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Closing Date: 12 Nov 2013 04:00 PM PST Time Left: 29 days, 1 hour, 30 minutes, 7 seconds Inquiry Details The information contained below is the detailed summary of the event. Please thoroughly review all the information contained within. If you would like to participate in this event please register as a new supplier or log in from the Top Right on the screen. Bid Type:
Sealed RFP
Number:
RFP# UCM1060KM
Project:
UC Merced
Sub Project:
IT_PSA_ICA
Status:
Open
Public Description:
Network Equipment for UC Merced
Company:
UC Merced
Owner(s):
Karen Meade ;Terry Thun
Bid Release Date:
Fri, 11 Oct 2013 22:00:00 GMT
Bid Open Date:
Fri, 11 Oct 2013 22:01:00 GMT
Conference Date:
N/A
Conference Location: Deadline for Questions:
Tue, 22 Oct 2013 06:59:00 GMT
Bid Close Date:
Wed, 13 Nov 2013 00:00:00 GMT
Phase I Evaluation:
N/A
Phase II Evaluation:
N/A
Award N/A Recommendation: Propose Board Approval:
N/A
Sealed Bid Opening Date:
Wed, 13 Nov 2013 00:01:00 GMT
Bid Option:
Allow Supplier to Upload Attachments
Mandated Bidding Currency:
USD
Mandated Payment Term:
Net 30 from Receipt of Invoice
Commodity Code:
43: Information Technology Broadcasting and Telecommunications
Contact Person:
Karen Meade
Email:
[email protected]
Phone Number:
209-228-4611
Fax:
209-228-2925
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Description:
UNIVERSITY OF CALIFORNIA, MERCED
REQUEST FOR PROPOSAL
ISSUE DATE:
October 11, 2013
RFP NO:
UCM1060KM
DUE DATE:
November 12, 2013
TIME:
4:00 p.m. (PT)
Proposals must be received by the due date and time to be considered.
All qualified, interested vendors are invited to submit proposals for:
Network Equipment
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for the
UC Merced Campus
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TABLE OF CONTENTS 1 RFP Background and Intent 1.1 Organizational Context 1.1.1 University of California 1.1.2 University of California, Merced 1.2 Intent 1.2.1 Contract Term 1.2.2 Optional Renewal Term(s) 2 Instructions to Bidders 2.1 Issuing Office and University Contact 2.2 Schedule of Events 2.3 Proposal Receipt 2.4 Bidder Questions 2.5 Restriction on Communications 2.6 Proposal Format and Required Submittals 2.7 Joint or Partnering Bids/Proposals 2.8 Bidder Representation 2.9 Simplicity of Preparation 2.10 Complete Proposals 2.11 Specifications 2.12 Amendments to RFP before Due Date 2.13 Firm Proposals 3 Specifications 3.1 Current Technical Architectures 3.1.1 General and Core Layer 3.1.2 Physical Architecture Core to Buildings - Distribution Layer 3.1.3 Physical Architecture Building Core to Data Rooms - Access Layer 3.1.4 Port Specifications in use 3.1.5 Network Management 3.2 Design Overview
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3.2.1 Topology and physical media 3.2.2 Network characteristics 3.2.3 Other locations 3.3 Detailed design information 3.3.1 Telecom building 3.3.2 Campus Core Switches 3.3.3 Science and Engineering 1 Building 3.3.4 Science and Engineering 2 Building 3.4 Requirements for Proposed Solutions 3.4.1 Required Specifications for CORE Devices 3.4.2 Required Specifications for Distribution and Access-Layer devices 3.4.3 Port Counts in Campus Buildings 3.5 Monitoring 3.6 Design 3.7 Vendor Products, Resources and Support 3.7.1 Software 3.7.2 Hardware 3.7.3 Vendor Support 3.7.4 Implementation Services 4 Bidder Qualification Information 4.1 Minimum Qualifications 4.2 Vendor Profile 4.3 Experience and Reference Information 4.4 Post-Qualification and Vendor Site Visit 5 Standard Terms and Conditions 5.1 General 5.2 Data Security 5.3 University of California Employees 5.4 Conflict of Interest 5.5 Ethics 5.6 University’s Right to Reject or Modify 5.7 Supplemental Terms and Conditions/Modifications
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5.8 Form of Agreement 5.9 Performance Standard 5.10 Marketing References 5.11 Disclosure of Records 5.12 Audit Requirement 5.13 Insurance 5.14 Price Reasonableness 5.15 Warranty Period 5.16 Terms Included and Order of Precedence 5.17 Post-Qualification 5.18 Termination of Agreement 5.19 Oral Presentations 6 Special Terms and Conditions 6.1 Harmful Code 6.2 Source Code Escrow 6.3 Software Acceptance 6.3.1 Definitions 6.3.2 Acceptance Testing 6.3.3 Continuance of Performance Testing Period 6.3.4 Failure to Meet Standard of Performance 6.4 Business Termination 6.5 Configuration Warranty 6.6 Proprietary Rights Indemnity 7 Method of Award 7.1 Proposal Evaluation Method 7.2 Evaluation Criteria 7.3 Selection of Finalists 7.4 Contract Award 7.5 Contract Award in Best Interest 8 Cost Sheet 8.1 Price Quotation 9 Bidder Certification/Signature Page
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10 Attachments UNIVERSITY OF CALIFORNIA APPENDIX “A” (TERMS AND CONDITIONS FOR PURCHASE) UNIVERSITY OF CALIFORNIA APPENDIX “DS” (DATA SECURITY ) UNIVERSITY OF CALIFORNIA SUPPLEMENT 2 (SPECIAL TERMS AND CONDITIONS FOR MAINTENANCE) BUSINESS INFORMATION FORM ATTACHMENT 1 – COST SHEET – OPTION 1, - OPTION 2, - LINE OF BUSINESS DISCOUNT STRUCTURE
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1
RFP Background and Intent
1.1 Organizational Context
1.1.1
University of California
Founded as the state’s first and only land grant institution in 1868, the University of California (UC) is a system of 10 campuses with approximately 180,000 undergraduate and graduate students. The official research arm of the State of California, UC has five medical schools, four law schools and the nation’s largest continuing education program. It also manages three national laboratories that are engaged in energy and environmental research and approximately 130,000 acres of natural habitat in California for research, teaching and outreach activities. The University's fundamental mission is teaching, research and public service.
1.1.2
University of California, Merced
UC Merced opened September 5, 2005 as the 10th campus in the University of California system and the first American research university of the 21st century. The campus significantly expands access to the UC system for students throughout the state, with a special mission to increase college-going rates among students in the San Joaquin Valley. It also serves as a major base of advanced research and as a stimulus to economic growth and diversification throughout the region. Situated near Yosemite National Park, with a current population of just under 6,200 students, the University is expected to grow rapidly, topping out at approximately 25,000 students within 25 years.
1.2 Intent
The University of California, Merced intends to replace the Central CORE Network Switches on our main campus as they are reaching End of Life and End of Support. It is the University’s intent to replace the Campus Core Switches using a phased approach. The initial solution must support our current, existing Core
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utilizing existing protocols. In addition, UC Merced seeks proposals for replacement of Distribution and Access Layer switches for several buildings on our main campus.
