NASSAU COMMUNITY COLLEGE

Transcription

1 NASSAU COMMUNITY COLLEGE of the County of Nassau State of New York Office of Procurement, Garden City, NY PHONE: (516) FAX (516) REQUEST FOR PROPOSALS (RFP) RFP No.: Description: Campus-Wide VOIP Services Offer Due Date: July 14, 2011 Offer Opening & Submittal Location: Nassau Community College Procurement Office, Tower 4 th Floor Offers must be in the actual possession of the Nassau Community College, Procurement Office on or prior to the time and date, and at the location indicated above. Late offers will not be considered. Offers must be submitted in a sealed envelope with the RFP number and the Submitter s name and address clearly indicated on the envelope. Additional instructions for preparing an offer are provided within. FAX offers are not acceptable. SUBMITTERS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE SOLICITATION. For questions regarding General Terms and Conditions contact: For questions regarding Scope or Specifications contact: Gary Homkow Toni-Ann Rego Assistant Vice President Buyer Procurement Procurement (516) (516) Gary.Homkow@ncc.edu Toni-Ann.Rego@ncc.edu WHERE SUCCESS STARTS AND CONTINUES Nassau Community College is a unit of The State University of New York sponsored by Nassau County

2 Nassau Community College Procurement Office RFP NUMBER: _ BACKGROUND SECTION ONE: SPECIFICATIONS Nassau Community College is a public community college (two-year College) located in central Nassau County in Garden City, New York. It is the largest of SUNY s (State University of New York s) community colleges, and includes 43 buildings set on 225 acres. Approximately 21,000 full and part time students study on the campus, and approximately 3,300 full and part time faculty and staff work here. Nassau Community College is funded in part by: New York State, Nassau County and by student tuition. 1.2 SCOPE OF WORK/SPECIFICATIONS Nassau Community College is seeking prospective bidders to provide the following services to Nassau Community College: Converged carrier services to support VOIP, Local, Regional Toll, Long Distance and DID internal phone services Hosted VOIP Service or Customer premise based VOIP phone services Dedicated ISP Data/Internet Service BIDDER REQUIREMENTS Internet Services to support a converged data and voice infrastructure: Quality of Service and SLA s to support the transport of voice communications and for dedicated ISP bandwidth (as noted below). Provide all services over carrier services facilities installed directly into two separate campus building DMARCs. Off campus carrier services must terminate into two separate head ends. Voice Service: Offer calling packages for local, regional toll and long distance services. Demonstrate a variety of fail-over and resiliency options. Reliability of delivered voice services must meet or exceed 99.99% per year. Calling plans for 50K local minutes per month up to 100K local minutes per month must be provided. The current campus compliment of approximately 1665 phone sets (instruments) must be replaced with digital IP phones acceptable to the College. Pricing must be provided for future additional phones as individual add on phones or as bundles of 25 to 50 phones. Phones should be priced separately for single line phones, multi-line phones, conference phones, etc. Prices for different phone models and features must be provided. The College will choose models and hardware instrument features after the bid award. Pricing options for phones should include purchase, lease, lease/purchase, rental, and SAAS. VOIP services should include the ability to support analog phones, fax machines, and other non-ip devices on the bidders system

3 Nassau Community College Procurement Office RFP NUMBER: _ Data Service: Bidder must offer dedicated data bandwidth to the World Wide Web and be able to demonstrate the ability to provide two separate physical fiber paths into the campus for reliability and redundancy. This service should be able to be expanded to meet the College s future bandwidth needs. For purposes of this RFP, two 100mb connections that result in a combined 200mg dedicated internet data service should be priced. These two 100mb connections must be load balanced with an auto fail-over feature. Internet and Voice Network Requirements: Internet dedicated services include access to a Bidder s router on campus, connectivity to the Bidders network infrastructure (the points of presence, network hubs, and host computers utilized to provide an Internet service (Network),24x7 monitoring and notification, Service Level Agreements (SLAs), and availability of Installation Engineers who fully support and monitor all circuits and Bidder supplied network equipment. Bidder s Network: Bidder must own, monitor, and maintain a large and advanced communications network and/or demonstrate the ability to maintain a premise based implementation. The selected Bidder must be a registered FCC Common Carrier or provide Internet and voice services from a common carrier for a premised based system. Diversity and Redundancy: Bidder s carrier services network shall be built directly into NCC facility. All Services will be provisioned over the Bidder s network end to end. Service provided must be maintained by provider. Services must be provisioned over a network topology that is designed for resiliency which repairs potential problems before they affect the College s network. Bidder s carrier class solution will provide network recovery for all applications, including such critical applications as Voice over IP and video. Bidder s solution shall be required to be engineered with redundant links, interface cards, CPUs, switches, etc. and redundant fiber throughout its core, distribution and access layers, provisioning 99.99% availability for carrier Services. Service Level Agreement: Must meet the following parameters: Mean Time to Repair: Bidder must specify mean-time-to-repair (MTTR) for both Voice and Data/Internet services. Service Interruption/Outage for Bidder s Data Service is defined as a total loss of Service. Service Interruption/Outage for Bidder s Voice Service is defined as (a) an outage of the circuit providing the voice and Internet connectivity; or (b) the inability of more than 50% of user stations (IP phones, soft phones) at the location to register with the call server to place and receive calls. Interruption/Outage: Bidder shall include credits for the College s recurring charges for the service experiencing the outage as follows: - 2 -

