Clemson University Procurement Services


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Clemson University Procurement Services Bid Information Bid Owner Email Phone Fax

Tammy Crooks Contracting Officer - Info Technology [email protected] (864) 656-0641 (864) 656-2394

Bid Number Title Bid Type Issue Date Close Date

55044402-01 Card Access System RFP 07/31/2015 9/8/2015 2:30:00 PM Eastern

Contact Information

Ship to Information

Address

Address

Contact Department Building Floor/Room Telephone Fax Email

108 Perimeter Road Clemson, SC 29634 Tammy D. Crooks Procurement Services ASB

Contact Department Building Floor/Room Telephone Fax Email

864 (656) 0641 864 (656) 2394 [email protected]

Supplier Information

110 Heisman Street Clemson, SC 29634-4080 Wanda Hendricks Fike Recreation Center

Supplier Notes

Company Name Contact Name Address

Telephone Fax Email Signature

Date

/

/

Bid Notes Clemson University is seeking proposals for Electronic Door Access Management Software System as outlined below and in attached Scope of Work Document under "Attachments" section. You are required to register and login to view complete details and to submit bids.

Bid Activities Date

Name

Description

8/12/2015 9:00:00 AM

Pre-Proposal Conference/Site Visit

A Pre-Proposal Conference/Site Visit will be held at Clemson University, Hendrix Student Center, Room 212, Clemson, SC 29634, on 08/12/2015, 9:00 AM ET. A briefing will be held during this time, and all vendors will then disperse to visit the sites via short walking distance throughout campus. This Site Visit is not mandatory; however, it is strongly preferred that you attend if planning to submit a response.

8/14/2015 4:30:00 PM

Deadline for Receipt of Questions

All solicitation questions must be sent via email to Tammy Crooks at [email protected] no later than 08/14/2015, 4:30 PM ET. Questions must be received by date and time shown.

Bid Messages

Bid Attachments The following attachments are associated with this opportunity and will need to be retrieved separately Line

Filename

Description

Header

Scope of Work 55044402-01.pdf

Detailed Scope of Work/Requirements/Evaluation Criteria and complete instructions for reviewing and submitting your offer

55044402-01 - Page 1 of 8

Header

Section VI - Bidding Schedule_Financial Proposal 55044402-01.xlsx

Section VI, Bidding Schedule/Financial Proposal - includes complete instructions for your Financial Proposal and must be completed and re-attached accordingly.

Header

Appendix A Door Inventory 55044402-01.xlsx

Appendix A - Door Inventory (Excel Spreadsheet)

Header

Appendix B Support IN120 Features - 55044402-01.xlsx

Appendix B - Support IN120 Features (Excel Spreadsheet)

Header

Appendix C Door Catalog 55044402-01.pdf

Appendix C - Door Catalog (.pdf)

Header

Appendix D Door Catalog Floor Color Plan Key 55044402-01.pdf

Appendix D - Door Catalog Floor Plan Key (.pdf)

Header

Appendix E Buildings to be Included in Financial Proposal 55044402-01.xlsx

Appendix E - Buildings to be Included in the Financial Proposal (Excel Spreadsheet)

Header

IMPORTANT_TAX_NOTICE.doc Withholding Requirements for Payments to Nonresidents.

Header

Clemson University Standard Terms of Purchase RevB- 4-1-2011.pdf Clemson_University_Standard_Terms_of_Purchase_RevB-_4-1-2011.pdf

Header

Clemson University Standard Bidding Terms and Conditions RevB- 1-1-20090 Clemson_University_Standard_Bidding_Terms_and_Conditions_RevB-_10-1-2009-1.pdf

Bid Attributes Please review the following and respond where necessary # Name Note

Response

1

Terms & Conditions

You agree to be bound by the terms of the Solicitation ____________________ (Required) which include this document, Clemson University Standard Bidding Terms and Conditions and Clemson University Standard Terms of Purchase (available for reference in the Bid Attachment Section of this package, and/or www.clemson.edu/cfo/procurement/policies/terms.html). You agree to hold Your Offer open for a minimum of sixty (60) calendar days after the Opening Date. We agree to all terms and conditions contained in the bid.

2

Submittal Requirements

Offeror is required to submit a response to the RFP by (No Response Required) submitting two separate files. One file should be the technical proposal and contain no financial/pricing information. This file should address the specific requirements noted in the attached Scope of Work document. The other file should be any financial details. However note, that the financial proposal must be a firm fixed price that must also be entered as one dollar value in the line item below. Not withstanding, should you need to submit a redacted copy of your proposal, you should also attach a copy of the redacted copy of the proposal as described above.