The University of California, Merced invites proposals from qualified vendors for campus-wide network equipment, electronic components, and accessories that will be the primary source for equipment used both centrally and in each building. The solution shall include the delivery of all related hardware and software, and providing installation/configuration services, formal training, and ongoing technical maintenance and support, as well as ensuring transfer of knowledge to University staff. Proposals are to be based on the specifications provided in Section 3 of this RFP. The contract established with the vendor selected as a result of this RFP will provide for the installation, configuration, training and maintenance associated with this system. UC Merced requires a vendor with demonstrated dedication to all requirements and is continuously responding to industry standards, innovation, and demonstrated reliability in customer support and training. The University intends to develop a strong professional relationship with the awarded supplier in the ongoing operation and development of an integrated and comprehensive network solution.
The University intends to select one supplier for award for the purpose of establishing a multi-year agreement upon which the University can place orders on an as-needed basis. Because technology and products supporting data, voice, and video networking are evolving at a fast pace, but our campus is being built out over a long period of time, our strategy is to identify a vendor whose product line fits our strategic requirements and from whom we will purchase equipment that meets our specific needs at the point in time that each new facility is being built. During this time, an overarching requirement is that we maintain overall compatibility across the campus in regards to configuration, deployment, monitoring, maintenance, and ongoing support in general.
This RFP will describe a set of buildings as well as the technical requirements. This information is approximate and is intended to provide a basis for selecting the appropriate current models and classes of equipment. Responders are requested to treat this as a sample configuration for which a complete, priced proposal should be developed. This proposal will be used for the purposes of evaluating bids and is not a guaranteed list of specific items to be purchased upon award. Responders must specify the basis (e.g., list prices, educational pricing, discount levels, etc.) upon which the quoted prices are based, and agree to provide all current and future products on that same price basis for a period of at least 7 years. The University would then purchase products either through the bidder or a mutually agreed upon sales channel on an as needed basis; the actual products purchased will depend on UC Merced’s needs as they arise during the term of any resultant agreement and the range of available products at that time. UC Merced requests that bidders extend the prices/discounts and the terms and conditions in any resulting contract to the other UC Campuses and the Central Valley Higher Education Consortium.
1.2.1
Contract Term
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It is anticipated that the initial term of any agreement resulting from this RFP will be for a period of five (5) years.
1.2.2
Optional Renewal Term(s)
University may, at its option, extend or renew the agreement for two (2) additional one-year periods with the same terms and conditions.
In the event that any of, or a portion of, the extension options are not exercised and additional time is required by the University to initiate a new RFP or negotiate a subsequent contract, Supplier agrees to continue to provide goods and/or services to the University on a month-to-month basis, for a period not to exceed six (6) months, at the prices, terms and conditions currently in effect at the contract expiration date.
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2
Instructions to Bidders
2.1 Issuing Office and University Contact
This RFP is being issued by the University Purchasing Department which is the only office authorized to change, modify, clarify, etc., the provisions of this RFP and to award any contract(s) resulting from the RFP.
The only point of contact for administrative and technical issues regarding this RFP is:
Karen Meade, C.P.M. Principal Buyer UC Merced 1715 Canal Street Merced, CA 95340 Phone: (209) 228-4611 Fax: (209) 228-2925 E-mail:
[email protected]
Questions should be submitted in writing through the University of California’s Supplier Registration and Sourcing (SRS) web tool as directed within this RFP document.
2.2 Schedule of Events
Listed below are the key action dates/times for this RFP. If the University finds it necessary to change any of the dates as indicated below, an addendum to the RFP will be issued.
Release of RFP...............................................................…...…………………………..October 11, 2013
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Deadline for Questions regarding RFP.............…........................................................October 21, 2013
Issuance of Clarifications/Addenda by University………………………………………..October 31, 2013
Proposal Due Date.....................................................................................November 12, 2013, 4:00pm
Anticipated Contract Award………………………………………………………………December 23, 2013
Note: The above dates are subject to change at the option of the University.
2.3
Proposal Receipt
Proposals are to be submitted online using the University of California Supplier Registration and Sourcing web tool located at: https://sims.sciquest.com/UCOP . No mailed, telephone, emailed, or facsimiled proposals will be considered, and proposals cannot be submitted after the due date/time.
2.4
Bidder Questions
Bidders are expected to exercise their best professional independent judgment in analyzing the requirements of this RFP to ascertain whether additional clarification is necessary or desirable before responding. If there are any discrepancies in, or omissions to the RFP, or if there are any questions as to any information provided in the RFP or by any other source, a request must be submitted via the SRS web tool for clarification, interpretation or correction by the date listed above. Such inquires must be directed to the buyer listed below. The University may be unable to respond to inquiries received too close to the bid submission deadline to permit a timely and comprehensive reply to all prospective Bidders.
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Questions regarding this RFP must be submitted through the “Questions” tab in the SRS web tool no later than October 21, 2013.
2.5
Restriction on Communications
Except for the designated contact(s) listed above, Bidders are not permitted to communicate with University staff regarding this solicitation during the period between the Request for Proposal issue date and the announcement of awards, except during:
§ The course of a Bidders' conference; § Oral presentations and site visits, if conducted.
If a Bidder is found to be in violation of this provision, the University reserves the right to reject their proposal.
2.6
Proposal Format and Required Submittals
Bidders are to provide an electronic version of their written proposal through the SRS web tool addressing the full scope specified under this RFP.
Proposals shall be submitted in the following format. Proposals in any other format will be considered informal and will be rejected. Conditional proposals will not be considered. An individual authorized to extend a formal proposal must sign all proposals. If the Bidder fails to provide any of the following information, the University may at its sole option, reject the Proposal, ask the Bidder to provide the missing information, or evaluate the proposal without the missing information.
Proposals should include all of the elements listed below, be clearly indexed/assembled (in accordance with the numbers and order listed below), and reference the corresponding RFP Sections and paragraphs.
1.
Table of Contents - Proposals should include a table of contents with page numbers covering all parts including exhibits and addenda, with sufficient detail to facilitate easy reference to all requested information.
2.
Signed Proposal Certification - RFP Section 9.
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3.
Introduction and Executive Summary - This section should present an introduction and general description of the company's background, nature of business activities, and experience; identifying and substantiating that it is well qualified to provide the requested services for the University.
4.
Technical Response as required by RFP Section 3. Address all requirements related to your proposal, provide a complete response to all questions and provide complete technical specifications and product literature for each model bid.
5.
Bidder Qualification Information - RFP Section 4.
6.
Cost Sheet - RFP Section 8.
7.
Terms and Conditions Acceptance - Indicate acceptance/compliance with all items in RFP Sections 5&6.
8.
Supplementary Information and Additional Comments as desired.
2.7 Joint or Partnering Bids/Proposals
A joint bid/proposal, submitted by two or more Vendors proposing to participate jointly in performance of proposed work may be submitted. To be considered responsive, any such joint bid/proposal must respond to all the requirements of this RFP. However, a single Vendor must be clearly identified as the “Primary Vendor” who will assume primary responsibility for performance of all other joint Vendors and all subcontracts to every level. The Primary Vendor must identify themselves as such and submit the proposal under their company name and signature. If a contract is awarded in response to a joint bid/proposal, the Primary Vendor must execute the contract and all Partner Vendors must verify in writing that the Primary Vendor is authorized to represent them in all matters relating to the contract. At least one of the Vendors must have attended any and all mandatory Pre-Proposal or other meetings. The University assumes no responsibility or obligation for the division of orders or purchases among joint contractors.