4 Nassau Community College Procurement Office RFP NUMBER: _ Outage Duration Less than 30 minutes 30 minutes up to but not including 3 hrs 1/10 of a day 3 hrs up to but not including 6 hrs 1/5 of a day 6 hrs up to but not including 9 hrs 2/5 of a day 9 hrs up to but not including 12 hrs 3/5 of a day 12 hrs up to but not including 15 hrs 4/5 of a day Credit of Monthly Charges none 15 hrs up to but not including 24 hrs One day Over 24 hours 2 days/24-hour period Voice Services Service must include: LAN Assessment, Remediation Plan, and Certification to ensure QoS PoE Switch Equipment (CPE) SIP Phones w/ Full Feature set or non-sip based IP phone equivalent Train the Trainer Session for Administrator plus End-User Materials Complete Installation Day-One Onsite support Complete 24x7 Software Support and Hardware Maintenance (Full Service Remote and On-site diagnosis, problem resolution, and replacement of CPE hardware and Station sets) Support for analog equipment Minimum required Features: Auto Attendant (Dial by Name, Ext, Dept) Voic (Urgent Msg to or cell phone) Unified Messaging (Vmail wave file to ) DID/DOD Class of Service (restrict LD, Toll, Premium) Find Me/Follow Me Abbreviated Dialing Speed Dial Msic/Message on Hold (.wav file) One-Touch Transfer Call Park Widgets 3 Party Conferencing Meet-Me Conferencing (10 party) Call Forward (All Calls, Busy, No Answer, DnD) Directed Call Pickup Authorization Codes Incoming Fax Server Multiple Station/Bridged Line Appearances Single Number Reach Enterprise LDAP Integration Soft Phone Integration Remote Phone Optional Features: Attendant Console ACD W/Reporting Package - 3 -

5 Nassau Community College Procurement Office RFP NUMBER: _ Maintenance Requirements include 24X7 Monitoring on Hosted Service or premise based solution. Single point of contact and hardware and Software upgrades/software, Firmware, and Hardware updates included. Configuration Management Access to configuration management tools that allow users to conduct Moves and Changes to configuration at no additional cost must be included. Online Reporting The selected vendor must provide real time and historic billing and usage reports, including, but not limited to, circuit up time, circuit down time, bandwidth utilization for upstream and downstream traffic and line inventory reports. In addition it is required to have quarterly service delivery management to review SLA adherence as well as additional reviews for system optimization. Support Help Desk - Nassau Community College requires the ability to submit and track service tickets and requests online. All service tickets and other requests submitted by phone or must be captured in the central systems and available online. Self-Service - The selected vendor must provide Nassau Community College with the ability to manage the system. Network Design Provider will supply a network design that will facilitate fail over capabilities to ensure service reliability and campus network integrity. Carrier services access to the campus shall be built out at two points far enough apart to hinder any possible interruption caused by digging or cabling issues. Proposal should include: 1. Statement of the contractor s understanding of the services required by the Request for Proposal. The contractor must submit a complete description of how it would provide these services. 2. Bidder must be sure to complete questionnaire at end of RFP. 3. A description of comparable services performed by the Contractor during a recent five year period. Please provide a minimum of five (5) references, complete with contact name, address and telephone number. 4. Bidders are to submit Proposal Pricing forms as follows: Attachment A Pricing Sheet for Internet & Voice Services Three (3) Year Term, Five (5) Year Term, Six (6) Year Term Attachment B Pricing Sheet for Hosted or Premise Based Voice Service Solutions Three (3) year Term, Five (5) Year Term, Six (6) Year Term - 4 -

6 Nassau Community College Procurement Office RFP NUMBER: _ Bidders are welcome to outline additional services or alternative approaches with associated fees that they feel are in the College s best interest. It should be noted that this bid will be awarded to one (1) single vendor. Bidder is encouraged to include any special features, services, discounts, pricing incentives, technology refresh options, product literature or documentation with their bid. Options and features and features not mentioned or required with this RFP may also be provided by the Bidder at their discretion. 1.3 EVALUATION CRITERIA While the cost proposal is taken into consideration, the evaluation process is designed to award the contract not necessarily to the proposer of least cost, but rather to the proposer with the best combination of attributes. As such, proposals will be evaluated on the basis of the following criteria: a) Ability of the Bidder to meet or exceed the minimum qualifications and specifications of the RFP. b) Demonstrated experience in similar type projects. c) Cost of services proposed. d) Satisfactory client references. An evaluation committee will rank proposals on the following basis: a) Minimum Qualifications: Pass / Fail b) Cost and Technical Criteria: Weighted 100 point (maximum) rating system MINIMUM QUALIFICATIONS (Pass/Fail) Demonstrated ability to provide two separate physical fiber paths into the campus for reliability and redundancy. Must be a registered FCC Common Carrier or provide Internet and Voice Services from a Common Carrier for a premised based system COST Cost Effectiveness: maximum 30 points TECHNICAL a) Quality and thoroughness of responses to the Questionnaire: maximum 25 points b) Quality and breadth of experience in similar type projects: maximum 25 points c) Quality and thoroughness of proposed services: maximum 10 points d) Satisfactory client references: maximum 10 points

