Texas A&M University - Procurement Services Bid Information Contact Information Ship to Information Bid Owner Patty Allison Buyer I Address Address Email p-allison@tamu.edu Phone (979) 458-2790 Fax (979) 845-3800 Contact Contact Department Department Bid Number 37538655 - PMA Building Building Title Replacement WiMax Gateway Floor/Room Floor/Room (ASN-GW) for Texas A&M Telephone Telephone University Fax Fax Bid Type Invitation-to-Bid Email Email Issue Date 04/03/2013 Close Date 4/19/2013 2:00:00 PM Supplier Information Company Name Contact Name Address Supplier Notes Telephone Fax Email Signature Date / / Bid Notes Texas A&M University,Department of Telecommunications is seeking bids on a Replacement WiMax Gateway (ASN-GW) for Texas A&M University, Main Campus, College Station. ATTENTION BIDDERS: A HUB SUBCONTRACTING PLAN (HSP) MAY BE REQUIRED WITH THIS BID RESPONSE. ALL BIDDERS SHALL CONTACT PATTY ALLISON VIA EMAIL TO: P-ALLISON@TAMU.EDU, BY MONDAY, APRIL 8TH REQUESTING ASSISTANCE WITH COMPLETING THE ATTACHED HSP DOCUMENTS. IT IS IMPERATIVE THAT BIDDERS REALIZE THE COMPLETION OF THESE DOCUMENTS IS TIME SENSITIVE TO MEET THE BID DUE DATE. **** FAILURE TO SUBMIT AN ACCEPTABLE HSP, IF REQUIRED, WILL RESULT IN REJECTION OF YOUR BID. **** Bid Activities Bid Messages Bid Attachments The following attachments are associated with this opportunity and will need to be retrieved separately Line Filename Description Header Attachment A - Insurance REQUIRED INSURANCE COVERAGE Requirements.pdf Header Attachment B - AggieBid DETAILS OF SPECIFICATIONS AND REQUIREMENTS 37538655 - Specifications & Requirements.pdf 37538655 - PMA - Page 1 of 6
Header HSP Form Rev 2-12.pdf HUB SUBCONTRACTING PLAN (HSP) FORM Header HSP Quick Checklist.pdf CHECKLIST FOR COMPLETING THE HSP FORM Header HSP Progress Assessment PRIME CONTRACTOR PROGRESS ASSESSMENT REPORT Report Form (Rev. 10-07).xls Header BidTAMU T&C's.pdf TAMU BID TERMS & CONDITIONS Bid Attributes Please review the following and respond where necessary # Name Note Response 1 BID QUESTIONS Any and all questions related to this Invitation for Bid shall (No Response Required) be submitted in writing via email to Patty Allison, Buyer, at p-allison@tamu.edu. 2 AGGIEBID REGISTRATION Attention All Bidders: In order to respond elecronically (No Response Required) to this bid, login or register as a bidder at link: https://tamuebid.ionwave.net/login.aspx. After logging in, navigate the electronic Invitation for Bid on the AggieBid website through the TABS labeled Event Details, Attachments, Attributes, Line Items, Response Attachments, and Response Submission. If you have any technical problems with the AggieBid website or need assistance submitting your bid electronically, please contact Cindy Gillar at c-gillar@tamu.edu or 979-845-2325. 3 SPECIFICATIONS & REQUIREMENTS See Attachment B - in bid attachments, describing the (Required) details and specifications required for replacing the ASN-GW. Return this signed attachment with your bid response by attaching via Bid Response Attachments. 4 HUB SUBCONTRACTING PLAN (HSP) A HUB Subcontracting Plan (HSP) MAY BE required with (Required) this bid response. ALL BIDDERS SHALL CONTACT PATTY VIA EMAIL BY MONDAY, APRIL 8TH REQUESTING ASSISTANCE WITH COMPLETING THE ATTACHED HSP DOCUMENTS. IT IS IMPERATIVE THAT BIDDERS REALIZE THE COMPLETION OF THESE DOCUMENTS IS TIME SENSITIVE TO MEET THE BID DUE DATE. **** FAILURE TO SUBMIT AN ACCEPTABLE HSP, IF REQUIRED, WILL RESULT IN REJECTION OF YOUR BID. **** It is the policy of the State of Texas and Texas A&M University (Texas A&M) to encourage the use of Historically Underutilized Businesses (HUBs) in our prime contracts, subcontractors, and purchasing transactions. The goal of the HUB Program is to promote equal access and equal opportunity in TAMU contracting and purchasing. Subcontracting opportunities are anticipated for this Invitation for Bid and therefore a HUB Subcontracting Plan (HSP) is required, if your bid response exceeds $100K. Failure to submit a comprehensive, acceptable HSP will be considered a material failure to comply with the requirements of the Invitation for Bid and will result in rejection of the submittal. The HUB Subcontracting Plan shall be submitted with the Invitation for Bid/Request for Proposal response by the date and time specified. BIDDER NOTE: For information regarding the HUB 37538655 - PMA - Page 2 of 6
Subcontracting Plan requirements, contact Patty Allison as stated above. Documents attached are the State of Texas HUB Subcontracting Plan form, HSP Quick Checklist, and Prime Contractor Progress Assessment Report (PAR) form. The State of Texas HSP forms can also be found at the following site: http://www.window.state.tx.us/procurement/prog/hub/hub-forms/. 5 PAYMENT TERMS Texas A&M University pays NET 30 upon receipt of (Required) product and invoice. If your company offers a discount for early payment please indicate in space provided. 6 DELIVERY DATE/TESTED/INTEGRATED Equipment will have to be received, tested, and integrated (Required) (online in our production network) no later than May 31, 2013. Ability to meet or exceed this date will be considered in the evaluation process. Acknowledge our stated need date by typing "Understood" in the space provided. 