2.8
Bidder Representation
Each bidder, by submitting a proposal, represents that he/she has: Read and completely understands the RFP and associated documents. Based the proposal upon the requirements described in the RFP.
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2.9 Simplicity of Preparation
Proposals should be prepared simply and economically, providing a straightforward, concise description of the Bidder’s capability to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content. Promotional materials are especially discouraged.
2.10
Complete Proposals
All bids must be full and complete at the time of bid opening.
2.11
Specifications
Bidders are expected to meet or exceed the specifications in their entirety. Each bid shall be in accordance with this specification. If products and/or services as bid do not comply with specifications as written, bidder shall attach to bid proposal a complete detailed itemization and explanation for each and every deviation or variation from these specifications. Absence of any such itemization and explanation shall be understood to mean that bidder proposed to meet all details of these specifications. Successful bidder (contractor) delivering products and/or services pursuant to these specifications shall guarantee that they meet specifications as set forth herein. If it is found that materials/equipment and/or services delivered do not meet requirements of this specification, the successful bidder shall be required to correct same at bidder’s own expense.
2.12
Amendments to RFP before Due Date
No individual is authorized to amend any part of this bid in any respect, by an oral statement, or to make any representation of interpretation in conflict with provision of this RFP prior to the proposal submission date. However, if necessary, supplemental information in addenda form will be provided to all prospective Bidders who have received this RFP from the University Purchasing Department. Failure of any Bidder to receive such addenda shall not relieve the Bidder from any obligation under their bid as submitted. All addenda so issued shall become part of this RFP.
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2.13
Firm Proposals
All Proposals shall be firm and fixed for 120 days following the deadline for RFP submissions, or until a contract is signed, whichever comes first. The Bidder warrants that the prices offered herein are equal to or lower than those offered for equivalent quantities of products or services to similar institutional accounts. If Bidder offers a general price reduction that lowers the cost for any product or service below the cost provided in a resulting contract, the Bidder shall offer the appropriate cost reductions to the University.
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3
Specifications
3.1 Current Technical Architectures
Current network technical descriptions are described below as well as the requirements for all proposed solutions.
3.1.1
General and Core Layer
UC Merced's Data Network is a highly redundant and resilient 3-tier Enterprise network architecture. The Main data network is comprised of a redundant pair of ExtremeNetworks Black Diamond 10808 Core switches with full core licensing. All UC Merced internal routing is done via OSPF in a "Collapsed Core" fashion on our Campus Cores for all internally routed network VLANs. Our Campus Core switches utilize VRRP for HA capability for Layer-3 routing redundancy. Our Campus Cores also provide full multicast routing capability for internal multicast apps and clients. Internet uplink is done via Layer-3 dual 1Gb aggregated links from each Campus Core switch to our Border switch, an ExtremeNetworks Black Diamond 12804 switch which routes and links to our Upstream Internet provider CALREN.
3.1.2
Physical Architecture Core to Buildings - Distribution Layer
The UC Merced Core to Buildings distribution layer network is architected in layer-2 fashion redundantly from our Campus Cores to each of our buildings in a 1Gb or 2Gb ring (depending on building size and network needs). The ring architecture is managed by loop-prevention protocol EAPS (Ethernet Automatic Protection Switching) with a separate EAPS ring for each different building. Smaller buildings with less people have 1Gb linked Core connection rings, and larger Academic buildings have dual-aggregated 2Gb linked connection rings to the dual-redundant building core switches performing distribution layer functions. The building core switch #0 (connecting to Campus Core0 on the Core ring) acts as the EAPS master for the Core ring. The dual redundant building core switches then provide layer-2 downstream connection to each separate data room in the building it is serving. Some buildings can have as many as 10 different data rooms getting downstream connection from the building cores.
3.1.3
Physical Architecture Building Core to Data Rooms - Access Layer
The UC Merced building cores to data-rooms access layer is also architected in
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layer-2 fashion redundantly from our building core switches with dual-connected 1Gb redundant links. Each data room is connected to both building core switches with redundancy managed by ExtremeNetworks "Software Redundant Ports" protocol, which manages loop prevention. The access layer switches are either managed stacks of ExtremeNetworks Summit series switches or in the case of larger Academic buildings they are Black Diamond 8810 chassis switches populated with appropriate amounts of blades to provide port count needed. Individual port loop prevention is done "internally" by means of spanning tree implemented on each downstream access layer switch to protect against port-port loops. Many different dot1q VLANs are used with a typical configuration consisting of a VLAN for users in a given data room, a VLAN for Wireless LAN, and a VLAN for VoIP devices, and a VLAN for A/V specific devices. Certain buildings have special purpose VLANs in use for research and isolation purposes. All VLANs are centrally routed back on our Campus Cores.
3.1.4
Port Specifications in use
UC Merced's port connection standard is to provide 10/100/1000/POE+ to all access-layer ports for users, servers and all devices so that all devices can universally connect up to the network and work seamlessly anywhere. Wireless Network Access Points connect up to the Wired Network in our Data Rooms and get power via POE from our switches. Likewise, VoIP handsets and devices also connect up to the Wired Network in our Data Rooms and get power via POE from our switches.
3.1.5
Network Management
The UC Merced Network devices are managed utilizing software from Extreme Networks called Ridgeline. Ridgeline monitors and manages switches via SNMP. In addition to SNMP monitoring switches certain configuration can be done manually or by pre-written and scheduled scripted execution, in order to implement a wide variety of scripting functions to automate repetitive tasks across the many hundreds of Network devices managed within our infrastructure. UC Merced utilizes private IP addressing to contact and access our Network devices, and access is provided for login via SSHv2 only. Telnet access is disabled. Administrative access is limited via white-list access-listing of IP addresses configured on switches, preventing any unauthorized access.
3.2 Design Overview
The purpose of the design overview section is to give information about the desired physical infrastructure. 3.2.1
Topology and physical media
From a networking perspective, the campus is divided into a number of sectors.
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Each sector will have an area distribution facility (ADF), to which all major buildings in that sector will be connected using a star topology. An exception will be made for very small buildings, which will connect to an adjacent major building as if they were floors of that building, connected via the in-building riser system. The sectors will be redundantly inter-connected in a mesh or equivalent topology, so that the loss of a single ADF will not bring the entire network down. Ultimately, each building will be connected to 2 different ADFs, and off-campus connections will terminate in diverse ADFs, so that the network and off-campus connectivity can survive the loss of any single building, campus cable run, or external service provisioning.
The building called the Telecom building serves as the ADF for the first sector; all building and off-campus connections terminate here. For this initial phase when the Telecom building is the only ADF on campus, we have redundantly connected buildings to the Telecom building over diverse conduit paths.
Connectivity between each major building and the Telecom building is provided by 36 strands of high grade (but less than LEAF rated) single mode fiber and 12 strands of high-grade 50 micron multi-mode fiber (each path). These are terminated with LC-style connectors.
Within each building, horizontal wiring is provisioned using category 5E or 6 copper wires and termination hardware (RJ-45) to intermediate data facilities (IDFs), with no run exceeding 100 meters. Multiple pairs of both single mode and multi-mode fiber connects each IDF to the building data facility (BDF), using LC-style connectors.