7 Nassau Community College Procurement Office RFP NUMBER: _ GENERAL INFORMATION AND REQUIREMENTS A. Any agreement entered into is subject to the provisions of Article 18 of the General Municipal Law and the State of New York, as amended, and section of the Administrative Code of Nassau County and the provisions of the Anti-Discrimination Order of Nassau County. B. It is expressly understood that the College shall not be construed or to be held to be a partner, agent or associated by joint venture or otherwise of contractor in the conduct of its business. C. The contract created from this proposal will be governed by the laws of New York State. D. Agency warrants that it is not in arrears to Nassau Community College or the County of Nassau upon debt or Contract and is not a defaulter as surety, Contractor or otherwise upon any obligation to Nassau Community College or the County of Nassau. E. The attached contract, a generic sample of which is attached to and made part of this RFP (see Attachment A, Form of Contract) will represent the total agreement between the College and Contractor. Any exceptions to this agreement must be clearly noted. F. If a Bidder has any contract documents for the College to sign in order to contract with the College, then the Bidder must note same on the proposal return and supply copies of the documents with proposal response so that the College can review same and determine whether the College can accept and sign them. The College will not view any Bidder s contracts that are presented after the Request for Proposal opening date and time. SECTION TWO: WRITING THE PROPOSAL 2.1 PREPARATION OF OFFER PACKAGE Only the following items shall be returned. Failure to include all the items may result in an offer being rejected. Offer packages shall be submitted in the following order: a) BIDDER CERTIFICATION AND PROPOSAL Complete and sign Bidder Certification b) QUESTIONNAIRE c) AMENDMENTS Return Amendments, if any

8 Nassau Community College Procurement Office RFP NUMBER: _ RETURN OF OFFER Five (5) entire sets of the offer package (one original and four copies one of which should not be bound) shall be submitted. All proposals must contain the proposal signature page included herein. Faxed or ed proposals will not be considered. The proposal document must be submitted with an original ink signature by the person authorized to sign the proposal. Erasures, interlineations or other modifications in the proposal shall be initialed in original ink by the authorized person signing the offer. In case of error in the extension of prices in the proposal, the unit price will govern. Periods of time, stated as a number of days, shall be calendar days. It is the responsibility of all Bidders to examine the entire Request for Proposal package and seek clarification of any item or requirement that may not be clear and to check all responses for accuracy before submitting a proposal. Negligence in preparing an offer confers no right of withdrawal after due time and date. 2.3 BIDDER ERRORS The College will not be responsible for any Bidder errors or omissions. 2.4 PROPOSAL IDENTIFICATION The College is not responsible for the pre-opening of, post-opening of, or the failure to open, a proposal not properly addressed or identified. 2.5 PROPOSAL MODIFICATION The College will not be responsible for Bidder adjusting their offer based on oral instructions given by any member of the College staff. Bidders are to respond only to official RFP amendment(s) issued by the Nassau Community College Procurement Office. 2.6 WITHDRAWAL OF PROPOSAL At any time prior to the specified Proposal due date and time, Bidder (or designated representative) may withdraw the Proposal. 2.7 LATE PROPOSAL Late Proposals will not be considered. A Bidder submitting a late Proposal shall be so notified. 2.8 OBLIGATIONS The issuance of this Request for Proposal does not obligate the College to pay any costs incurred in the preparation and submission of proposals

9 Nassau Community College Procurement Office RFP NUMBER: _ EFFECTIVE PERIOD OF OFFER This offer shall remain in effect for a period of sixty (60) calendar days from the offer opening date and is irrevocable AMENDMENTS The College shall not be responsible for any oral instructions made by any employees or officers of the College in regard to the instructions, drawings, specifications, or contract documents. Any changes to the plans and specifications will be in the form of an amendment, which will be furnished to all Bidders who are listed with the College as having received the Solicitation, or to any other Bidder who requests an amendment RESPONSIBILITY FOR COMPLIANCE WITH LEGAL REQUIREMENTS The Bidder s products, services, and facilities must be in full compliance with all applicable Federal, State, and local health, environmental, and safety laws, regulations, standards, and ordinances, regardless of whether or not reference is made to same in this RFP REJECTION OF OFFERS The College reserves the right to reject any or all offers, or any part thereof; to accept any offer or any part thereof; or to waive any informality when it is deemed to be in the College s best interest AWARD OF CONTRACT A. Unless the Bidder states otherwise, or unless otherwise provided within the Request for Proposal, the College reserves the right to award as applicable by individual line item, by group of line items, or as a total, whichever is deemed most advantageous to the College. B. Notwithstanding any other provision of the Request for Proposal, the College expressly reserves the right to: (1) Waive any immaterial defect or informality; or (2) Reject any or all Proposals, or portions thereof; or (3) Reissue a Request for Proposal. C. A response to a Request for Proposal is an offer to contract with the College based upon the Terms, Conditions, Scope of Work, and Specifications contained in the College s Request for Proposal

