Indian Health Service - CISCO Enterprise Licensing

Questions & Answers / Clarifications

This document provides clarification on specific aspects of the opportunity, addressing vendor questions regarding licensing, configuration, and security enhancements.

• FLEX Licenses: Clarification is sought on whether to quote for 1 year + 4 option years or a 5-year term for FLEX licenses, including quantities for Prem Calling (800) and CUBE Enhanced (140).
• FLEX Subscription Updates: Ensures all aspects of the new FLEX subscription are correctly updated, covering deployment and configuration for unified communication solutions (Webex Calling, Meetings, Messaging, Teams, Zoom, Webex), integration into existing infrastructure, and validation of license assignments.
• Cisco CUBE Enhanced Services: Confirms the need for deployment and configuration of CUBE for secure SIP trunking. It's noted that a CUBE is already in place. Clarification is also requested on the design and implementation of call routing policies, and the potential need for CUBE redundancy, including questions about adding a second CUBE, its location relative to the existing CUBE, and the router model for a new CUBE (response indicates 'No second CUBE').
• Security Enhancements: Addresses TLS/SRTP configuration and DoS protection. If in scope, a call is needed to discuss the current and desired end states, as this could be a significant undertaking. It is noted that this is not a new setup.

This Q&A may impact proposal preparation by clarifying the scope of licensing, the existing CUBE infrastructure, and the approach to security enhancements. Bidders should pay close attention to the licensing term options and the confirmed absence of a second CUBE.

Questions & Answers / Clarifications

This document provides clarification and responses to questions regarding a solicitation for Cisco enterprise licensing and associated services, specifically focusing on Cisco Flex Plan Enterprise (Unified Communications) and Cisco Unified Border Element (CUBE).

• Core Products: The RFQ is primarily for Cisco enterprise licensing and services, including Cisco Flex Plan Enterprise (covering CUCM, Webex Calling, Webex Meetings, Webex Messaging) and Cisco Unified Border Element (CUBE).
• CUBE Details: Further information is needed on the number, model, and specific functions of CUBE routers, including confirmation of SIP PSTN usage.
• Software Upgrades: The requirement is not to upgrade the existing environment but to provide Cisco Unified Call Manager (CUCM) and CUBE Enhanced services for a newly installed/upgraded CUCM Phone System. It is confirmed that the system is already upgraded.
• Support Agreements: A 1-year software/hardware support is tied to the initial CUCM upgrade, followed by a five-year software support agreement covering monitoring, maintenance, updates, patch management, and feature upgrades.
• Migration Services: Migration from existing phone/UC systems involves verifying licenses are in the correct virtual account for Cisco Flex Plan (not software upgrades) and a new install for Cisco CUBE. Testing and validation post-migration with minimal disruption are required.
• Deliverables: Explicit deliverables include a project plan, Flex Plan setup report, configured CUBE solution, technical documentation, user/administrator training (specifically for CUBE configuration and monitoring), and a final completion report.

This Q&A document clarifies the scope of services, software requirements, support, and deliverables, which may impact how bidders prepare their proposals and quotes. It specifically addresses ambiguities regarding upgrades and the extent of CUBE implementation.

Questions & Answers / Clarifications

This document, labeled "Question #2," requests specific information from potential bidders to facilitate the creation of a CCW-R Quote.

Bidders are asked to provide the following details:

• Serial numbers, instance ID numbers, or contract numbers.
• Service level (e.g., SNT, SNTP, EMCU).
• Duration or co-term end date (specified as "Annual").
• Complete end user/install site information, including Company name and full address: Indian Medical Center, 516 E. Nizhoni Blvd., Gallup, NM 87301.
• Preferred Bill to ID, if available (specified as "IPP").
• Smart Account information, if available.

This information is crucial for vendors to accurately prepare and submit their quotes for the opportunity.

Questions & Answers / Clarifications

This document provides a response to a vendor's question regarding end-user information and specific Cisco product SKUs required for quoting.

• End User Information: The government has provided the following details for the end user:
  • Name: Clarissa John
  • Email: Clarissa.john@ihs.gov
  • Phone: 505-726-8664
  • Installation Address: 516 E. Nizhoni Blvd. Gallup, NM 87301
• Cisco SKUs for Quoting: The following Cisco products and quantities are required:
  • Cisco Flex Plan Enterprise-Wide Calling On Premise Licenses: 3200ea
  • Cisco Flex Plan Cube Enhanced license - trunk session: 560

This clarification provides specific details necessary for bidders to accurately prepare their quotes, particularly concerning the end-user contact and the exact Cisco products and quantities to be priced.

Questions & Answers / Clarifications

This document provides a response to a vendor's question regarding end-user information and Cisco SKUs required for quoting.