3.2.2
Network characteristics
The standard end-user service is switched 10/100/1000 Mbps Ethernet. Exact counts and locations for the 1 Gbps services have not been determined at this time. It is assumed that service requirements will evolve over time with technology upgrades, and that at some point in the future, 10 Gbps will become a more available premium service offering and we will see the need for 10 Gbps service to some end-users.
It is presumed that initial connectivity between buildings and the ADF will be based on 1 Gbps Ethernet, but other standards-based solutions may be proposed either as part of the base response or as an alternative. An upgrade a couple years ago provided limited 10Gb ports in the Campus Cores allowing for limited connections for Academic Buildings via diverse 10Gb Core links. We have also implemented a logically separate 100 Mbps utility backbone for connecting services such as energy and environmental management, irrigation systems, door access, security, debit-based vending machines, printers, copiers, laundry machines, etc. We use
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whichever of the 2 kinds of fiber is most cost-effective for each application.
3.2.3
Other locations
In addition to the main campus, UC Merced is currently operating in a leased space in Atwater and two other separate locations in Merced. The Atwater complex is located on the site of the Castle Airport (formerly the Castle AFB), and was our primary facility housing staff, faculty, and researchers prior to the opening of the main campus site. Additional space is occupied in the Mondo building in downtown Merced where some key executive and administrative staff moved allowing further development of the Castle facility for staff, faculty and research use. The Promenade is the other location in Merced that also accommodates key staff.
The Castle facility is expected to have high networking requirements on an ongoing basis. We have connected it to the Telecom building via dark fiber, and provisioned that connection at a minimum of 2 GB. We occupy 3 floors of the Mondo building in downtown Merced (approximately 100 staff) and have minimal data requirements, with the exception of video conferencing. Mondo building and our Promenade locations connect to Campus via AT&T Opt-E-Main Fiberoptic service at 500Mb link-speed for each site.
We will also be connecting at least one research facility via T1 lines. To support connection of our research facilities, and other potential sites, we have a WAN access router capable of supporting, terminating and routing multiple T1 connections.
The Castle facility (see below) is currently connected to CalRen via dark-fiber connected 1Gb link connected directly to our provider’s POP in the Central Valley. The Campus connects to CalREN, Internet 2, and the commercial Internet connected concerns under the auspices of the CENIC Optical Network Initiative, using dedicated fiber to connect to the high-speed backbone. Also, a direct fiber path has been constructed and is in use between the Merced campus and the Castle facility, extending the direct CENIC ONI access to the Castle facility allowing UC Merced to have a redundant link to CENIC ONI via an independent dark fiber path. Therefore, we maintain border routers in both the Telecom building at both the Merced campus and at the Castle facility, that have the ability to allow for site fail-over of either site to the other site (ie.. Campus can fail-over to Castle, and Castle can fail-over to Campus if necessary).
3.3 Detailed design information
The detailed design information documents the specific requirements that the proposed solution must address. The details given are estimates of what we expect
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to need for this phase of the campus. They are given to enable responders to select appropriate lines of equipment and designs. Actual port counts, equipment needs, and installation schedules will be determined as our construction projects proceed and our needs warrant. 3.3.1
Telecom building
The Telecom building currently houses a single, combined ADF/BDF/IDF, and is our Campus Network Core. As an IDF, it supports approximately 24 standard network drops in offices, and a significantly more robust network to support the machine room, which serves as the principal location for servers providing network, application, and data services to the campus. We house approximately 150 servers, most of which connect at 1Gb connectivity.
As a BDF, it also supports IDFs in two small external buildings as logical floors, both within 100 meters. The Central Plant building has at most 48 ports and the LSSF Building has at most 96 ports in 2 separate buildings for a total of 192 ports in that building.
From an ADF perspective, the Telecom building initially interconnected 5 other buildings, expanding to approximately 12 buildings (within the expected life time of the equipment), as well as to the border router providing our uplink to our Internet provider. As described earlier, we also accommodate a small number of lower speed off-campus connections.
3.3.2
Campus Core Switches
UC Merced’s campus core switches will need to be refreshed and will need to continue to provide a minimum of 48 1Gb fiber SFP connections for remote fiber connected buildings. In addition, it is projected we will need to support new additional 10Gb connected buildings as the basic connection for new buildings, projections are for 24 10Gb ports to be used. Our highest speed connections for our highest demand Academic buildings will be 40Gb fiber links, and we are projecting needing as many as twelve (12) 40Gb ports to link new high-speed and high-capacity links for new Academic buildings as well as interconnecting the linked-pair of Campus Core switches should a pair of Campus Core switches be proposed. Our Campus Core switches provide basic Interior routing functions for Campus and connected sites. Campus Core also provides core Multicast and related services.
3.3.3
Science and Engineering 1 Building
The Science and Engineering 1 building is a 3-story, 2-winged building. It has 3 IDFs on the first floor, 3 IDFs on the second and third floors, and 1 Faculty Server
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Room on the first floor. One of the first floor IDFs also serves as the BDF. See the Port Count table for port distribution among the IDFs.
3.3.4
Science and Engineering 2 Building
The Science and Engineering 2 building is a 3-story, 1-winged structure. It has one IDF on the first floor, one IDF on the second floor, and one IDF on third floor, with a BDF/IDF on the first floor. Additionally there is a Faculty Server room on first floor. See the Port Count table for port distribution among the IDFs.
3.4 Requirements for Proposed Solutions
As previously stated, the University seeks to replace our Central CORE Network Switches on our main campus, purchasing replacements in a phased manner on an as-needed basis with the first phase supporting our current existing Core utilizing existing protocols. Our preference is for enterprise class chassis (or better).
The University also needs to replace the Distribution and Access Layer Switches for the following buildings on our main campus. (Please reference building port-counts section below for detailed port counts.) o Science and Engineering 1 (SE1) o Science and Engineering 2 (SE2) · · ·
·
· · ·
·
·
Large Academic Buildings (as those listed above, SE1 and SE2,), are to be connected to the Campus Cores via redundant 40Gb fiber-optic connections Interconnect between new Campus Cores is to be linked via dual-aggregated 40Gb links Capability for adding additional 5 new Campus buildings to be connected via dual linked 40Gb to both new Campus Cores (i.e., 40Gb link to each Campus Core) Existing 1Gb single and dual connections to Campus buildings are to be maintained and provided for with new replacement cores or adequate intermediate distribution connections to Campus Core. All existing Network-Layer protocols are to be maintained on new Campus Cores, including OSPF, Multicast Routing, etc.. All existing Campus VLANs are to be continued being routed at Campus Cores with VRRP fail-over redundancy Access-layer switches must be able to be configured in a managed-stack configuration to promote easier management of the many devices being deployed and managed Distribution and Access-layer devices need to be able to aggregate multiple links together into a single aggregated link for redundancy and capacity purposes Network Management System, which in addition to deep SNMP monitoring of
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devices, have the ability to do and manage configuration changes, to one or many devices, and to have ability to schedule changes during pre-arranged maintenance windows.