55044402-01 - Page 2 of 8

3

Submitting Redacted Offers

If your offer includes any information that you marked as (No Response Required) “Confidential,” “Trade Secret,” or “Protected” in accordance with the clause entitled "Submitting Confidential Information" in the Bidding Terms and Conditions. In addition, you must also submit one complete copy of your offer from which you have removed or concealed such information ( the redacted copy). The redacted copy should (i) reflect the same pagination as the original, (ii) show the empty space from which information was redacted, and (iii) be submitted in a Portable Document Format (.pdf). Except for the information removed or concealed, the redacted copy must be identical to your original offer, and the Procurement Officer must be able to view, search, copy and print the redacted copy without a password.

4

Submitting your offer or modification

(a) Offers and offer modifications must be submitted by submitting your offer electronically in the Clemson online bidding system (buyWays). (b) If you are responding to more than one solicitation, you must submit separate bids for each solicitation. (c) Facsimile, hardcopy, or e-mail offers, modifications, or withdrawals, are NOT authorized.

(No Response Required)

5

Contradictory Terms

You agree that your bid does not include either modifications to any of this solicitation’s contractual requirements or any other Vendor standard terms and conditions. Doing so may make your bid non-responsive and not considered for award. If you have questions or would like Clemson to consider alternate terms or requirements, you are required to submit questions to the procurement officer prior to the noted deadline requesting Clemson consider such deviations. Clemson is not required to accept changes, but will address changes as necessary with an amendment to the solicitation.

____________________ (Required)

6

Conflict of Interest

If you have any relatives employed with Clemson University, you must provide their names and relations.

____________________ (Optional)

7

Protest - CPO - ITMO Address

Any protest for this solicitation must be addressed to the Chief Procurement Officer, Information Technology Management Office, and submitted in writing (a) by email to [email protected], (b) by facsimile at 803-896-0789, or (c) by post or delivery to 1201 Main Street, Suite 430, Columbia, SC 29201.

(No Response Required)

8

Discount for Prompt Payment

If you offer a discount for prompt payment, provide these terms here.

____________________ (Optional)

9

Award Criteria - Proposals

Award will be made to the highest ranked, responsive and responsible Offeror whose offer is determined to be the most advantageous to the University.

(No Response Required)

10

Public Opening

Offers will be publicly opened at the close date / time at Clemson University/Procurement Services, Administrative Services Building, Silas N. Pearman Boulevard, Clemson, S. C. 29634.

(No Response Required)

11

Opening Proposals - Information not Divulged

In competitive sealed proposals, neither the identity or number of offerors, nor prices will be divulged at opening. [§ 11-35-1530 & R. 19-445.2095(c) (1)]

(No Response Required)

12

Posting of Award

The award for this soliciation will be posted at the (No Response Required) Administrative Services Building, Silas N. Pearman Boulevard, Clemson, S. C. 29634 (as well as at the following website - https://sciquest.ionwave.net/clemson) within 60 working days of bid opening (unless Procurement

55044402-01 - Page 3 of 8

Officer provides otherwise). 13

Illegal Immigration

Do you certify that you fully comply with the applicable ____________________ (Required) requirements of Title 8, Chapter 14 of the South Carolina Code of Laws and agree to provide to the State upon request any documentation required to establish either: (a) that Title 8, Chapter 14 is inapplicable to you and your subcontractors or sub-subcontractors; or (b) that you and your subcontractors or sub-subcontractors are in compliance with Title 8, Chapter 1? Pursuant to Section 8-14-60, "A person who knowingly makes or files any false, fictitious, or fraudulent document, statement, or report pursuant to this chapter is guilty of a felony, and, upon conviction, must be fined within the discretion of the court or imprisoned for not more than five years, or both." You agree to include in any contracts with your subcontractors language requiring your subcontractors to (a) comply with the applicable requirements of Title 8, Chapter 14, and (b) include in their contracts with the sub-subcontractors language requiring the sub-subcontractors to comply with the applicable requirements of Title 8, Chapter 14. [07-7B097-1] (An overview is available at http:/www.procurement.sc.gov)

14

SC Taxes

Do you collect South Carolina Taxes? Do NOT include taxes in your bid price. Valid Responses: [Please Select], Yes, No

____________________ (Required)

15

Bid Acceptance Period

In order to withdraw Your Offer after the 60 days specified above, you must notify the Procurement Officer in writing.

(No Response Required)

16

Shipping Method

Freight/shipping costs MUST be included in bid price. Freight/shipping cannot be added at a later date. If applicable to this bid, is this cost included in your bid price?