10 Nassau Community College Procurement Office RFP NUMBER: _ SECTION THREE: SELECTION PROCESS 3.1 ANTICIPATED PROPOSAL CLOSING SCHEDULE Nassau Community College expects to undertake the selection process in the following order: submission of proposals, evaluation of proposals by the Evaluation Committee, selection of Contractor, selected contractor s review of contract and final sign-off, County Attorney and County Comptroller approval of contract, and contract issued/notice to proceed. 3.2 PROPOSAL EVALUATION An Evaluation Committee will evaluate and rank each offer based on the evaluation criteria. Responses shall be reviewed solely on the information received in the written response. The decision of the Committee shall be final and conclusive. Bidders shall respond to each evaluation criteria listed. The Selection Committee may conduct interviews with finalists to clarify information provided in the proposals. Each proposal will be reviewed to determine if it is complete prior to actual evaluation. Nassau Community College reserves the right to eliminate from further consideration any proposal deemed to be substantially or materially unresponsive to the requests for information contained herein. SECTION FOUR: TERMS AND CONDITIONS 4.1 DELAY IN EXERCISING CONTRACT REMEDY Failure or delay by the College to exercise any right, power, or privilege shall not be deemed a waiver thereof. 4.2 RESPONSIBILITY FOR CORRECTION It is agreed that the Bidder shall be fully responsible for making any correction, replacement, or modification necessary for specification or legal compliance. 4.3 BIDDER PERFORMANCE Prior Bidder performance in regard to product, service, or representation of/from the Bidder may be used in evaluation of this offer. Unsatisfactory performance to the County of Nassau may be considered sufficient grounds for rejection of this offer. No offer will be awarded to any Bidder that is in default on any contract with the County of Nassau

11 Nassau Community College Procurement Office RFP NUMBER: _ DEFAULT In case of default by the contractor, the College may, by written notice, cancel this contract and repurchase from another source and may recover the excess costs by (1) deduction from an unpaid balance due; (2) collection against the bid bond; or (3) a combination of the aforementioned remedies or other remedies as provided by law. 4.5 CONTRACTOR RESPONSIBILITY IF DEFAULT Should the selected contractor default at any time during the agreement term, all equipment and mechanical systems must be returned to its original state at no cost to Nassau Community College. 4.6 PAYMENT TERMS If payment terms are not indicated, terms of NET 30 days shall be applied by the College. Payment terms to apply after receipt of invoice or final acceptance of the products/services, whichever is later. The payment terms will be considered in the price evaluation of offers. Payment terms offering less than 20 days for payment will not be considered in the price evaluation of offers. 4.7 FUND APPROPRIATION CONTINGENCY The Bidder and the College recognize that the continuation of any contract after the close of any given fiscal year of the College; which fiscal year ends on August 31, shall be subject to the approval of the budget of the Nassau Community College providing the contract item is an expenditure therein. The College does not guarantee that the budget item will be actually adopted, as it is the determination of the County of Nassau at the time of the adoption of the budget. 4.8 INDEPENDENT CONTRACTOR The Contractor is an independent contractor of the College or County. The Contractor shall not, nor shall any officer, director, employee, servant, agent or independent contractor of the Contractor (a Contractor Agent ), be (i) deemed a College or County employee, (ii) commit the College or County to any obligation, or (iii) hold itself, himself, or herself out as a College or County employee or Person with the authority to commit the College or County to any obligation. As used in any Agreement or Blanket Order awarded as a result of this RFP the word Person means any individual person, entity (including partnerships, corporations and limited liability companies), and government or political subdivision thereof (including agencies, bureaus, offices and departments thereof). 4.9 TERMS AND CONDITIONS IN FORM OF CONTRACT ARE PART OF RFP All terms and conditions included in the Form of Contract (see Attachment A) shall also be considered a part of this Request for Proposal INQUIRIES

12 Nassau Community College Procurement Office RFP NUMBER: _ Any questions related to a Request for Proposal must be directed to the persons whose names appear on the cover page of this document. Any doubt as to the requirements of this Request for Proposal or any apparent omission or discrepancy should be presented to the College. The College will then determine the appropriate action necessary, if any, and issue a written amendment to the Request for Proposal. ORAL STATEMENTS OR INSTRUCTIONS WILL NOT CONSTITUTE AN AMENDMENT TO THIS REQUEST FOR PROPOSAL. Questions should be submitted in writing when time permits. The College may require any and all questions to be submitted in writing at its sole discretion. Any correspondence related to a Request for Proposals should refer to the appropriate Request for Proposals subject page, and paragraph number. However, the Bidder must not place the Request for Proposal subject on the outside of an envelope containing questions since such an envelope may be identified as a sealed proposal and may not be opened until after the official Request for Proposal due date and time ATTACHMENTS and APPENDICES See attached the following: 1) Attachment A Form of Contract (This is a sample of a Nassau Community College contract. All terms and conditions included in the Form of Contract are a part of this Request for Proposal.) 2) Appendix EE (Equal Employment Opportunities for Minorities and Women), Appendix L (Compliance with Law) 4.12 BIDDER PRESENTATION Bidder may be invited to make a presentation. If invited, the Bidder will be notified of the date and time of the presentation by the Procurement Office INQUIRIES REGARDING QUALIFICATIONS The submission of a proposal gives permission to the College and to its consultants to make inquiries concerning the Contractor and its principals, officers and directors to any persons or firms the College deems appropriate DEFINITIONS