3.4.1
·
· · · · · · · · · · · ·
3.4.2
·
· · · · · · · · · · · ·
Required Specifications for CORE Devices
LACP with MLAG protocols availability o (Multiple Link Aggregation Control Protocol with Multi-Point Link Aggregation) EAPS Loop prevention Protocol o RFC 3619 10GigE / 40GigE Links capability Line Rate throughput capability SSHv2 Administrative management capability Provision for singular base operating system across entire product line Provision and availability for scripting for Network Management and Automation Provision and availability for 100GigE future links connectivity Front to Back airflow for Core switches Provision and availability for multiple hot swappable power supplies in Core switches Remote Syslogging Feature (ie.. send Syslogs to remote server) Software Defined Networking (ie.. Virtual Networking) Availability Hardware QOS Queueing for traffic shaping
Required Specifications for Distribution and Access-Layer devices
LACP with MLAG protocols availability o (Multiple Link Aggregation Control Protocol with Multi-Point Link Aggregation) EAPS Loop prevention Protocol o RFC 3619 10GigE / 40GigE Links capability All 48 ports per blade/switch need to be capable of 10/100/1000/POE+ All 1u switches need to be capable of stacking + 4-ports of 10GigE per switch SSHv2 Administrative management capability Provision for singular base operating system across entire product line Provision and availability for scripting for Network Management and Automation Provision and availability for hot swappable power supplies in access-layer switches Remote Syslogging Feature (ie.. send Syslogs to remote server) Software Defined Networking (ie.. Virtual Networking) Availability Hardware QOS Queueing for traffic shaping 802.1x Authentication capability for wired network ports
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3.4.3
Port Counts in Campus Buildings
Telecommunications Bldg o Overall Port Count = 1,200 Copper Ports (in top-of-rack switches)
·
Science and Engineering 1 o Overall Port Count = 3,874 Copper Ports § Floor 1 - BDF 448 Copper Ports § Floor 1 – SE142 Server Rm – 184 Copper ports § Floor 1 – SE104 IDF – 376 Copper Ports § Floor 1 - SE164 IDF – 520 Copper Ports § Floor 2 - SE217 IDF – 376 Copper ports § Floor 2 – SE247 IDF – 376 Copper Ports § Floor 2 – SE277 IDF – 466 Copper Ports § Floor 3 – SE317 IDF – 376 Copper Ports § Floor 3 - SE347 IDF – 376 Copper Ports § Floor 3 – SE377 IDF – 376 Copper Ports
·
Science and Engineering 2 o Overall Port Count = 3,024 1Gb Copper Ports, 288 10Gb Fiber Ports, 288 10Gb Copper Ports § Floor 1 – BDF – 240 Copper Ports § Floor 1 – Server Room – 864 Copper 1Gb Ports, 288 10Gb Fiber, 288 10Gb Copper ports § Floor 1 – 1U2 IDF – 432 Copper Ports § Floor 2 – 2U1 IDF – 768 Copper Ports § Floor 3 – 3U1 IDF – 720 Copper Ports
3.5 Monitoring
The following monitoring capability should be included in the proposed solution. Bidders shall describe how the proposed equipment meets this requirement:
a.
Feature providing the capability to configure hardware to initiate the automatic notification and logging (“Notification”) to vendor’s and/or University’s infrastructure when specific events occur. Notifications should contain useful information to help vendor's technical support staff identify and solve problems proactively.
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3.6 Design
a. b.
c.
d.
Proposals are to include one or more design solutions to meet the above listed requirements and objectives. A full list of equipment (hardware and software) is to be provided together with detailed functional explanations of the solution(s). System software/firmware, system administration tools and any necessary and appropriate system monitoring tools must be included. Design solutions must clearly show key installation and upgrade stages required to meet forecast capacity requirements over a 3 year time period. The University would prefer an annual upgrade plan (as this will fit best with the university business cycle), however other time-frames will be considered. All equipment housing; power and environmental requirements including physical footprint; power and cooling requirements; equipment racks; and power and communications cabling required must be included in the design specification and pricing.
3.7 Vendor Products, Resources and Support
3.7.1
a. b. c.
3.7.2
a. b.
3.7.3
a.
Software
State the name of each software product/component included in the proposal and provide a description of each. Indicate if each component is required or optional. Please describe the key features that differentiate your proposed software and your organization from other vendors, the advantages they present, and the benefits the University will accrue from them.
Hardware
Provide a complete, recommended hardware configuration for the optimum performance of your proposed application. Provide all optional equipment, such as additional terminals, scanners, bar code printers, power cords, dongles, etc. A clear distinction must be made between required and optional equipment.
Vendor Support
Please describe the warranties included in the initial purchase for hardware
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b.
and software proposed. Please describe the various technical support programs you provide for the software and hardware which is included as part of the vendor’s standard maintenance agreement. Include in the description, by support program, the following: i.
Days and hours of operation (using Pacific time zone)
ii.
Methods of interaction (phone, fax, email, web-enabled knowledgebase, etc.)
iii.
Any limits in the use of a service program
iv.
Indicate type of warranty
v.
(on-site, off-site). All equipment shall include an on-site parts and labor warranty of not less than three (3) years from date of successful installation
vi.
Response time and inclusions / exclusions
vii.
Maintenance dispatch procedures, including escalation procedures
viii.
Typical frequency of disruptive maintenance for hardware proposed
ix. c.
d. e.
f. g. h. i. j.
3.7.4
Location of spare parts.
Please furnish the University with your company’s service/support standards. Include your company’s service/support level agreement(s) and mission statement. Identify the individuals who will act as contacts for the University. Describe your approach to supporting business intelligence software maintenance activities such as production support, bug fixes, enhancements, and prioritization and escalation. Describe your company’s approach to application enhancement implementation from planning to execution. Describe your company’s issue escalation levels and procedures. Describe your company’s approach to quality assurance, control, and continuous improvement. Describe your company’s products’ supportabiity by third parties (e.g., VARs). Describe your company’s products’ service life. Provide details about end of sale, support and manufacturing time frames for each specific product propsed and and average for each product class. University is looking for a solution that includes products with support of 7+ years after on-site complete solution implementation date.
Implementation Services
Please describe your firm’s approach to the installation of your proposal from planning to execution with two scenarios/options (each of which will be evaluated separately): i. Vendor firm assists with the implementation with the University performing the actual implementation, and ii. Vendor firm performs the implementation with the University assisting with it.
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a.
b.
c.
Delivery time shall be a consideration in the evaluation process. What is your standard lead time from receipt of order through complete installation and implementation of product? Provide a proposed implementation plan including: i.
Estimated number of vendor work hours required to install, test and tune
ii.
Estimated number of vendor employees required to install, test and tune
iii.
Any additional tools required for installation, testing and tuning
Provide information on recommended system training/knowledge transfer, including training programs offerings for system administrators and operators.
Bidders must address all items above, providing sufficient information for University to determine that Bidder’s proposed solution(s) satisfies all of the requirements of this specification. University shall solely determine if proposed configuration(s) satisfies the requirements as addressed herein. Bidders may be asked to provide a fully configured system for a demonstration and/or test. 4
Bidder Qualification Information
The University believes that the previous experience, financial capability, expertise of personnel, and related factors are important in assessing the Bidder’s potential to successfully fulfill the requirements defined in this solicitation.
Accordingly, prospective vendors must conform to the following minimum qualification standards and provide the required information in order to be considered for award.
Please respond to each point below in your proposal noting the section and item number.
4.1 Minimum Qualifications
4.1.1 Bidders must be able to demonstrate the capability of providing the required services by possessing adequate available resources, including personnel, facilities, production, access, order processing and delivery capabilities, equipment, systems, organization structure, operation controls, quality control, and other related factors.