• End User Information: Clarissa John, with email Clarissa.john@ihs.gov, phone 505-726-8664, and installation address 516 E. Nizhoni Blvd. Gallup, NM 87301.
• Cisco SKUs:
  • Cisco Flex Plan Enterprise-Wide Calling On Premise Licenses - hosted: 3200ea
  • Cisco Flex Plan Cube Enhanced license - trunk session hosted: 560

This clarification provides specific details necessary for vendors to accurately quote the required Cisco licenses and identify the end-user contact information.

Form / Attachment / Pricing Sheet

This document is the "Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form." It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Economic Enterprise" as required by the Buy Indian Act. This form is to be submitted in response to a Sources Sought Notice, Request for Information (RFI), or Solicitation.

• Eligibility Criteria: Offerors must certify that their enterprise meets the definition of an "Indian Economic Enterprise" throughout the solicitation response period, contract award, and the full contract performance period.
• Notification Requirement: Contractors must immediately notify the Contracting Officer in writing if they no longer meet eligibility requirements at any point during these periods.
• Documentation: Contracting Officers may require documentation of eligibility before awarding Buy Indian Act set-aside or sole source contracts.
• Registration: Successful offerors must be registered with the System of Award Management (SAM).
• Penalties: False or misleading information is a violation of law, punishable under 18 U.S.C. 1001, and false claims are subject to penalties under 31 U.S.C. 3729-3731 and 18 U.S.C. 287.
• Representation Section: Requires the offeror to check a box indicating whether they represent that their offer does or does not meet the definition of an "Indian Economic Enterprise" with "Indian Ownership."
• Required Fields: Name of Federally Recognized Tribal Entity, Name of the 51% owner of IEE Firm, Business Name, DUNS Number, Certifying Signature, and Print Name.

This form is critical for any bidder intending to claim status as an "Indian Economic Enterprise" to be eligible for contracts awarded under the Buy Indian Act. Bidders must accurately complete and submit this form, ensuring they meet the defined criteria and understand the ongoing obligations and potential penalties associated with this self-certification.

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation for commercial items, specifically for Cisco Enterprise Licensing for the Gallup Indian Medical Center. It constitutes the only solicitation, and no written solicitation will be issued. The acquisition is a Buy Indian Set-aside under NAICS code 541519, with a small business size standard of 150 employees.

• Cisco Unified Call Manager (CUCM) – Flex Plan Enterprise and CUBE Enhanced services.

• Software and current OS server applications for CUCM.

• 1-year software/hardware support agreement for the CUCM upgrade.

• Licensing management for Cisco Flex Plan Enterprise Agreement.

• Deployment and configuration of Flex licensing (including Webex Calling, Meetings, Messaging) and integration into existing infrastructure.

• Deployment and configuration of Cisco Unified Border Element (CUBE) for secure, reliable SIP trunking.

• Migration from the existing system to Cisco Flex Plan and/or CUBE.

• 24/7 monitoring and technical support for Cisco Flex Plan and CUBE services.

• Regular health checks and performance tuning.

• Software updates, patch management, and feature upgrades.

• Project plan and schedule.

• Cisco Flex Plan Enterprise setup and activation report.

• Fully configured and operational Cisco CUBE solution.

• Documentation of all configurations, policies, and procedures.

• Comprehensive user and administrator training.

• Final project completion report and sign-off.

• Contract type: Not explicitly stated, but implied to be a fixed-price contract for commercial items.

• Period of Performance: One base year and four option years (06/02/26 - 06/01/2031).

• Estimated Value: Not stated.

• Quotes are being requested.

• Evaluation Factor: Lowest Price Technically Acceptable (LPTA).

• Offerors must include a completed copy of the provision at 52.212-3 Offeror Representations and Certifications.

• Key Deadlines: Offers are due May 14, 2026, by 12:00 PM EDT.

• Buy Indian Set-aside.

• Offers are solicited only from Indian Economic Enterprises (IEE) that are also small business concerns.

• Attachment A SOW is referenced for more details.

• Contact for questions: Carlton Taylor, Contract Specialist (carlton.taylor@hhs.gov or (301) 348-3490).

Form / Attachment / Pricing Sheet

This document is a pricing sheet detailing the estimated quantities and types of Cisco licenses required for the GIMC CISCO Enterprise Licensing opportunity. It outlines the specific products and their associated quantities for the base year and four option years.

• Base Year: Includes quantities for "CISCO Collaborative Flex Plan Enterprise-Wide Calling (On-Prem license-hosted)" (800 units) and "CISCO Collaborative Flex Plan CUBE Enhanced - License 1 trunk Session" (140 units).
• Option Years 1-4: Each option year mirrors the quantities specified for the base year.
• Line Items: Clearly separates the base year from the option years.
• Shipping and Taxes: Placeholder lines for these costs are included.
• Total Estimated Amount: A final line item for the total estimated cost.

This pricing sheet is crucial for bidders to understand the scale and nature of the licensing requirements. It provides the quantities needed for each license type over a potential five-year period (base year + 4 option years). Bidders will use this information to formulate their pricing proposals, ensuring they accurately quote for the specified Cisco licenses and associated services.