13 Nassau Community College Procurement Office RFP NUMBER: _ a) The term, County, as used herein, shall be deemed as reference to the County of Nassau, State of New York. b) The term, Contractor, as used herein, shall be deemed as reference to the successful Bidder, Bidder, Proprietor, Partnership or Corporation receiving an award to perform any or all of the services specified in accordance with the terms of this agreement. c) The term, College, as used herein, shall be deemed as reference to Nassau Community College. d) The term, Director, as used herein, shall be deemed as reference to the Director of Procurement. SECTION FIVE: BIDDER CERTIFICATION

14 Nassau Community College Procurement Office RFP NUMBER: _ Please attach copy of this page to the proposal. Bidder certifies that they have read, understand, and will fully and faithfully comply with this solicitation, its attachments and any referenced documents. Bidder also certifies that the prices offered were independently developed without consultation with any of the other Bidders or potential Bidders. Authorized Signature Printed Name Title Telephone Number Company's legal name Address City, State & Zip Code FAX Number FEDERAL TAXPAYER ID NUMBER (This number will be in the format of xx-xxxxxxx or xxx-xx-xxxx) meaning that a taxpayer ID number is nine numbers only, no letters, and the format is for an employer ID number or a social security number. Do not list your State tax license number here) REMITTANCE ADDRESS:

15 Nassau Community College Procurement Office RFP NUMBER: _ QUESTIONNAIRE Name of Firm: Address: Phone No.: Year Est.: State whether: Corporation Individual Partnership If a corporation or partnership, list name and addresses of officers or members: President Vice-President Secretary Treasurer

16 Nassau Community College Procurement Office RFP NUMBER: _ Names, experience and professional qualifications of staff that would be directly involved with the account: (may attach supplements) Number of full- time employees If selected to handle part or all of this account, the indicated individual(s) would be responsible for the services rendered on a day to day basis: (attach qualifications) Names of three additional account personnel: Does your errors and omissions insurance include consultant for fee coverage? Yes No Have you filed a Qualification Statement (or Questionnaire) with Nassau Community College? If so, when How many years has your firm been in business under your present business name? Have you operated in this line of business under any other name?

17 Nassau Community College Procurement Office RFP NUMBER: _ If so, what name and when? Do you presently operate in this line of business under any other name? If so, what name and address? Have you or your firm ever failed to complete any work awarded to you? If so, where and why? In what other line of business are you or your firm financially interested?

18 Appendix EE Equal Employment Opportunities For Minorities and Women The provisions of this Appendix EE are hereby made a part of the document to which it is attached. The Contractor shall comply with all federal, State and local statutory and constitutional anti-discrimination provisions. In addition, Local Law No , entitled Participation by Minority Group Members and Women in Nassau County Contracts, governs all County Contracts as defined by such title and solicitations for bids or proposals for County Contracts. In accordance with Local Law : (a) The Contractor shall not discriminate against employees or applicants for employment because of race, creed, color, national origin, sex, age, disability or marital status in recruitment, employment, job assignments, promotions, upgradings, demotions, transfers, layoffs, terminations, and rates of pay or other forms of compensation. The Contractor will undertake or continue existing programs related to recruitment, employment, job assignments, promotions, upgradings, transfers, and rates of pay or other forms of compensation to ensure that minority group members and women are afforded equal employment opportunities without discrimination. (b) At the request of the County contracting agency, the Contractor shall request each employment agency, labor union, or authorized representative of workers with which it has a collective bargaining or other agreement or understanding, to furnish a written statement that such employment agency, union, or representative will not discriminate on the basis of race, creed, color, national origin, sex, age, disability, or marital status and that such employment agency, labor union, or representative will affirmatively cooperate in the implementation of the Contractor s obligations herein. (c) The Contractor shall state, in all solicitations or advertisements for employees, that, in the performance of the County Contract, all qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color, national origin, sex, age, disability or marital status. (d) The Contractor shall make Best Efforts to solicit active participation by certified minority or women-owned business enterprises ( Certified M/WBEs ) as defined in Section 101 of Local Law No , including the granting of Subcontracts. (e) The Contractor shall, in its advertisements and solicitations for Subcontractors, indicate its interest in receiving bids from Certified M/WBEs and the requirement that Subcontractors must be equal opportunity employers. (f) Contractors must notify and receive approval from the respective Department Head prior to issuing any Subcontracts and, at the time of requesting such authorization, must submit a signed Best Efforts Checklist.