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4.1.2 Bidders must have the ability to obtain the necessary insurance (ref.: Article 17 of the enclosed University of California Terms and Conditions of Purchase, Appendix A) 4.1.3 Bidders must possess all trade, professional, or business licenses as may be required by the work contemplated by this RFP. 4.1.4
Bidders must operate within the guidelines of all federal and state labor codes.
In addition to the information required above, University may request additional information either from the bidder or others, and may utilize site visits and bidder presentations, as reasonably required by the University to verify the bidder’s ability to successfully meet the requirements of this RFP.
4.2 Vendor Profile
Bidders are to provide the following information about their company :
4.2.1
Description, including a short history, years in business, business plan and services offered.
4.2.2
Complete the attached Business Information Form.
4.2.3 Bidder must be able to demonstrate a record of past financial stability and positive indicators for future performance. Bidders are to submit an audited annual report or audit annual financial statement for the past two (2) years for which such reports or statements are available (including all notes), or tax returns for the two (2) most recent tax years.
In addition to the foregoing information submitted by bidders, the University shall have the right to consider other verifiable information bearing on financial stability and strength, including other independent reports or publicly available data.
4.2.4 Indicate the name and title of the person who will have the overall ongoing account management responsibility as specified in this RFP.
4.3 Experience and Reference Information
The successful vendor shall be an organization that has an excellent record as a provider of the equipment and services in the type and scope detailed in this RFP.
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4.3.1 Describe generally your background and experience in providing Network Equipment hardware, software, installation, integration, maintenance, and training/knowledge transfer.
4.3.2 Bidders should provide at least three (3) references from 4-year college, university or community college of projects similar in size and scope. Please provide contact information: company name and address, contact name, phone number, and email address. At least one customer reference should have a vendor system supported by the same service organization that would support University, if Bidder is awarded a contract.
4.4 Post-Qualification and Vendor Site Visit
All Proposals submitted from vendors who have not been pre-qualified as a vendor to the University will be subject to post-qualification. Qualified status is based on such factors as financial resources, past performance with the University of California, delivery capability, experience, organization, personnel, technical skills, operations controls, equipment, facilities, quality control and other related factors which may be an indicator of a vendor’s ability to perform.
4.4.1
a.
Desirable capabilities include, but are not limited to:
The ability to create an IP SAN using standard Gigabit Ethernet network switches.
4.4.2 All respondents shall provide information which addresses the following programs specific to higher-education:
a. b. c. d. e. f.
Number of Carnegie Research I institutions with significant use of vendor's products; Product lines of particular interest to higher education; recognition and adoption of features important to higher education customers; Conferences and similar events tailored to higher education audiences; Track record of research partnerships and similar activities with research universities and higher educational organizations; Marketing programs geared to higher education; Provide information on any partnership opportunities available to UC Merced.
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5
Standard Terms and Conditions
5.1
General
The University standard terms and conditions of purchase are defined in the attachment titled University of California Appendix A.
5.2 Data Security
Terms and conditions applicable to data security are defined in the attachment titled University of California DS.
5.3 University of California Employees
All proposals must indicate any/all known University of California employees and/or near relatives who hold a position in your organization or have been engaged as a consultant for your organization within the last two years. Also indicate any known University of California employees or near relatives that own or control more than a ten percent (10%) interest in your organization. If there are none, so state.
5.4 Conflict of Interest
Vendor shall not hire any officer or employee of the University to perform any service covered by this agreement.
Vendor affirms that to the best of her knowledge there exists no actual or potential conflict between Vendor's family, business, or financial interest and the service provided under this agreement, and in the event of change in either private interests or service under this agreement, any question regarding possible conflict of interest which may arise as a result of such change will be raised with the University.
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Vendor shall not be in a reporting relationship to a University employee who is a near relative, nor shall the near relative be in a decision-making position with respect to the Vendor.
5.5
Ethics
Vendor will exercise extreme care and due diligence to prevent any action or conditions which could result in conflict with the best interest of the University.
Throughout the term of any agreement resulting from the RFP, Vendor will not accept any employment or engage in any work which creates a conflict of interest with the University or in any way compromises the work to be performed under this RFP or any agreement resulting from this RFP. The vendor and its employees will not offer gifts, entertainment, payment, loans, or other gratuities or consideration to University employees, their families, other Vendors, subcontractors, or other third (3rd) parties for the purpose of influencing such persons to act contrary to the University’s interest or for personal gain. The vendor will immediately notify the University of any and all such violations of this clause upon becoming aware of such violations.
5.6 University’s Right to Reject or Modify
Selection of a proposal does not mean that all aspects of the proposal(s) are acceptable to the University. The University reserves the right to negotiate the modification of the proposal terms and conditions prior to the execution of a contract, to ensure a satisfactory procurement.
5.7 Supplemental Terms and Conditions/Modifications
Any supplemental terms or conditions, or modification or waiver of these terms and conditions must be in writing and signed by Vendor and University.
5.8 Form of Agreement
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The contents of this RFP, RFP addenda, and the proposal document of the successful Vendor shall become contractual obligations as part of the Contract if acquisition action ensues. Failure of successful Vendor to accept these obligations in a contractual agreement shall result in cancellation of award. The University reserves the right to negotiate provisions in addition to those stipulated in this RFP or proposed by Vendor for the purpose of obtaining the best possible contract.
5.9 Performance Standard
All work performed shall be first class in every respect and shall conform to the highest standards of the industry.
5.10
Marketing References
The successful bidder shall be prohibited from making any reference to University, in any literature, promotional material, brochures, or sales presentations without the express written consent of the University.
5.11
Disclosure of Records
All bids, supporting materials, and related documentation will become the property of University. This Request for Proposal, together with copies of all documents pertaining to any award, if issued, shall be kept for a period of five years from date of contract expiration or termination and made part of a file or record which shall be open to public inspection. If the response contains any trade secrets that should not be disclosed to the public or used by University for any purpose other than evaluation of your approach, the top of each sheet of such information must be marked with the following legend:
"CONFIDENTIAL INFORMATION"
All information submitted as part of the bid must be open to public inspection (except items marked as trade secrets and considered trade secrets under the California Public Records Act) after the award has been made. Should a request
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be made of University for information that has been designated as confidential by the Vendor and on the basis of that designation, University denies the request for information, the Vendor will be responsible for all legal costs necessary to defend such action if the denial is challenged in a court of law.
5.12
Audit Requirement
Any agreement resulting from this RFP shall be subject to an examination and audit by the University and the State of California for a period of three (3) years after final payment. The examination and audit shall be confined to those matters connected with the performance of the agreement, including but not limited to the costs of administering the agreement.
5.13
Insurance
Prior to the commencement of any work under a contract, the awarded vendor shall provide evidence of current insurance pursuant to the attached University of California Appendix A, Article 17.
5.14
Price Reasonableness
Bidder certifies that prices quoted in proposals submitted in response to this RFP are the lowest prices quoted to any other University, governmental agency, other educational customer or similar customer.
5.15
Warranty Period
Vendor warrants that hardware and software provided under a contract awarded as a result of this RFP will perform substantially as proposed without substantial errors or operational problems, for a minimum period of one (1) year after acceptance (“Warranty Period”). During the Warranty Period, Vendor will provide support necessary to correct errors and/or restore performance without additional charge to University.
