprise Voice Services (EVA)

U. S. ENVIRONMENTAL PROTECTION AGENCY REQUEST FOR INFORMATION Enterprise Voice Services (EVS) Requirement June 06, 2013 The U.S. Environmental Protection Agency (EPA) is issuing this Request for Information (RFI) to gather industry input on the attached draft statement of work (SOW) in order to: a. Ensure that EPA is effectively communicating its requirements b. Gather suggestions that industry may have to reduce costs, enhance efficiency, and improve quality for the performance of this requirement c. Understand any concerns that industry may have about the requirements The EPA requests that you take this opportunity to help inform this solicitation and resulting contract by providing thoughtful responses to the questions posed. How to Respond Please submit your response to this RFI via e-mail to contact@example.gov with the words "EVS - RFI Response" in the e-mail subject line. Telephonic and mail/courier responses will not be accepted. The closing time for responses is 5:00 P.M. EST, on June 20, 2013. Please limit responses to no more than ten (10) pages in length. Disclaimer This RFI is issued solely for information and planning purposes and does not constitute a Request for Proposal (RFP), Invitation for Bid (IFB), or an obligation on the part of the Government to acquire any services. Responses to this RFI are not offers and will not be accepted by the Government to form a binding contract of any nature. The Government will not award a contract based on this RFI. The Government reserves the right to determine how it should proceed as a result of this notice. Responding parties should not anticipate Government feedback on their respective submissions. The Government will not pay any cost incurred in response to this RFI. All costs associated with responding to this RFI will be solely at the responding party's expense. If a solicitation is released, it will be via FedBizOpps (http://www.fedbizopps.gov). It is the responsibility of the potential offerors to monitor the website for any information that may pertain to this RFI or a future solicitation. All information solicited and received in this RFI will be treated as information only. The information provided in this RFI is subject to change and is not binding on the Government. Responses to this RFI may be reviewed by Government technical experts drawn from staff within EPA and/or by selected support contractor personnel. Support contractors will be bound by appropriate non-disclosure agreements to protect proprietary and source selection information. Proprietary information, if any, should be minimized and must be clearly marked. What Should Be Included in Your Response 1. Do submit succinct, thoughtful responses to this RFI. 2. Do submit comments that address the Government's requirements, assumptions, conditions or contemplated approaches to a future acquisition. 3. Do submit information and suggestions that may encourage new, different, or innovative approaches that would result in direct cost savings to the Government and improve the quality of the service or product. What Should Not Be Included in Your Response 1. Do not submit proposals or offers. 2. Do not submit marketing brochure or other unnecessary sales literature. 3. Do not submit past performance information or general descriptions of corporate experience. 4. Do not submit questions or comments not related to the RFI. 5. Do not respond via telephone. Thank you for your participation in this RFI. Jennifer Cranford Contracting Officer US Environmental Protection Agency Background The purpose of this acquisition is to provide the EPA with an Enterprise Voice Service (EVS) for the entire Agency based on the Enterprise Voice Model and Agency standard solution, which is the Avaya Aura Platform. This work is in support of the Agency initiatives of: (1) Creating a consolidated network through the Computer Room, Server, and Storage Management (CRSSM) Consolidation for system reconfigurations; (2) Upgrading existing, already purchased systems, and purchasing new systems; and (3) Miscellaneous telephone equipment purchases This Enterprise Voice Service contract vehicle will offer the following services to all Agency entities: engineering services, installation services, warranty services, hardware, firmware, support services, maintenance services, remote and onsite specialized support services, non-complex and complex move, add, and change; help desk services, and onsite local support services. The draft SOW describing this requirement in detail, the draft pricing worksheet, and a section of the Avaya Letter of Agency (LOA) which will be part of the resulting solicitation, are attached to this RFI. Please review these documents and provide your responses to the questions below. Questions for Industry Response The EPA is seeking information on improvements, changes, or new technologies that may be implemented to reduce costs while maintaining or improving its migration plans as outlined in the attached SOW. 1. Do you have any recommendations that would allow the EPA to be more cost effective or technically advanced and efficient? Please explain. 2. The draft SOW is presented in a format consistent with previous VOIP documents. Is this format appropriate for the services and products included in this SOW? Would an alternate format be preferable if supplemented by a summary of modifications and deliverable requirements? Please explain. 3. What would increase industry participation in this solicitation? For example, what would make the solicitation more attractive to firms? What, if anything currently makes it less attractive? 4. Is there any part of the SOW, particularly within the Contract Line Item Numbers (CLINs), which is unclear? Please explain. 5. Do you have any concerns about, or recognize any equipment or materials that could not be provided in compliance with the Trade Agreement Act (TAA) (included in this SOW)? 6. Does the SOW have any pricing CLINs that cannot be priced in a cost effective manner? If so, what are they and what changes could improve them? 7. Regarding the technical refreshment CLINs, is there a better method of accomplishing the objectives identified? Please explain. 8. Regarding the project in Research Triangle Park (Section 7, Requirements, p) Technical Assumptions), is a site survey necessary to provide a firm fixed price for this requirement? If so, what information would be gleaned from a site visit that is not covered by the SOW? 9. The Agency envisions establishing an IDIQ contract for this requirement, competing it open market as a Small Business Set Aside, and awarding it to an Authorized Avaya Business Partner. EPA also envisions using both firm fixed price and time and material task orders. 10. Please comment on that approach, specifically: a. The intended structure of the contract and task orders, b. Competing this requirement open market versus GSA, c. Multiple awards versus single award. 11. Regarding the Avaya Letter of Agency (LOA) form (page 6 of the LOA attachment): a. Which reports would your company require for submitting a quote? Please indicate by checking the appropriate boxes on the LOA form. b. Is there a better method (than the LOA form) for accomplishing the objectives identified in the SOW. 12. What type of Service Level Requirement (a.k.a. Service Level Agreement) would be appropriate for this requirement? 13. The EPA is proposing NAICS Code 517911, Telecommunications Reseller for this requirement. Please comment.