19 (g) Contractors for projects under the supervision of the County s Department of Public Works shall also submit a utilization plan listing all proposed Subcontractors so that, to the greatest extent feasible, all Subcontractors will be approved prior to commencement of work. Any additions or changes to the list of subcontractors under the utilization plan shall be approved by the Commissioner of the Department of Public Works when made. A copy of the utilization plan any additions or changes thereto shall be submitted by the Contractor to the Office of Minority Affairs simultaneously with the submission to the Department of Public Works. (h) At any time after Subcontractor approval has been requested and prior to being granted, the contracting agency may require the Contractor to submit Documentation Demonstrating Best Efforts to Obtain Certified Minority or Womenowned Business Enterprises. In addition, the contracting agency may require the Contractor to submit such documentation at any time after Subcontractor approval when the contracting agency has reasonable cause to believe that the existing Best Efforts Checklist may be inaccurate. Within ten working days (10) of any such request by the contracting agency, the Contractor must submit Documentation. (i) In the case where a request is made by the contracting agency or a Deputy County Executive acting on behalf of the contracting agency, the Contractor must, within two (2) working days of such request, submit evidence to demonstrate that it employed Best Efforts to obtain Certified M/WBE participation through proper documentation. (j) Award of a County Contract alone shall not be deemed or interpreted as approval of all Contractor s Subcontracts and Contractor s fulfillment of Best Efforts to obtain participation by Certified M/WBEs. (k) A Contractor shall maintain Documentation Demonstrating Best Efforts to Obtain Certified Minority or Women-owned Business Enterprises for a period of six (6) years. Failure to maintain such records shall be deemed failure to make Best Efforts to comply with this Appendix EE, evidence of false certification as M/WBE compliant or considered breach of the County Contract. (l) The Contractor shall be bound by the provisions of Section 109 of Local Law No providing for enforcement of violations as follows: a. Upon receipt by the Executive Director of a complaint from a contracting agency that a County Contractor has failed to comply with the provisions of Local Law No , this Appendix EE or any other contractual provisions included in furtherance of Local Law No , the Executive Director will try to resolve the matter. b. If efforts to resolve such matter to the satisfaction of all parties are unsuccessful, the Executive Director shall refer the matter, within thirty days (30) of receipt of the complaint, to the American Arbitration Association for proceeding thereon. 2

20 c. Upon conclusion of the arbitration proceedings, the arbitrator shall submit to the Executive Director his recommendations regarding the imposition of sanctions, fines or penalties. The Executive Director shall either (i) adopt the recommendation of the arbitrator (ii) determine that no sanctions, fines or penalties should be imposed or (iii) modify the recommendation of the arbitrator, provided that such modification shall not expand upon any sanction recommended or impose any new sanction, or increase the amount of any recommended fine or penalty. The Executive Director, within ten days (10) of receipt of the arbitrators award and recommendations, shall file a determination of such matter and shall cause a copy of such determination to be served upon the respondent by personal service or by certified mail return receipt requested. The award of the arbitrator, and the fines and penalties imposed by the Executive Director, shall be final determinations and may only be vacated or modified as provided in the civil practice law and rules ( CPLR ). (m) The contractor shall provide contracting agency with information regarding all subcontracts awarded under any County Contract, including the amount of compensation paid to each Subcontractor and shall complete all forms provided by the Executive Director or the Department Head relating to subcontractor utilization and efforts to obtain M/WBE participation.. Failure to comply with provisions (a) through (m) above, as ultimately determined by the Executive Director, shall be a material breach of the contract constituting grounds for immediate termination. Once a final determination of failure to comply has been reached by the Executive Director, the determination of whether to terminate a contract shall rest with the Deputy County Executive with oversight responsibility for the contracting agency. As used in this Appendix EE the term Best Efforts Checklist shall mean a list signed by the Contractor, listing the procedures it has undertaken to procure Subcontractors in accordance with this Appendix EE. As used in this Appendix EE the term County Contract shall mean (i) a written agreement or purchase order instrument, providing for a total expenditure in excess of twenty-five thousand dollars ($25,000), whereby a County contracting agency is committed to expend or does expend funds in return for labor, services, supplies, equipment, materials or any combination of the foregoing, to be performed for, or rendered or furnished to the County; or (ii) a written agreement in excess of one hundred thousand dollars ($100,000), whereby a County contracting agency is committed to expend or does expend funds for the acquisition, construction, demolition, replacement, major repair or renovation of real property and improvements thereon. However, the term County Contract does not include agreements or orders for the following services: banking services, insurance policies or contracts, or contracts with a County contracting agency for the sale of bonds, notes or other securities. 3

21 As used in this Appendix EE the term County Contractor means an individual, business enterprise, including sole proprietorship, partnership, corporation, not-for-profit corporation, or any other person or entity other than the County, whether a contractor, licensor, licensee or any other party, that is (i) a party to a County Contract, (ii) a bidder in connection with the award of a County Contract, or (iii) a proposed party to a County Contract, but shall not include any Subcontractor. As used in this Appendix EE the term County Contractor shall mean a person or firm who will manage and be responsible for an entire contracted project. As used in this Appendix EE Documentation Demonstrating Best Efforts to Obtain Certified Minority or Women-owned Business Enterprises shall include, but is not limited to the following: a. Proof of having advertised for bids, where appropriate, in minority publications, trade newspapers/notices and magazines, trade and union publications, and publications of general circulation in Nassau County and surrounding areas or having verbally solicited M/WBEs whom the County Contractor reasonably believed might have the qualifications to do the work. A copy of the advertisement, if used, shall be included to demonstrate that it contained language indicating that the County Contractor welcomed bids and quotes from M/WBE Subcontractors. In addition, proof of the date(s) any such advertisements appeared must be included in the Best Effort Documentation. If verbal solicitation is used, a County Contractor s affidavit with a notary s signature and stamp shall be required as part of the documentation. b. Proof of having provided reasonable time for M/WBE Subcontractors to respond to bid opportunities according to industry norms and standards. A chart outlining the schedule/time frame used to obtain bids from M/WBEs is suggested to be included with the Best Effort Documentation c. Proof or affidavit of follow-up of telephone calls with potential M/WBE subcontractors encouraging their participation. Telephone logs indicating such action can be included with the Best Effort Documentation d. Proof or affidavit that M/WBE Subcontractors were allowed to review bid specifications, blue prints and all other bid/rfp related items at no charge to the M/WBEs, other than reasonable documentation costs incurred by the County Contractor that are passed onto the M/WBE. e. Proof or affidavit that sufficient time prior to making award was allowed for M/WBEs to participate effectively, to the extent practicable given the timeframe of the County Contract. 4