7 FREIGHT TERMS Quote shipping F.O.B. Destination, Freight prepaid and (Required) included in the cost. If quoting prepaid and added to the invoice, then show best estimate of delivery cost. Texas A&M requests all shipping be F.O.B. Destination with supplier bearing responsibility for any shipping claims that might arise. All equipment must be fully insured against loss or damage during shipment. Please confirm acceptance of freight terms by typing in this field "Acknowledged" or quoting other terms. 8 SUPPORT/HELP DESK What are the hours of operation for the Help or Support (Required) Desk? 9 SHIPPING LOCATION If replacements are shipped overnight, where is the (Required) originating shipping location? 10 INSURANCE REQUIREMENTS The awarded vendor must comply with the Insurance (Required) Requirements referenced in Attachment A and provide Texas A&M University, Department of Procurement Services with a Certificate of Coverage prior to beginning work on campus. Please type "Acknowledged" in the space provided indicating you have reviewed the Insurance Requirements and would be able to provide insurance certificate if your company is awarded this bid. 11 SIGNED DOCUMENTS Will your company require Texas A&M to sign an (Required) agreement, order form or Statement of Work if awarded this bid? If the answer is yes, please submit with your bid response any documents requiring signature in order to review and request approval of signature. 12 WARRANTY The equipment offered must be warranted against (No Response Required) defective materials, workmanship and failures to include all parts and labor, for at least twelve (12) months. If the manufacturer's standard warranty is for a period in excess of twelve (12) months, the standard warranty shall apply. 13 TERMS & CONDITIONS All Terms and Conditions that govern this Invitation for Bid (Required) may be read at http://purchasing.tamu.edu/ssps/suppliers/bids_catalogue_tc.asp. These Terms and Conditions are incorporated as in integral part of the IFB by reference herein and have been included in attachments as Bid TAMU T&C's. Please acknowledge receipt of Invitation to Bid Terms & Conditions by typing in this field "Acknowledged." 37538655 - PMA - Page 3 of 6
14 AWARD CRITERIA Texas A&M University shall award this bid based on, but (Required) not limited to, the following "Best Value" criteria. Texas A&M reserves the right to consider the following, and any other factors deemed relevant to evaluate the offer and determine the Best Value for the University. Please confirm bidder understands award is based upon Best Value by typing in this field "Understood." The Best Value Criteria are: * the purchase price; * meeting specifications, requirements and compatibility as stated in Attachment B; * ability to meet the need date; * insurance requirements per Attachment A; * the reputation of the vendor and of the vendor's goods or services; * the quality and reliability of the vendor's goods or services; * the extent to which the goods or services meet the Texas A&M University s needs/specifications; * the vendor's past relationship/ experience with the Texas A&M University; * delivery requirements and terms; * references; * warranty * any other factors Texas A&M deems relevant. *****Texas A&M University reserves the right to make the decision as to what best meets the specifications and what best suits the needs of the University. Texas A&M must be confident that the needs of the university can be met. Texas A&M's decision is final. *****Texas A&M University reserves the right to accept or reject any or all bids, or any part thereof, and to waive any technicalities or informalities in the bidding process and to make the award on what is considered to be the best value to the university. 15 TERMINATION/CANCELLATION Upon award, any order is subject to cancellation, without (Required) penalty, either in whole or in part, if funds are not appropriated. Texas A&M University reserves the right to immediate cancellation due to non-performance. Texas A&M University reserves the right to cancel with thirty (30) days written notice. Termination of this agreement shall not relieve the vendor of any obligation or liability that has occurred prior to cancellation. Please type in the space provided "Acknowledged", affirming you have read and understand our cancellation policy. 37538655 - PMA - Page 4 of 6
Line Items # Qty UOM Description Response 1 1 EA ASN-GW per specifications in Attachment B. Provide details as needed via literature or in supplier notes to indicate all requirements in specifications are being met. Item Notes: See also Attribute # 3. 2 1 Lot All labor, materials and equipment for the on-site installation of the ASN-GW and assistance in interfacing with existing RuggedCom WiMax Base Stations. Item Notes: Awarded vendor will need to provide certificate of required insurance coverage as noted in Attribute #8. 3 1 YR Year 1-24 X 7 Next Day Replacement Maintenance 4 1 YR Year 2-24 X 7 Next Day Replacement Maintenance 5 1 YR Year 3-24 X 7 Next Day Replacement Maintenance 37538655 - PMA - Page 5 of 6
6 1 YR Year 4-24 X 7 Next Day Replacement Maintenance 7 1 YR Year 5-24 X 7 Next Day Replacement Maintenance 8 1 EA OPTIONAL: Additional Subscriber Licenses Item Notes: Note: Additional licenses may or may not be purchased. 9 1 EA OPTIONAL: Specify the availability of an HA Solution. Item Notes: Provide cost and architecture. NOTE: This item may or may not be purchased. 37538655 - PMA - Page 6 of 6