REQUEST FOR BID EQUIPMENT BID #05 18 PURCHASE AND INSTALLATION FOR NEW SECURITY SYSTEM SERVER/WORKSTATION FOR THE NORTHWEST ARKANSAS REGIONAL AIRPORT May 01, 2018 1. INTRODUCTION The Northwest Arkansas Regional Airport Authority is seeking proposals for a new Hirsch/Identiv security system servers/workstations for the Airport. This request for bid is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit the Northwest Arkansas Regional Airport Authority (NWARAA) to pay any costs incurred by the bidder in the preparation of this bid. 2. SUBMITTAL DEADLINE Submittals for this contract must be presented no later than 2:00 p.m. on June 01, 2018, to: Northwest Arkansas Regional Airport Authority ATTN: Charles Butcher One Airport Blvd, Suite 100 Bentonville, AR 72712. Bids received after the date and time set for receiving bids will NOT be considered. The NWARAA will NOT be responsible for misdirected bids. Vendor should call the Airport Administration Office at (479) 205-1000 to insure receipt of their bid documents prior to opening date and time listed on the bid form. Eligible proposals will be opened and considered at 2:00 p.m. on Friday, June 01, 2018. 3. CONTRACT AWARD Proposals shall be considered by NWARAA Staff based upon equipment compatibility and cost of procurement and installation. The NWARAA reserves the right to accept or reject any or all bids, waive formalities in the bidding and make a bid award deemed to be in the best interest of the NWARAA. The NWARAA shall be able to purchase more or less than the quantity indicated subject to availability of funds. 1
4. SUBMITTAL REQUIREMENTS All bids shall be submitted on forms provided by the NWARAA with the item bid stated on the face of the sealed envelope. Bidders MUST provide the NWARAA with their bids signed by an employee or officer having legal authority to submit bids on behalf of the bidder. The entire cost of preparing and providing responses shall be borne by the bidder. NWARAA requires the following information be included in the submittal for this contract: 1. Submittal 1 (attached): Bid sheet. Fill out completely and return with submittal. 2. Proof of appropriate licenses and insurance carried by the company required for this equipment by the State and the manufacturer. Please list coverage by types and amounts. Include contractual liability. 6. SPECIAL REQUIREMENTS Final contract shall contain a three (3) year warranty on equipment and installation, with a two (2) year extended warranty as a separate line item. The Bidder shall provide the NWARAA with two copies of all manuals for new equipment. The Bidder will also provide up to four (4) hours of technical support/training for the project. 7. QUESTIONS AND COMMENTARY Inquiries regarding this RFP and resulting contract should be addressed in writing to Charles Butcher, Administrative/Operations Coordinator at the above address no later than Tuesday, May 29, 2018. Inquiries may be faxed to 479-205-1001. Responses shall be in writing. No information exchanged verbally shall be considered binding. 2
NORTHWEST ARKANSAS REGIONAL AIRPORT AUTHORITY INVITATION TO BID/PROJECT SUBMITTAL BID NUMBER: 05-18 Price for Hirsch/Identiv Security System Servers/workstations (Includes a three year warranty): Additional price for a two year extended warranty: TOTAL BID: *Note Total Bid will also include firmware upgrades on existing equipment to Velocity 3.6 SP3.0. Note: NWARA is state of Arkansas Sales Tax Exempt. Any sales tax incurred is the responsibility of the vendor. A contract is included as part of the bid documents, please complete the contract and submit it with this bid invitation form. EXECUTION OF BID Upon the endorsement of this Bid, the bidder certifies that they have read and agreed to the requirements set forth in this bid proposal including specification, terms and standard conditions, any pertinent information regarding the articles being bid, and agree to furnish these articles at the prices stated. UNSIGNED BIDS WILL BE REJECTED NAME OF FIRM: PHONE NUMBER: ADDRESS: CITY: SIGNATURE OF AUTHORIZED PERSON: TITLE: DATE: AR TAX PERMIT NUMBER: STATE: FAX#: 3