22 f. Proof or affidavit that negotiations were held in Best Efforts with interested M/WBEs, and that M/WBEs were not rejected as unqualified or unacceptable without sound business reasons based on (1) a thorough investigation of M/WBE qualifications and capabilities reviewed against industry custom and standards and (2) cost of performance The basis for rejecting any M/WBE deemed unqualified by the County Contractor shall be included in the Best Effort Documentation g. If an M/WBE is rejected based on cost, the County Contractor must submit a list of all sub-bidders for each item of work solicited and their bid prices for the work. h. The conditions of performance expected of Subcontractors by the County Contractor must also be included with the Best Effort Documentation i. County Contractors may include any other type of documentation they feel necessary to further demonstrate their Best Efforts regarding their bid documents. As used in this Appendix EE the term Executive Director shall mean the Executive Director of the Nassau County Office of Minority Affairs; provided, however, that Executive Director shall include a designee of the Executive Director except in the case of final determinations issued pursuant to Section (a) through (l) of these rules. As used in this Appendix EE the term Subcontract shall mean an agreement consisting of part or parts of the contracted work of the County Contractor. As used in this Appendix EE, the term Subcontractor shall mean a person or firm who performs part or parts of the contracted work of a prime contractor providing services, including construction services, to the County pursuant to a county contract. Subcontractor shall include a person or firm that provides labor, professional or other services, materials or supplies to a prime contractor that are necessary for the prime contractor to fulfill its obligations to provide services to the County pursuant to a county contract. Subcontractor shall not include a supplier of materials to a contractor who has contracted to provide goods but no services to the County, nor a supplier of incidental materials to a contractor, such as office supplies, tools and other items of nominal cost that are utilized in the performance of a service contract. Provisions requiring contractors to retain or submit documentation of best efforts to utilize certified subcontractors and requiring Department head approval prior to subcontracting shall not apply to inter-governmental agreements. In addition, the tracking of expenditures of County dollars by not-for-profit corporations, other municipalities, States, or the federal government is not required. 5

23 Appendix L Certificate of Compliance In compliance with Local Law , as amended (the Law ), the Contractor hereby certifies the following: 1. The chief executive officer of the Contractor is: (Name) (Address) (Telephone Number) 2. The Contractor agrees to either (1) comply with the requirements of the Nassau County Living Wage Law or (2) as applicable, obtain a waiver of the requirements of the Law pursuant to section 9 of the Law. In the event that the contractor does not comply with the requirements of the Law or obtain a waiver of the requirements of the Law, and such contractor establishes to the satisfaction of the Department that at the time of execution of this agreement, it had a reasonable certainty that it would receive such waiver based on the Law and Rules pertaining to waivers, the County will agree to terminate the contract without imposing costs or seeking damages against the Contractor 3. In the past five years, Contractor has has not been found by a court or a government agency to have violated federal, state, or local laws regulating payment of wages or benefits, labor relations, or occupational safety and health. If a violation has been assessed against the Contractor, describe below: Appendix L - Revised December 2007

24 4. In the past five years, an administrative proceeding, investigation, or government bodyinitiated judicial action has has not been commenced against or relating to the Contractor in connection with federal, state, or local laws regulating payment of wages or benefits, labor relations, or occupational safety and health. If such a proceeding, action, or investigation has been commenced, describe below: 5. Contractor agrees to permit access to work sites and relevant payroll records by authorized County representatives for the purpose of monitoring compliance with the Living Wage Law and investigating employee complaints of noncompliance. I hereby certify that I have read the foregoing statement and, to the best of my knowledge and belief, it is true, correct and complete. Any statement or representation made herein shall be accurate and true as of the date stated below. Dated Signature of Chief Executive Officer Name of Chief Executive Officer Sworn to before me this day of, 2011 Notary Public Appendix L - Revised December 2007

25 ATTACHMENT A NASSAU COMMUNITY COLLEGE of the County of Nassau, State of New York Requisition Number: Resp. Ctr. / Obj. Code: Fed. ID. No. CONTRACT FOR SERVICES THIS AGREEMENT, dated as of, (together with the schedules, appendices, attachments and exhibits, if any, this Agreement ), is entered into by and between (i) Nassau Community College, having its principal office at, Garden City, New York (the College ), of Nassau County, a municipal corporation having its principal office at One West Street, Mineola, New York (the County ) and (ii), having its principal office at (the Contractor ). W I T N E S S E T H: WHEREAS, the College desires to hire the Contractor to perform the services described in this Agreement; and WHEREAS, the Contractor desires to perform the services described in this Agreement. WHEREAS, the Contractor has been awarded this agreement for pursuant to (state authority NYS Contract, Formal Sealed Bid, Informal Competitive Bid). NOW, THEREFORE, in consideration of the premises and mutual covenants contained in this Agreement, the parties agree as follows: 1. Term. This Agreement shall commence on, and terminate on unless sooner terminated in accordance with the provisions of this Agreement; 2. Services. The services to be provided by the Contractor under this agreement shall consist of hereinafter referred to as (the Services ); 3. Payment. (a) Amount of Consideration. The amount to be paid to the Contractor as full consideration for the Contractor s services under this Agreement shall be dollars ($ ) (the Maximum Amount ), payable as follows: (b) Vouchers; Voucher Review, Approval and Audit. Payments shall be made to the Contractor in arrears and shall be contingent upon (i) the Contractor submitting a claim voucher (the Voucher ) in a form satisfactory to the College and County that (a) states with reasonable 1