____________________ (Required)

17

Iran Divestment Act - Certification:

(a) The Iran Divestment Act List is a list published by the ____________________ (Required) Board pursuant to Section 11-57-310 that identifies persons engaged in investment activities in Iran. Currently, the list is available at the following URL: http://procurement.sc.gov/PS/PS-irandivestment.phtm(.) Section 11-57-310 requires the government to provide a person ninety days written notice before he is included on the list. The following representation, which is required by Section 11-57-330(A), is a material inducement for the State to award a contract to you. (b) By submitting your Offer, you certify that, as of the submittal date, you are not on the then-current version of the Iran Divestment Act List. (c) You must notify the Procurement Officer immediately if, at any time before posting of a final statement of award, you are added to the Iran Divestment Act List.

18

IRAN DIVESTMENT ACT - ONGOING OBLIGATIONS

IRAN DIVESTMENT ACT - ONGOING OBLIGATIONS – as of January 2015 (a) You must notify the procurement officer immediately if, at any time during the contract term, you are added to the Iran Divestment Act List. (b) Consistent with Section 1157-330(8), you shall not contract with any person to perform a part of the Work, if, at the time you enter into the subcontract, that person is on the then-current version of the Iran Divestment Act List. [07-7 A072-1]

____________________ (Required)

55044402-01 - Page 4 of 8

19

TERM OF CONTRACT - OPTION TO RENEW (JAN 2015)

TERM OF CONTRACT - OPTION TO RENEW (JAN ____________________ (Required) 2015): (a) At the end of the initial term, and at the end of each renewal term, this contract shall automatically renew for a period of year(s), month(s), and day(s), unless contractor receives notice that the state elects not to renew the contract at least thirty (30) days prior to the date of renewal. Regardless, this contract expires no later than the last date stated on the final statement of award. (b) Contractor acknowledges that, unless excused by Section 11-57-320, if the contractor is on the then-current Iran Divestment Act List as of the date of any contract renewal, the renewal will be void ab initio. [07-78245-2]

20

Installation / On Site Labor

If Installation or On Site Labor is requested, as part of this ____________________ (Optional) contract, then the contractor agrees to install all items acquired pursuant to this contract and/or shall be required to conduct work at Clemson as part of this contract. The contractor awarded this contract is required to submit an ACORD 25 form prior to commencement of work per Clemson Standard Terms of Purchase (available for reference in the Bid Attachment Section of this package and/or http://www.clemson.edu/cfo/procurement/policies/terms.html). *Failure to maintain insurance and submit this form to University Procurement may result in termination of contract for failing to comply with this requirement.

21

Offshore Contracting

Work that will be performed offshore by the Offeror and/or ____________________ (Optional) its subcontractors must be identified in the Offeror’s response. For the purpose of this solicitation, offshore is defined as outside the 50 States and US territories. Offeror is to include an explanation for the following: (a) What type of work is being contracted offshore? (b) What percentage (%) of the total work is being contracted offshore? (c) What percentage (%) of the total value of the contract is being contracted offshore? (d) Provide a Service Level Agreement (SLA) demonstrating the arrangement between the off-shore contactor and the Offeror. Attach Service Level Agreement to this document or paste here. Data provided by the Offeror in regards to this clause is for information only and will not be used in the evaluation and determination of an award.

22

Recycled Product

Are product(s) made out of, or contain recycled material? A "yes" answer will require a justification. Valid Responses: [Please Select], Yes, No

23

Recycled Product Justification

Offeror shall identify which product(s) is made out of or ____________________ (Optional) contains recycled materials. This information will be used for future research and will NOT be used to determine how contract is awarded.

24

Parking Permit Instructions

All vendors must comply with university parking ____________________ (Optional) regulations. Vendors, Service Contractors and Construction Workers must obtain a visitors permit at the Parking Services Office prior to attending a scheduled pre-bid meeting or a required site visit for bidding purposes. All awarded bidders are required to adhere to the university parking rules and regulations. Costs associated with parking permits must be included in the bid proposal and are the vendors responsibility for paying and arranging for. The Parking Services Office is located at G-01 Edgar Brown Union Clemson, SC 29634. Parking

____________________ (Optional)

55044402-01 - Page 5 of 8

Services is open Monday through Friday from 7:30 until 4:30. If you have additional questions, call 864-656-2270. 25

