INSTRUCTION FOR COMPLETING COMPETITIVE SOLICITATION ACKNOWLEDGEMENT FORMS

Transcription

1 INSTRUCTION FOR COMPLETING COMPETITIVE SOLICITATION ACKNOWLEDGEMENT FORMS The Competitive Solicitation Acknowledgement Form must be completely filled in. This may be done on line then printed or you may print then fill in with pen or typewriter. PLEASE NOTE: IF THIS IS NOT COMPLETED IT MAY BE GROUNDS FOR REJECTING YOUR SOLICITATION. NOTICE TO RESPONDERS: Responders must or Fax Verification of Receipt of Competitive Solicitation. E- Mail Mary Ward at or Fax Attention: Mary Ward, (850)

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4 I. GENERAL Florida State University 500KVA Mitsubishi UPS System for the NWRDC INVITATION TO BID ITB Purchasing Specifications and Requirements Florida State University on behalf of Northwest Regional Data Center is inviting bids from qualified firms to provide and 500KVA UPS for redundant battery backup support in the event of a failure of the existing 400KVA UPS system. The duel UPS configuration will support computer room operations located at 2048 East Paul Dirac Drive, Tallahassee, Florida. II. DEFINITIONS Purchaser: Florida State University hereafter referred to as FSU on behalf of Northwest Regional Data Center, hereinafter referred to as NWRDC. Vendor: The bidder who submits the successful bid and receives a purchase order from the Florida State University based on and incorporating the terms, conditions and prices listed in this solicitation. ITB: Invitation to Bid. III. SPECIAL CONDITIONS 1. Submission of Mandatory Forms: Bidders are required to return the ITB Acknowledgment Form with their bid. A representative who is authorized to contractually bind the Bidder shall sign the Acknowledgment Form. 2. Any addenda issued by FSU/NWRDC to participating Bidders shall include an Addenda Acknowledgment Form. This form shall be signed by a company representative, dated and returned with the ITB response. Failure to return an Addenda Acknowledgment Form for any and all addendum issued for this ITB may be grounds for rejection of that bid. 3. Bidders shall submit their bids on or before the date and time indicated in the area entitled Calendar of Events in the ITB, with all Cost and Service Quotes sealed in a clearly identified envelope, to the address listed on the ITB Acknowledge Form. 4. Bidders shall submit all costs and services proposed in the format specified. 5. In accordance with s (3) (m), Florida Statutes, public review of responses to a competitive solicitation maybe denied until the notice of a decision is posted or until the notice of a decision is posted or until 10 days after the competitive solicitation display, whichever occurs first.

5 6. No negotiations, decisions, or actions shall be initiated or executed by the Bidder as a result of any discussion with any NWRDC or FSU employee. Only those communications which are in writing from the FSU Purchasing Department shall be considered as a duly authorized expression on behalf of NWRDC. Also, FSU/NWRDC will recognize only communications from Bidders which are signed and in writing as duly authorized expressions on behalf of the Bidder. 7. A bidder s written submission in response to the ITB shall be considered as the bidder s formal offer. The content of the ITB, the bidder s submission in response to the ITB, and resulting purchase order, shall be considered the entire agreement between the successful bidder and FSU/NWRDC. 8. Bidders shall examine the ITB to determine if the FSU/NWRDC requirements are clearly stated. If there are any requirements which are too vague or restrict competition, the bidder may request, in writing, that the specifications be changed. A bidder who requests changes in the specifications must identify the FSU/NWRDC specifications; must provide detailed justification for the change, and must provide a recommended change to the specification. Requests for changes must be received in the Purchasing Department by the close of the business day, not later than the entry noted in the Calendar of Events area of this ITB. A bidder s failure to request changes by the permissible date shall be considered acceptance of the FSU/NWRDC specifications. FSU/NWRDC reserves the right to determine which changes to the ITB shall be acceptable to FSU/NWRDC. If required, FSU/NWRDC shall issue an addendum reflecting the changes to the ITB. This addendum shall be posted on the FSU Purchasing Web Site ( in order that each bidder is given the opportunity to review requested changes and the FSU responses. Said specifications shall be considered FSU/NWRDC s minimum mandate requirements. Any protest based on the specifications must be delivered to the FSU Purchasing Department no later than the close of the business day for that event listed in the Calendar of Events area of this ITB. 9. The absolute deadline for receiving sealed bids is listed in the Calendar of the Events area of this ITB. 10. The completed proposal must be delivered to the Purchasing Department, Florida State University, A1400 University Center, Tallahassee, Florida Delivery to any other point on or off campus is not acceptable and shall be grounds for rejection of the bid. The ITB number shall be clearly indicted on the outside of any packaging. 11. A Solicitation Tabulation which serves as the Notice of Award will be posted on the FSU Purchasing website ( ) for review by interested parties at the University Purchasing Department on or before 4:30 p.m. on the day noted in the Calendar of Events area of this ITB. Failure to file a protest within the time prescribed under Rule 6C (3) FAC, and waiver of proceedings under Section (3), (b), F.S. 2