1. GENERAL EQUIPMENT BID #05 18 GENERAL PROVISIONS AND REQUIREMENTS It is the intent and purpose of these specifications to secure for the purchaser the necessary equipment and accessories that will be capable of performing in a safe, practical and efficient manner consistent with accepted commercial standards. 2. MATERIALS AND WORKMANSHIP All equipment, materials and workmanship shall be of the highest grade in accordance with modern practice. The equipment supplied will be new and unused except for the necessary testing, calibration and transportation. 3. WARRANTY All items furnished in accordance with these specifications shall be covered by the manufacturer s and/or supplier s standard warranty or guarantee on new equipment. The minimum warranty period on new equipment must be three (3) years. Warranty that will be honored by other than the supplier bidding must be annotated. 4. REQUIREMENTS OF CONTRACT BONDS A PERFORMANCE BOND GUARANTEEING THE PERFORMANCE OF THE WORK AND THE PAYMENT OF ALL LEGAL DEBTS THAT MAY BE INCURRED BY REASON OF THE CONTRACTOR S PERFORMANCE OF THE WORK IS REQUIRED IF THE TOTAL AMOUNT OF THE CONTRACT EXCEEDS $100,000. 5. PARTS AND SERVICE To best service the requirements of the purchaser, it is the intent of these specifications to secure equipment, which can be properly maintained and services without the necessity of stocking an expensive parts inventory or being subjected to long periods of interrupted service due to lack of spare parts. All suppliers submitting proposals must have available a parts and service facility within an area to allow 1 day service on any parts or service needs. The facility shall be staffed with full time technical personnel, as well as order and shipping personnel, during regular business hours and days. 4
NORTHWEST ARKANSAS REGIONAL AIRPORT AUTHORITY SPECIAL TERMS & CONDITIONS THIS REQUEST FOR BID IS NOT TO BE CONSTRUED AS AN OFFER, A CONTRACT, OR A COMMITMENT OF ANY KIND; NOR DOES IT COMMIT THE NORTHWEST ARKANSAS REGIONAL AIRPORT AUTHORITY (NWARAA) TO PAY ANY COSTS INCURRED BY THE BIDDER IN THE PREPARATION OF THIS BID. 1. All bids shall be submitted on forms provided by the NWARAA with the item bid stated on the face of the sealed envelope. Bidders MUST provide the NWARAA with their bids signed by an employee or officer having legal authority to submit bids on behalf of the bidder. The entire cost of preparing and providing responses shall be borne by the bidder. 2. Bids received after the date and time set for receiving bids will NOT be considered. The NWARAA will NOT be responsible for misdirected bids. Vendor should call the Airport Administrative Offices at (479) 205-1000 to insure receipt of their bid documents prior to opening date and time listed on the bid form. 3. The NWARAA reserves the right to accept or reject any or all bids, waive formalities in the bidding and make a bid award deemed to be in the best interest of the NWARAA. The NWARAA shall be able to purchase more or less than the quantity indicated subject to the availability of funds. 4. Each bidder MUST state on the face of the bid form the anticipated number of days from the date or receipt of order for delivery and installation of the completed units to the Northwest Arkansas Regional Airport, Bentonville, Arkansas. 5. Failure to deliver on or before the time specified in the contract may subject the contractor to the payment of damages. 5
EQUIPMENT BID #05 18 MINIMUM REQUIREMENTS 1. PROPOSED EQUIPMENT This is an IGS (Identiv Global Services solution that includes two new Dell PowerEdge R430 Servers, Processor: 2 x Intel Xeon E5-2623 v3 3.30GHz Memory Capacity: 32 GB RAM (2x16) Double Take Virtual Edition allowing for an automatic full HADR VM system setup. This also included 3 Velocity Workstations. This also includes 4 days on site support and install of all components. 2. SPECIFICATIONS The bidder must use part number IGS-JE-17APRIL2018-1 NARA HA DT provided by Hirsch/Identiv to bid on this project. The bidder must also include firmware upgrades on existing equipment to Velocity 3.6 SP3.0. The bidder shall furnish a current letter from Identiv/Hirsch showing partnership and provide Hirsch training certifications for installing technicians. 6
EQUIPMENT BID #05 18 NEW SECURITY SYSTEM SERVER/WORKSTATION BASIC SPECIFICATIONS General Specification Requirements are as follows for the NEW SECURITY SYSTEM/SERVER/WORKSTATION UPGRADE. These are MINIMUM SPECIFICATIONS ONLY and are not limited or restricted to the following. All equipment shall be new and unused and of the Manufacturers Current Model Year and shall include all standard equipment as advertised by the Manufacturer. All equipment listed herein shall comply with Federal and State regulations at the time of delivery. Minimum Warranty period shall be no less than 3 years with a separate line item for additional 2 years. The bidder must use the part number supplied by Hirsch/Idenitv to bid on this project. The bidder must also be a Hirsch/Identiv authorized partner to submit a bid. The Northwest Arkansas Regional Airport Authority (NWARAA) reserves the right to accept the best bid for the NWARAA, and is not required to accept the lowest priced bid. The NWARAA also reserves the right to reject any or all bids and will be the sole judge of what comprises the best and most advantageous equipment to meet the needs of the NWARAA. 7