Discussions and Negotiations - Required

No award will be made to an offeror until after negotiations (No Response Required) have been conducted with that offeror. As provided in Section 11-35-1530, negotiations must begin with the highest ranking offeror; accordingly, submit your best terms from both a price and a technical standpoint. In addition, make sure your offer is responsive; the State will not evaluate or negotiate with a non-responsive offeror, and ordinarily, nonresponsive proposals will be rejected outright without prior notice. The State may elect to conduct discussions, including the possibility of limited proposal revisions, but only for those proposals reasonably susceptible of being selected for award. [11-35-1530(6); R.19-445.2095(I)] If improper revisions are submitted during discussions, the State may elect to consider only your unrevised initial offer, but only if your initial offer is responsive. If a satisfactory contract cannot be negotiated with the highest ranking offeror, the State may elect to conduct negotiations with other offerors. As provided in Section 11-35-1530(8) the State also may elect to make changes within the general scope of the request for proposals and provide all responsive offerors an opportunity to submit their best and final offers. Negotiations may involve both price and matters affecting the scope of the contract, so long as the changes are within the general scope of the request for proposals.

26

Quality - New

All items must be new.

27

Disposal of Packaging

Contractor shall dispose of all wrappings, crating, and (No Response Required) other disposable materials pertaining to this contract at the end of each working day and upon completion of installation.

28

Privacy - Web Services

You agree that any information acquired by you about (No Response Required) individuals or businesses that is available to you as a result of your performance of this contract shall not be retained beyond the end of the term of the contract without the express written consent of the government. Such information shall never be sold, traded, or released to another entity, including affiliates, and shall not be used for any purpose other than performing this contract. Upon request, contractor shall provide written confirmation of compliance with this clause.

29

Warranty

Contractor warrants all items acquired shall conform to all contractors’ representations, the requirements of this contract, and all published documentation.

(No Response Required)

(No Response Required)

55044402-01 - Page 6 of 8

30

ACC Procurement Clause

Potentially, other member schools of the Atlantic Coast (No Response Required) Conference (ACC) may also have access to this Contract if such access is confirmed by the University. The other ACC member schools which may potentially participate are: Boston College, Clemson University; Duke University; Florida State University; Georgia Institute of Technology, North Carolina State University; University of Pittsburgh; Syracuse University; Notre Dame University; University of Louisville; University of Miami; University of North Carolina; University of Virginia; Virginia Tech; Wake Forest University; and Wake Forest University Health Sciences. Participation in this cooperative procurement is strictly voluntary. If authorized by the Offeror, the Contract will be extended to the public bodies indicated above to purchase at the fees in accordance with the terms of the Contract. The Offeror will notify the University in writing of any such institutions accessing the Contract. No modification of the Contract or execution of a separate agreement is required to participate. Participating Universities will place their own orders directly with the Offeror and will fully and independently administer use of the Contract to include contractual disputes, invoicing and payments without direct administration from the University. The University will not be held liable for any costs or damages incurred by any other participating public body as a result of any authorization by the Offeror to extend the Contract. It is understood and agreed that the University is not responsible for the acts or omissions of any ACC member institution accessing the Contract under this section, and will not be considered in default of the Contract no matter the circumstances. Use of this Contract does not preclude any participating public body from using other agreements or competitive procurement processes as required by law.

55044402-01 - Page 7 of 8

Line Items #

Qty

UOM

Description

1

1

LO

Total Firm Fixed Price for all products/services for the Electronic Door Access Management Software System as outlined in attached Scope of Work under "Attachments" Section above $___________ and any other costs involved to complete the base solution. This total must be transferred from "Pricing Summary" tab which may be found in Section VI, Bidding Schedule/Financial Proposal (Excel Spreadsheet) attached under the "Attachments" tab of online bidding system. This total will be used for evaluation purposes. Complete breakdown of pricing must be included in Financial Proposal and attached to online response. Travel, meals, lodging and all expenses must be included. Please note that all Offerors must complete Section VI, Bidding Schedule/Financial Proposal, which may be found under the "Attachments" tab of online bidding system (Excel Spreadsheet). This spreadsheet must be completed and re-attached to online bidding system under "Response Attachments Tab" as part of response along with a complete itemized list of products/pricing as part of Financial Proposal.

Manufacturer:

Response

Manufacturer #:

Item Notes: Please note that all Offerors must complete Section VI, Bidding Schedule/Financial Proposal, which may be found under the "Attachments" tab of online bidding system (Excel Spreadsheet). This spreadsheet must be completed and re-attached to online bidding system under "Response Attachments" tab as part of response along with a complete itemized list of products/pricing as part of Financial Proposal. Supplier Notes:

55044402-01 - Page 8 of 8