6 12. In addition to the requirements of Paragraph (9) titled Awards on the attached Request for Bid Acknowledgment FSU/NWRDC shall not be liable to pay for information obtained from or through any bidder prior to issuing the purchase order to the successful Bidder. Any bid which fails to meet the mandatory requirements stated in the ITB shall be rejected. Any proposal that does not comply with the functional, cost or contractual requirement in the ITB shall be rejected. FSU/NWRDC reserves the right to waive minor irregularities in bids, providing such action is in are defined as those that have no adverse effect FSU/NWRDC s interest, will not effect the amount of the bid and will not give a bidder an advantage or benefit not enjoyed by another bidder. 13. Each bid shall be prepared simply and economically, providing a straight forward, concise delineation of the Bidder s capabilities to satisfy the requirements of the ITB. Fancy binding, colored display and promotional material are not desired. However, technical literature, drawings, and pictures of proposed equipment should be included in the bid. Emphasis in each bid must be on completeness and clarity of contents. In order to expedite the evaluation of proposals, it is essential that bidders follow the format and instructions contained herein. 14. Deleted 15. In accordance with Florida Statutes, Sections (3)(b) and (5), vendors providing goods and services to an agency should be aware of the following time frames. Upon receipt, an agency has five (5) working days to inspect and approve the goods and services, unless the proposal specifications, purchase order or contract specifies otherwise. An agency has 20 days to deliver a request for payment (voucher) to the Department of Banking and Finance. The 20 days are measured from the latter of the date the invoice is received or the goods or services are received, inspected and approved. If a payment is not available within 40 days, a separate interest penalty of percent per day will be due and payable, in addition to the invoice amount, to the vendor. The interest penalty provision applies after a 35 day time period to health care providers, as defined by rule. Interest penalties for less than one (1) dollar will not be enforced unless the vendor requests payment. Invoices which have to be returned to the vendor because of vendor preparation errors will result in a delay in the payment. The invoice payment requirements do not start until a properly completed invoice is provided to the agency. A vendor ombudsman is available as an advocate for vendors who may be experiencing problems in obtaining timely payment(s) from a state agency. The vendor ombudsman may be contacted at (850) or by calling the State Comptroller's Hotline, The successful Bidder shall allow public access to all documents, papers, letters or other material subject to the provisions of Section , F.S.and made or received by him/her in conjunctions with the purchase order resulting from this 3

7 ITB. Refusal by the successful Bidder to allow such public access shall be grounds for cancellation of the purchase order by FSU. 17. Any amendments, alterations or modifications to the purchase order resulting from this ITB must be by change order issued by the Purchasing Department. The validity, construction, and effect of the purchase order shall be governed by the laws of the State of Florida. The University, as an agency of the State of Florida, is entitled to the benefits of sovereign immunity including immunities for taxation. 18. Under no circumstances shall the successful Bidder assign to a third party any right or obligation of successful Bidder pursuant to this proposal without prior written consent of FSU/NWRDC. If the successful bidder is, or during the term of the purchase order resulting from this ITB becomes, an individual on the payroll of the State of Florida, successful Bidder represents that he or she has complied with all applicable provisions in the Florida Statutes and Florida Administrative Code regarding outside or dual employment and compensation. 19. Any purchase order resulting from this ITB will be governed by and under the jurisdiction of the Law and Rules of Florida and any provisions in conflict there with shall be void and of no effect. 20. In the event of extension error(s) the unit price will prevail and the bidder's total offer will be corrected accordingly. In the event of addition errors, the extended totals will prevail and the bidder's total offer will be corrected accordingly. Bidder's must check their proposal for any such errors and state the discount(s) where applicable. 21. The Bidder's point of contact for all matters relating to the ITB is Dan Bull, Florida State University Purchasing Department, A1400 University Center, Tallahassee, Florida , Voice (850) , FAX (850) or dbull@admin.fsu.edu. Written questions on this ITB must be submitted to Dan Bull. All requests for information must be in writing, and can be submitted by either letter, fax, or . Questions must be received by the date listed for that event in the Calendar of Events. After that date no queries regarding the bid will be accepted. Each Bidder shall identify in its submittal the single point of contact for all matters relating to the response. 22. Sealed bids will be accepted until the date and hour listed in the Calendar of Events, at the Florida State University Purchasing Department, A1400 University Center, Tallahassee, Florida , at which time a public opening will take place. All bids shall be identified with the bid number clearly indicated on the outside of the parcel the proposals in which the parcel arrives. Bids received after that date and time will be rejected. 23. The following Special Condition supersedes General Condition Number 21, titled "Liability": 4