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5.16
Terms Included and Order of Precedence
In submitting a proposal in response to this RFP, Bidder acknowledges that this RFP, including all appendices and attachments, and including service, financial and program specifications and terms and conditions will be incorporated in its entirety in any award issued in response to this RFP. Other documents to be incorporated in the Agreement shall include the Bidder's entire proposal, including all brochures, attachments and supplementary information. However, in the event of any conflict between the RFP and the bid, the terms of this RFP shall control, and govern any matter set forth therein that is not explicitly modified, added or deleted by the provisions of the subsequent Agreement.
5.17
Post-Qualification
All proposals submitted from vendors who have not been pre-qualified as a vendor to the University will be subject to post-qualification. Qualified status is based on such factors as financial resources, past performance with the University of California, delivery capability, experience, organization, personnel, technical skills, operations controls, quality control and other related factors which may be an indicator of a vendor’s ability to perform.
Judgment of the capability of any vendor or subcontractor is at the sole discretion of the University.
5.18
Termination of Agreement
University may terminate the subsequent Agreement for cause or convenience, in whole or in part, at any time during the contract period. In the event of such termination, the University will provide a minimum of forty-five (45) days prior written notice of the effective termination date and the extent thereupon and will pay for all services provided and accepted to the date of termination.
If within ten (10) days of receipt of written notice to Vendor from the University of Vendor’s breach of any term and/or condition of the Agreement, Vendor fails to remedy said breach, the University may, with prior written notice, terminate the Agreement in whole or part at any time.
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5.19
Oral Presentations
Vendors selected for final evaluation may be required to make an oral presentation of their proposal. The presentation should include a demonstration of their proposed solution(s) and systems similarities to that described in the project proposal. Such presentations also provide an opportunity for the Vendor to clarify their proposal to ensure a mutual understanding. Scheduling of time and location for these presentations will be arranged by the UC Merced Purchasing Department. Failure to comply with this scheduling procedure may result in Vendor disqualification.
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6
Special Terms and Conditions
6.1 Harmful Code
Licensor’s software shall not install, nor permit any other party to install, any timer, key lock, “back door,” or any other means or device that allows unauthorized access to and/or compromises the University’s computers, networks or databases. Licensor shall take reasonable precaution to protect the University from harm including but not limited to enforcing sound software engineering practices in the design and coding of its software, keeping the software used in the creation and distribution of software current with security patches issued by their respective manufacturers, regularly scanning computers used in the creation and/or distribution of software for presence of harmful code, and verifying that the media use to transmit the Licensor’s software to the University are free of such harmful code. Licensor shall notify the University forthwith if vulnerability is found in its software or in the manner in which said software interacts with any component of the database or web server, the .NET framework or the operating system, and shall expeditiously remedy such vulnerability on the University’s installations. Licensor shall be responsible for similarly correcting such flaws in any third-party software components that Licensor has delivered as part of the Licensor’s Software. The University shall operate the Licensor’s software in an environment that is current with security patches issued by its respective manufacturers, regularly scanned for presence of harmful code and protected from outside tampering by firewalls and such other means as are usual and customary to protect networks and their connected computers from unauthorized access.
6.2 Source Code Escrow
If requested by University, the successful Bidder agrees to negotiate a source code escrow agreement to specify certain conditions under which University will have access to the software source code. This source code will be made available to the University in the event that Vendor is no longer able to provide maintenance and support, for example, in the event Vendor's corporation is dissolved.
6.3 Software Acceptance
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6.3.1
Definitions
The following definitions shall apply to this section:
"Acceptance Testing" means those tests performed during the Performance Testing Period which are intended to determine compliance of the Software with the specifications defined in the Agreement, including all attachments incorporated therein by reference.
"Performance testing period" means a period of time during which the university, by appropriate tests and production runs, evaluates the performance of newly installed equipment and software prior to its acceptance by the University . "System" means the complete collection of hardware, Software and services as described in the Agreement, integrated and functioning together, and performing in accordance with the specifications.
"Software" means the software products identified in the contract or statement of work.
6.3.2
Acceptance Testing
This paragraph establishes a standard of performance that must be met before any System is accepted by the University. Licensor shall give ten (10) business days prior written notice, or such shorter notice as may be agreed, of the date when the System will be ready for Acceptance Testing. The Performance Testing Period will begin on the date that Licensor certifies that the System is ready for testing. The System must meet the standard of performance for a minimum of six (6) months by operating in conformance with the functional descriptions and technical specifications set forth in this Agreement (which includes the RFP and the Proposal referenced above) Any and all claims for non-performance shall be documented and the University shall provide Licensor with documentation and data to support such claims, for the purpose of correcting the problems. The University shall not be subject to any charges, either prior to, or retroactively, associated with Licensor's requirement to achieve this performance level.
6.3.3
Continuance of Performance Testing Period
In the event the software does not meet the standard of performance during the initial 30 consecutive days, the performance period must continue on a day-to-day basis until the standard of performance is met for a total of 30 consecutive days.
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6.3.4
Failure to Meet Standard of Performance
If the System or any portion thereof fails to pass the Acceptance Tests after the first 90 days of the testing period (or any extensions thereof approved by the University) and is not in accordance with the contract, the University shall have the right to:
a.
Extend the testing period, or;
b.
Require the Licensor to supply, free of charge, such additional or replacement Software as may be necessary to enable the System to pass the Acceptance Tests, or;
c.
Accept and retain such of the Software as may be considered expedient at such reduced price as may be agreed between the University and the Licensor; or;
d.
Reject the Software where it is not in accordance with this Agreement, or;
e.
Terminate the contract for Licensor’s default as provided in Article 4B of University of California Terms and Conditions of Purchase, Appendix “A”
As soon as the System has been completed in accordance with the contract and has passed the Acceptance Tests, the University shall advise the Licensor, in writing, stating the Acceptance Date and any outstanding defects in the System. If by agreement between the University and the Licensor any part of the System shall be satisfactorily completed in advance of the remainder, the University may issue in writing, to the Licensor the acceptance with respect to that part.
6.4 Business Termination
In the event the Licensor ceases conducting business in the normal course, becomes insolvent, makes a general assignment for the benefit of creditors, suffers or permits the appointment of a receiver for its assets or avails itself of or becomes subject to any proceeding under the federal bankruptcy code, as amended, or any other statute of any state relating to insolvency, or the protection of the rights of creditors, then the University shall retain the rights to use the products licensed herein.
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6.5 Configuration Warranty
Bidder warrants that the software and services specified in Bidder’s proposal in response to this RFP, including Bidder recommended third party products; include all items, components, quantities, services, etc. necessary to provide the University with the functional and performance capability required by the RFP unless otherwise stated in the Bidder’s proposal. Should additional items be required in order to meet the performance standards included in the RFP and Bidder’s response, the Bidder shall provide them to the University at no additional cost.
6.6 Proprietary Rights Indemnity
The successful Vendor shall indemnify, defend, and hold harmless University, its officers, agents, and employees against all losses, damages, liabilities, costs, and expenses (including but not limited to attorneys' fees) resulting from any judgment or proceeding in which it is determined, or any settlement agreement arising out of the allegation, that Vendor's furnishing or supplying University with parts, goods, components, programs, practices, or methods under this order or University's use of such parts, goods, components, programs, practices, or methods supplied by vendor under this order constitutes an infringement of any patent, copyright, trademark, trade name, trade secret, or other proprietary or contractual right of any third party. The foregoing shall not apply unless University has informed Vendor as soon as practicable of the suit or action alleging such infringement. Vendor shall not settle such suit or action without the consent of University. University retains the right to participate in the defense against any such suit or action.
