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AZNet II Top 10 Frequently Asked Questions (FAQs)
1. What is the overall timeline regarding the Request for Proposal (RFP)?
Answer: The target date to release the RFP has been extended to approximately mid to late January 2011. This extended timeframe continues to provide the State with the time needed to allow vendor development of proposals, detailed evaluation and thorough negotiations. The extended release date will not negatively affect transition from the current provider to the new provider(s) when the current AZNet contract expires in January 2012.
2. How will this contract be an improvement from the current contract?
Answer: The goal of this procurement is to provide increased customer satisfaction and increased performance at a cost that is equal to – or lower than – the existing costs for services. The approach for the new contract includes the following elements:
- Utilize best practice sourcing practices (e.g., procurement strategy, requirements, service levels, relationship management)
- Contract with multiple providers who are each a “best of breed” provider within their respective areas of service
- Require the provider to perform a robust equipment refresh
- Create a contract that is focused on outsourcing, non-exclusive, addresses areas of improvement from the existing contract and provides the State with more control
3. I see that there are RFP working groups. What is the objective/purpose of each work group?
Answer: The objective and purpose of each of the work groups is to identify and establish the following:
- Develop defined statements of work that clearly articulate State and provider requirements, division of roles and responsibilities and service levels
- Identify deficiencies with the existing contract and services
- Identify the objectives of the new contract in terms of service, management and performance
- Establish Statewide and Agency requirements
4. I want to discuss workgroup proceedings with colleagues in the workgroups. I have not signed a Non-Disclosure Agreement (NDA). Can they provide me specific information?
Answer: Probably not. In order to legally protect the State and the employees participating in the workgroups from subsequent procurement related issues (civil and criminal), strict confidentiality regarding the forthcoming substance of the AZNET II RFP is essential. Of course, it is understood that employees participating in work groups and the development of the RFP may need to provide status to executives. It is necessary, not only for all individuals participating on these teams, but also for anyone receiving information or participating in discussions to sign a NDA. As a result, you can only share information regarding the workgroup proceedings or other RFP related proceedings to individuals who have signed an NDA. Notify Jack Kelly at TPO if your Director desires specific information and we provide a copy of the NDA to your Director.
5. How is Local Area Network (LAN) being defined?
Answer: For the purposes of the new contract, the LAN will be defined as the network switch (typically located in the wiring closet) that connects the building router with desktop devices (e.g., computers, servers, printers, monitors). The LAN switch does not include desktop devices, the building wiring, LAN switches that interconnect servers within the data center, applications on the desktop or servers, or servers in the data center.
6. In the new contract, how will the provider adjust the per seat charges when/if an Agency downsizes or closes offices?
Answer: The seat services and charges are being structured such that they can be easily adjusted to reflect changing demand. Agencies will only be charged for the number of seats that they utilize. Agencies will be able to lower and raise the number of seats on an as needed basis; changes in charges will be reflected in subsequent invoices. A vigorous and independent billing protocol is being contemplated to provide accountability and a financial consequence for pricing errors caused by the vendor(s).
7. How will Agencies be involved and have input in key contract decisions/ amendments with the new contract?
Answer: We recognize the need for a robust effective governance body that has active representation from the Agencies and TPO. This governance body will be established and tasked with responsibility for addressing contractual, service performance, funding disputes and other issues. This will require a commitment from Agency management to provide the resources to ensure Agencies are staying involved from an overall program and contract perspective.
8. What is a multi-source contract and is the State pursuing it?
Answer: A multi-source contract is the structure whereby you establish independent contracts with “best of breed” providers for each service (e.g., voice, network, cellular). This allows the State to manage contracts independently up to and including termination of a provider contract without affecting the other services.
9. How will service levels be managed to ensure outages/issues at a single office location are measured and resolved per the established Service Level Agreements (SLAs) (i.e., not being managed from an overall State perspective)?
Answer: The statements of work and RFP will include, based on Agency and workgroup input, service levels that minimize the averaging of service level violations so that single office failures are accounted for and dealt with accordingly.
10. How will cost savings be measured from the current to future spend?
Answer: The Finance workgroup has been assembled for this purpose. The workgroup is tasked to develop a financial model of the current contract spend, solicit input and validate the current spend with key stakeholders, map the current spend price points to RFP cost areas within the new contract, and prepare a gap analysis of current spend to proposal pricing responses upon receipt of the RFP responses.
11. Was there any initial network design used as a starting point for AZNet II?
Answer: Yes, the basis for the starting point for the RFP design came from three areas: i) the network that already exists under AZNet I; ii) the incorporation of one of the recommendations from a State working group that cellular be added as part of the future network design; and iii) the realization from operating AZNet I that the LAN must be included in the design to provide a truly converged network. Using this as an initial starting point, the various workgroups are now addressing the needs of the agencies and crafting a future network.
12. What if I feel my agency’s needs and/or input are not being adequately addressed in the workgroups?
Answer: You can express your concerns directly to Lori Boak - the RFP’s Project Sponsor - via e-mail (lori.boak@azdoa.gov) or call her at 602-542-2250.
13. If contract templates are available, should the workgroups have utilized them sooner?
Answer: There was the concern that utilizing templates too early in the process could stifle the requirements gathering tasks, and it also might have been viewed as the consultant or the TPO attempting to direct the RFP’s design. The State’s approach is to adapt templates to the needs of the State, rather than adapting the needs of the State to fit their templates. As a result, the requirements needed to be defined before the templates could be utilized.
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