8 Vendor's entire liability and FSU/NWRDC's exclusive remedy shall be as follows: In all situations involving performance or non-performance of equipment furnished under this agreement, FSU/NWRDC's (the Buyer) remedy is: (a) the adjustment or repair of the equipment or replacement of its parts by Vendor, or, at Vendor's option, replacement of the machine (b) if, after repeated efforts, Vendor is unable to install the equipment or replacement equipment, model upgrade or feature in good working order, or to restore it to good working order as warranted, FSU/NWRDC shall be entitled to recover actual damages to the limits set forth in this provision. For any other claim concerning performance or non-performance by Seller pursuant to, or in any other way related to the subject matter of, this Agreement or any order under this Agreement, FSU/NWRDC shall be entitled to recover actual damages to the limits set forth in this provision. Vendor's liability for damages to FSU/NWRDC for any cause whatsoever, and regardless of the form of action, whether in contract or in tort including negligence, shall be limited to the greater of $100,000 or the purchase price stated herein for the specific machines that caused the damages or that the subject matter of, or are directly related to the cause of action, the foregoing limitation of liability will not apply to: (a) the payment of cost and damage awards pertaining to patent and copyright indemnity, or to (b) claims for reprocurement costs or the cost of cover pursuant to Rule 6C (23) of the Florida Administrative Code (c) claims for personal injury or damage to real or personal property caused by Seller's tortuous conduct. Vendor shall hold and save FSU/NWRDC harmless for any and all suits and judgments against the State for personal injury or damage to real or personal property caused by Vendor's tortuous conduct in the performance of this Agreement provided that: (a) (b) (c) FSU/NWRDC promptly notifies the Vendor in writing of any claim, and Vendor shall be given the opportunity, at its option, to participate and associate with FSU/NWRDC in the control, defense and trial of any claim and any related settlement negotiations and, provided further, that with respect to any claim, or portion thereof, for which Vendor agrees at the initiation of such claim that vendor shall save and hold FSU/NWRDC harmless, Vendor shall have the sole control of the defense, trial and any related settlement negotiations, and FSU/NWRDC fully cooperated with vendor in the defense of any claim. In no event, however, will Vendor be liable for: 5

9 (a) any damages caused by the FSU/NWRDC s failure to perform FSU/NWRDC's responsibilities, or for (b) any lost profits or other consequential damages, even if Seller has been advised of the possibility of such damages, or for (c) any claim against FSU/NWRDC by any other party except as provided in the hold harmless provision of the preceding paragraph of this provision and except as provided in the entitled or non-performance or equipment located outside the United States or Puerto Rico. Any exceptions to the terms and conditions listed in this document must be indicted at the time of the response and included in the response. These are the standard terms and conditions the Florida State University operates under and any suggested changes must be reviewed by our legal council and may be rejected. 6

10 NWRDC/FSU Invitation to Bid Purchase of 500kVA UPS System FSU on behalf of NWRDC is accepting bids for the purchase of an Uninterruptable Power Supply (UPS) system to replace an existing Mitsubishi 9800A 225kva UPS. 1) System Requirements: The requirements listed below shall serve as the minimum acceptable requirements for the physical UPS system, and all necessary workflow items. Vendors should construct their proposals to clearly address each element listed below. A) Overall System Functionality: The UPS must be capable of providing interim power to the raised floor areas of the NWRDC facility in the event of a failure by the primary UPS system until the backup generators start. B) Mechanical Installation: The vendor must remove the existing 225Kva UPS and install the new 500KvaUPS on an existing concrete pad. C) Minimum UPS System Configuration: The following shall be considered the minimum specifications for the proposed UPS system. D) UPS Unit Specifications Unit must be a Mitsubishi 500kVA three phase Uninterruptible Power Supply with the following features and characteristics: o AC input voltage 480V (three-phase) o AC bypass voltage 480V (three-phase) o AC output voltage 480V (three-phase) Network Interface Card for remote monitoring Maintenance bypass interlock interface ETL listed to UL 1778 standard, CSA22.2, No E) Battery Power Pack Specifications Must be rated for a minimum of 5 minutes at full load Battery cabinet to include a circuit breaker to isolate battery during maintenance Utilize valve regulated lead acid battery cells in flame retardant cases ETL listed to UL 1778 standard, CSA22.2, No F) Maintenance Bypass Panel board Specifications Three breaker 350 Amp Wall mounted panel board Copper main bus 80% rated Standard Interrupting Key Interlock System UL 67 listed 2) Warranty Information: Vendor is to provide documented warranty information on the 7