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7
Method of Award
7.1 Proposal Evaluation Method
The contract(s) resulting from this RFP, if any, shall be awarded to the responsive, responsible vendor(s) whose proposal is determined to be the most advantageous to the University taking into consideration the evaluation factors set forth in the solicitation. Proposals will be evaluated by a University-appointed team using a quality point system and a two-step evaluation method. Proposals deemed administratively responsive, will be initially evaluated based on vendor qualification information provided in response to Section 4 of this RFP. Bidders that meet the University’s minimum qualification level will be further evaluated based on the criteria listed below.
Award shall be made based on the lowest cost per quality point as determined by the University. The evaluators will examine each proposal to determine, through the application of uniform criteria, the effectiveness of the proposal in meeting the University’s requirements. Proposals receiving less than 70% of the total quality points available will be considered non-responsive and eliminated from further consideration.
Submission of partial data may result in Bidder being deemed non-responsive. If there are any requirements defined in this RFP which are not included in a Bidder's bid at closing date of bid, a Bidder's bid will be deemed non-responsive and will be rejected.
7.2 Evaluation Criteria
Quality points will be awarded to each proposal based on the following:
Technical Solution (including functionality, scalability, capabilities, fit and flexibility, operational efficiency with University’s existing infrastructure, and features that best meet the needs of the University as determined by the University) Implementation Plan, Training, and Documentation Quality Assurance / Customer Service Approach Warranty, Maintenance, and Support Market Presence/Strategy
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7.3 Selection of Finalists
Bidders whose proposals are evaluated will be ranked in order of lowest cost per quality point to highest cost per quality point based on the University's anticipated licensing needs. In the event that the University determines that the scores are close enough to warrant further evaluation, UC may elect to declare two or more Bidders with the lowest cost per quality point rankings as Finalists, and conduct a second stage of evaluations.
If it is determined to be in the best interests of the University, the Bidders identified as Finalists may be invited to undergo further evaluation. If the Finalists express an interest in continuing to participate in the evaluation process, the University may elect to request presentations, site visits, and/or functional demonstrations. Finalists may be asked to provide additional information, including additional references.
Finalists shall be awarded additional points based on the quality of their presentations/site-visits, etc. and how well their products as presented, will meet the University’s needs. These points will be factored into the existing cost-perquality point score to produce the new lowest cost-per-quality point score.
Finalists may also be requested to submit a best and final cost proposal offer.
7.4 Contract Award
The quality points awarded by each evaluator will be averaged for each category. These averages will then be added together to produce a quality points total. The total quoted cost will then be divided by the total quality points to determine the best proposals. One or more of the proposals offering the lowest cost per quality point scores which the University, in its sole discretion, elects to exercise will be recommended for award. Should the bidder(s) refuse or fail to accept the tendered purchase contract, the award may be made to one or more of the other bidders in the group with the lowest cost per quality point scores.
7.5 Contract Award in Best Interest
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The University reserves the right to accept or reject proposals on each item separately or as a whole, to make one award, multiple awards or no award, to reject any or all proposals without penalty, to waive any informalities or irregularities therein, and to contract as the best interest of the University may require in order to obtain the product(s) and/or services which best meets the needs of the University, as expressed in this RFP. The University reserves the right to negotiate the modification of, terms and conditions with the bidder offering the best value to the University, in conjunction with the award criteria contained herein, prior to the execution of a contract to ensure a satisfactory contract.
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8
Cost Sheet
8.1 Price Quotation
Provide the following pricing information as instructed below:
1.
2.
3.
4.
An itemized priced proposal based on the entire technical solution proposed (ref. Section 3), including maintenance, training/knowledge transfer (transitionary costs from existing technology, if applicable), and technical support over a 5 year period from date of purchase, as well as the corresponding service level agreements and any options available for upgrading them. Use Attachment 1 – Cost Sheet – Option 1 and Attachment 1 – Cost Sheet – Option 2 for this step. The discount or other basis (or bases) on which the prices were calculated, and a statement of the terms, conditions, and processes we would use to apply these bases to purchase equipment as needed. Include this information on Attachment 1 – Cost Sheet – Option 1 and Attachment 1 – Cost Sheet – Option 2. Show discounts that will be afforded UC Merced for each category and/or brand of product and/or service throughout the term of the resulting agreement. Use Attachment 1 – Cost Sheet – Line of Business Discount Structure for this step. If the Bidder offers early payment discounts, the conditions to qualify for the discounts shall be described fully in the Proposal.
Cost proposals must include sufficient itemization to enable the University to uniformly evaluate the cost elements of all proposals. If cost proposals are not complete and/or do not clearly indicate all cost elements for cost comparison purposes, proposals may be rejected by the University.
All prices are to be inclusive of all costs, excluding tax. Pricing shall be FOB destination, net 30 days (or better) following acceptance.
Following contract award and prior to final acceptance by the University, if the supplier’s standard purchase price for any service or component decreases, the University shall benefit from a corresponding decrease in the bid price.
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9
Bidder Certification/Signature Page
AUTHORIZED SIGNATURE: The proposal must be signed with the full name and address of the Bidder; if a co-partnership, by a member of the firm with the name and address of each member; if a corporation, by an authorized officer thereof in the corporate name.
As a vendor of goods and services to the University of California I/we certify that racially segregated facilities will not be maintained nor provided for employees at any establishment under my/our control, and that I/we adhere to the principals set forth in Executive Order 11246 and 11375, and undertake specifically to maintain employment policies and practices that affirmatively promote equality of opportunity for minority group persons and women, to take affirmative steps to hire and promote women, to take affirmative steps to hire and promote women and minority group persons at all job levels and in all aspects of employment, to communicate this policy in both English and Spanish to all persons concerned within the company, with outside recruiting services and the minority community at large to provide the University on request a breakdown of our total labor force by ethnic group, sex, and job category, and to discuss with the University our policies and practices relating to our affirmative action program.
The below-named individual, submitting and signing this proposal, verifies that he/she is a duly authorized officer of the company, and that his/her signature attests that all items and conditions contained in this Request for Proposal, for Proposal number UCM1060KM University of California, Merced are understood and accepted.
_________________ DATE
___________________________________ AUTHORIZED SIGNATURE
______________________________________ COMPANY NAME
______________________________________ ADDRESS
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______________________________________ CITY/STATE/ZIP CODE
______________________________________ PRINT NAME OF AUTHORIZED SIGNATURE
______________________________________ TELEPHONE NO. WITH AREA CODE
10
Attachments
University of California Appendix “A” (Terms and Conditions for Purchase)
University of California Appendix “DS” (Data Security)
University of California Supplement 2 (Special Terms and Conditions for Maintenance)
Business Information Form
Attachment 1 - Cost Sheet (which contains 3 tabs):
i. Attachment 1 – Cost Sheet – Option 1 (Vendor implementation, University assists) ii. Attachment 1 – Cost Sheet – Option 2 (University implementation, Vendor assists) iii. Attachment 1 – Cost Sheet – Line of Business Discount Structure
Update Details:
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