Memorandum for General RFP Configuration To: Vendor with current valid proposal for General RFP #35793579 for Telecommunication Equipment and Services From: David L. Litchliter CC: ITS Project file 37439ITS Project File 37439 Date: May 29, 2009 Subject: Letter of Configuration (LOC) Number 3743937439 for the procurement of AVAYA equipment for the East Mississippi State Hospital (EMSH)the procurement of AVAYA equipment for the East Mississippi State Hospital (EMSH) Contact Name: Paula ConnPaula Conn Contact Phone Number: 601-359-44114411 Contact E-mail Address: Paula.ConnPaula.Conn@its.ms.gov The Mississippi Department of Information Technology Services (ITS) is seeking the hardware described below on behalf of the East Mississippi State Hospital (EMSH). Our records indicate that your company currently has a valid proposal on file at ITS in response to General RFP #3579 for Telecommunication Equipment and Services. Our preliminary review of this proposal indicates that your company offers products, software, and/or services that may meet the requirements of this project; therefore, we are requesting your configuration assistance for the components described below. GENERAL LOC INSTRUCTIONS Beginning with Item 3, label and respond to each outline point as it is labeled in the LOC. The Vendor must respond with “ACKNOWLEDGED,” “WILL COMPLY,” or “AGREED” to each point in the LOC as follows: “ACKNOWLEDGED” should be used when a Vendor response or Vendor compliance is not required. “ACKNOWLEDGED” simply means the Vendor is confirming to the State that he read the statement. This is commonly used in sections where the agency’s
current operating environment is described or where general information is being given about the project. “WILL COMPLY” or “AGREED” are used interchangeably to indicate that the Vendor will adhere to the requirement. These terms are used to respond to statements that specify that a Vendor or Vendor’s proposed solution must comply with a specific item or must perform a certain task. If the Vendor cannot respond with “ACKNOWLEDGED,” “WILL COMPLY,” or “AGREED,” then the Vendor must respond with “EXCEPTION.” (See instructions in Item 8 regarding Vendor exceptions.) Where an outline point asks a question or requests information, the Vendor must respond with the specific answer or information requested in addition to “WILL COMPLY” or “AGREED”. In addition to the above, Vendor must provide explicit details as to the manner and degree to which the proposal meets or exceeds each specification. GENERAL OVERVIEW AND BACKGROUND ITS is seeking the AVAYA equipment listed in Attachment A, Product List and Cost Proposal Form. This equipment will be installed at East Mississippi State Hospital in Meridian, Mississippi. The Telecommunications Services Division of ITS (ITS-TS) will manage the equipment. PROCUREMENT PROJECT SCHEDULE Task Date Release of LOC Friday, May 29, 2009 Deadline for Vendors’ Written Questions Wednesday, June, 3, 2009 Addendum with Vendors’ Questions and Answers Thursday, June 4, 2009 Proposals Due Monday, June 8, 2009 Proposal Evaluation June 8-9, 2009 Notification of Award Wednesday, June 10, 2009 Delivery of Equipment Friday, June 26, 2009 STATEMENTS OF UNDERSTANDING Proposed equipment must be new from the manufacturer and qualify for warranty and maintenance services.
ATTACHMENT B PROPOSAL EXCEPTION SUMMARY FORM ITS LOC Reference Vendor Proposal Reference Brief Explanation of Exception ITS Acceptance (sign here only if accepted) (Reference specific outline point to which exception is taken) (Page, section, items in Vendor’s proposal where exception is explained) (Short description of exception being made)