11 previously specified equipment. Non-Proprietary Post-Warranty Service It is NWRDC s intent to maintain post-warranty service options for any equipment sourced under this ITB. As such, the Supplier affirms that all equipment presented to NWRDC will not require any proprietary software, dongles, access mechanisms, technical documentation, and/or tools for properly diagnosing, servicing, and calibrating this equipment. In the event that such items are required, the Supplier agrees to provide these items free of charge to NWRDC or its designated service provider. Furthermore, the Supplier agrees to provide these items free and clear of any tying agreements including, but not limited to, licensing fees, training, or any item whatsoever. In addition, the Supplier agrees to notify NWRDC of any post-purchase field modifications and or firmware upgrades for equipment sourced under this ITB. This notification will be provided to NWRDC free of charge, and will not be tied in any way to any post-warranty service contract, or any item whatsoever. During the initial warranty period, the Supplier agrees to execute these modifications and upgrades free of charge. The Supplier further agrees to execute these modifications and upgrades free of charge following the initial warranty period, if it improves equipment performance, reliability, or safety. No modifications covered under this section will be tied in any way to postwarranty service contracts, or any item whatsoever. The Supplier agrees to provide NWRDC or its designated service provider access to parts necessary to provide post-warranty service on equipment sourced under this ITB. These items will be provided in a timely fashion, at prices comparable to those of other manufacturers for equivalent type items. 3) Installation, Training and Documentation: The successful bidder must provide installation and training to the full satisfaction of NWRDC. Testing will be conducted until everything is functional. Vendor will provide at least two complete sets of system and equipment reference manuals and documentation upon receipt of awarded contract (including all operation manuals) Vendor should include a detailed project plan for the installation with proposal, including names and position titles of all vendor staff who will be involved in the process. 4) Vendor Requirements: The vendor/manufacturer will guarantee the following requirements: Installation will take place at a mutually agreed upon date and time between selected vendor and NWRDC. Installation will include complete system startup and battery installation. All equipment UPS and electrical components will be serviced, supported, installed, and trained by the company to which NWRDC/FSU purchases the equipment The vendor/manufacturer will perform installation, setup, testing, and training The vendor/manufacturer will be able to provide all parts and supplies needed to operate and service the equipment 8

12 All technicians must be trained employees of the vendor, sub contractors are not acceptable Provide a description of your organization including the size of your company, number of employees, location, and years of experience. Describe escalation procedures NWRDC/FSU would take to resolve any service or billing issues The vendor must remove all construction debris from the NWRDC facility including any hazardous materials that may be generated by removing or altering components. 5) Service / Maintenance Agreements: Please provide information regarding your service structure such as how many technicians are available, where they are located, how calls are handled, etc. Provide your companies service agreement terms and conditions. 6) Additional Optional Equipment: Vendor may list optional equipment offered that may enhance the operation of the UPS backup systems. 7) System Cost: : The Vendor must submit firm prices for all hardware, software, maintenance, services, or other chargeable items associated with this Request for Proposals. Vendor must definitively specify feature set provided for the specified price. All no-cost warranty periods must be clearly identified. Price of the system shall include all shipping and handling charges for delivery, F.O.B. destination, installation, and training. Maintenance prices must be firm over the initial contract period. Price quotations must be in the following format: 1. Purchase price of the proposed UPS unit, to include all hardware, physical installation, training, and other requirement as specified herein. Where possible, give a component breakout showing itemized pricing with subtotals and a grand total for the entire project. 2. Separate purchase price of optional equipment, and/or services that are not required to meet the specifications listed herein, but could enhance the ability of the system to meet the needs of NWRDC electrical backup systems. 3. Price of maintenance and services, as specified herein. Rates for after-hour services and other services not included in the required maintenance plan must be delineated. NWRDC would like to review two options: Option One) Service agreement will be all-inclusive to fully cover all parts, repairs, and preventative maintenance as well as covering technicians travel expenses to our site. Option Two) Service agreement will be for an as needed, on call bases. Detail hourly technician rates for on-site visits. Also include rates for telephone technician support. 9

13 Pricing: 1) $ 2) $ 3) Option 1) $ Option 2) $ 8) Calendar of Events: Listed below are the important actions and date/time by which the actions must be taken or completed. If FSU/NWRDC finds it necessary to change any of the dates/times, it shall be accomplished by an addendum to the ITB. ITB posted 9/18/2008 Last day to receive written inquiries 9/24/2008 Response to written inquiries issued 9/26/2008 Last day to protest specifications 9/30/2008 Proposals due/open 3:00 PM 10/3/2008 Notice of Award posted 10/7/2008 Seventy-two hr Notice of Award period ends 10/10/