26 specificity the services provided and the payment requested as consideration for such services, (b) certifies that the services rendered and the payment requested are in accordance with this agreement, and (c) is accompanied by documentation satisfactory to the College and County supporting the amount claimed, and (ii) review, approval and audit of the Voucher by the College and/or the County Comptroller or his or her duly designated representative (the Comptroller ). (c) Timing of Payment Claims. The Contractor shall submit claims no later than three (3) months following the College s receipt of the services that are the subject of the claim and no more frequently than once a month. (d) No Duplication of Payments. Payments under this Agreement shall not duplicate payments for any work performed or to be performed under other agreements between the Contractor and any funding source including the College. (e) Payments in connection with Termination or Notice of Termination. Unless a provision of this Agreement expressly states otherwise, payments to the Contractor following the termination of this Agreement shall not exceed payments made as consideration for services that were (i) performed prior to termination, (ii) authorized by this Agreement to be performed, and (iii) not performed after the Contractor received notice that the College did not desire to receive such services. 4. Independent Contractor. The Contractor is an independent contractor of the College or County. The Contractor shall not, nor shall any officer, director, employee, servant, agent or independent contractor of the Contractor (a Contractor Agent ), be (i) deemed a College or County employee, (ii) commit the College or County to any obligation, or (iii) hold itself, himself, or herself out as a College or County employee or Person with the authority to commit the College or County to any obligation. As used in this Agreement the word Person means any individual person, entity (including partnerships, corporations and limited liability companies), and government or political subdivision thereof (including agencies, bureaus, offices and departments thereof). 5. No Arrears or Default. The Contractor is not in arrears to the College or County upon any debt or contract and it is not in default as surety, contractor, or otherwise upon any obligation to the College or County, including any obligation to pay taxes to, or perform services for or on behalf of, the College or County. 6. Compliance With Law. (a) Generally. The Contractor shall comply with any and all applicable Federal, State and local Laws, including, but not limited to those relating to conflicts of interest, discrimination, and disclosure of information, in connection with its performance under this Agreement. In furtherance of the foregoing, the Contractor is bound by and shall comply with the terms of Appendix EE attached hereto and with the County s vendor registration protocol. As used in this Agreement the word Law includes any and all statutes, local laws, ordinances, rules, regulations, applicable orders, and/or decrees, as the same may be amended from time to time, enacted, or adopted. 2

27 (b) Nassau County Living Wage Law. Pursuant to LL , as amended, and to the extent that a waiver has not been obtained in accordance with such law or any rules of the County Executive, the Contractor agrees as follows: (i) (ii) (iii) Contractor shall comply with the applicable requirements of the Living Wage Law, as amended; Failure to comply with the Living Wage Law, as amended, may constitute a material breach of this Agreement, the occurrence of which shall be determined solely by the County. Contractor has the right to cure such breach within thirty days of receipt of notice of breach from the County. In the event that such breach is not timely cured, the County may terminate this Agreement as well as exercise any other rights available to the County under applicable law. It shall be a continuing obligation of the Contractor to inform the County of any material changes in the content of its certification of compliance attached to this Agreement as Appendix L and shall provide to the County and shall provide to the County any information necessary to maintain the certification s accuracy. (c) Records Access. The parties acknowledge and agree that all records, information, and data ( Information ) acquired in connection with performance or administration of this Agreement shall be used and disclosed solely for the purpose of performance and administration of the contract or as required by law. The Contractor acknowledges that Contractor Information in the College and/or County s possession may be subject to disclosure under Section 87 of the New York State Public Officer s Law. In the event that such a request for disclosure is made, the College and/or County shall make reasonable efforts to notify the Contractor of such request prior to disclosure of the Information so that the Contractor may take such action as it deems appropriate. 7. Minimum Service Standards. Regardless of whether required by Law: (a) The Contractor shall, and shall cause Contractor Agents to, conduct its, his or her activities in connection with this Agreement so as not to endanger or harm any Person or property. (b) The Contractor shall deliver services under this Agreement in a professional manner consistent with the best practices of the industry in which the Contractor operates. The Contractor shall take all actions necessary or appropriate to meet the obligation described in the immediately preceding sentence, including obtaining and maintaining, and causing all Contractor Agents to obtain and maintain, all approvals, licenses, and certifications ( Approvals ) necessary or appropriate in connection with this Agreement. 8. Indemnification; Defense; Cooperation. (a) The Contractor shall be solely responsible for and shall indemnify and hold harmless the County, the College and its officers, employees, and agents (the Indemnified parties ) from and against any and all liabilities, losses, costs, expenses (including, without limitation, attorney s fees and disbursements) and damages 3