Invitation to Bid (ITB) ITB15000681 IBM Decision Server Annual Software Subscription & Support Renewals Idaho Department of Health & Welfare Information and Technology Services Division Date of Issuance: 5/21/2015
TABLE OF CONTENTS ITB ADMINISTRATIVE INFORMATION ................................................................................................................................. 3 1
PURPOSE ................................................................................................................................................................... 4
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GENERAL INFORMATION, SOLICITATION INSTRUCTIONS AND STANDARD TERMS AND CONDITIONS .......................... 4
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INQUIRIES .................................................................................................................................................................. 4
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BACKGROUND ........................................................................................................................................................... 4
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SPECIFICATIONS ......................................................................................................................................................... 4
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COST .......................................................................................................................................................................... 4
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BID SUBMISSION REQUIREMENTS .............................................................................................................................. 5
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REVIEW EVALUATION & AWARD ................................................................................................................................ 6
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BILLING PROCEDURE .................................................................................................................................................. 7
10 INSURANCE REQUIREMENTS ...................................................................................................................................... 8 11 RECORDS MAINTENANCE ........................................................................................................................................... 8 12 AUDIT RIGHTS ............................................................................................................................................................ 8 13 VALIDITY OF BIDS ....................................................................................................................................................... 8 ATTACHMENT 1 ‐ BIDDING SPECIFICATIONS ....................................................................................................................... 9 ATTACHMENT 2 ‐ COST BIDDING SHEET ............................................................................................................................. 10 ATTACHMENT 3 ‐ STATE SIGNATURE PAGE ........................................................................................................................ 12
ITB15000681 IBM Decision Server Annual SW Subscription & Support Renewals
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ITB ADMINISTRATIVE INFORMATION ITB Title:
ITB Project Description:
ITB Lead: Submit sealed bid
MANUAL BIDS MUST BE RECEIVED AT THE PHYSICAL ADDRESS DESIGNATED FOR COURIER SERVICE AND TIME/DATE STAMPED BY THE DEPARTMENT PRIOR TO THE CLOSING DATE AND TIME.
ITB Closing Date: ITB Opening Date:
IBM Decision Server Annual Software Subscription & Support Renewals The Idaho Department of Health and Welfare is seeking a Contractor who can provide IBM Decision Server Annual Software Subscription & Support Renewals for the Information and Technology Services Division. Rory Tipton, Senior Buyer
Address for Courier: Rory Tipton Idaho Department of Health & Welfare 450 W. State Street (9th Floor) Boise, ID 83702 June 5, 2015 @ 5:00 p.m. Mountain Time 9:00 a.m. Mountain Time the following work day after closing
Initial Term of Contract and Renewals (or Delivery Date):
The initial term of the contract will be one (1) year, with the option to renew for two (2) additional one (1) year periods. The total contract term, including all extensions, is not anticipated to exceed three (3) years. TAKE NOTE OF THE 1.25% ADMINISTRATIVE FEE DETAILED IN PARAGRAPH 5 OF THE STATE’S STANDARD TERMS AND CONDITIONS.
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PURPOSE The purpose of this Invitation to Bid (ITB) is to establish a long‐term contract purchase order (CPO) with a qualified software provider for our IBM Decision Server Annual Software Subscription & Support Renewals for the Information and Technology Services Division. For the purposes of this ITB, the Idaho Department of Health and Welfare (and all divisions within the Idaho Department of Health and Welfare) will be referred to as the “Department”.
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GENERAL INFORMATION, SOLICITATION INSTRUCTIONS AND STANDARD TERMS AND CONDITIONS
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This solicitation is issued by the State of Idaho Department of Health & Welfare via IPRO: https://purchasing.idaho.gov/iprologin.html. The Department of Health & Welfare is the only contact for this solicitation. All correspondence regarding this ITB shall be in writing. In the event that it becomes necessary to revise any part of this ITB, amendments will be posted at IPRO. It is the responsibility of the bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this ITB shall not be relied upon. All changes to this ITB must be in writing and posted at IPRO to be valid. Alternate bids are not allowed. INQUIRIES Questions or other correspondence must be submitted in writing to the Department of Health & Welfare contact listed below.
ITB Lead: Rory Tipton, Senior Buyer Phone: 208‐334‐6543 Fax: 208‐639‐5715 E‐mail:
[email protected] Bids which condition the bid based upon the State accepting other terms and conditions not found in the ITB, or which take exception to the State’s terms and conditions, will be found non‐responsive, and no further consideration of the bid will be given. 4
BACKGROUND IBM Decision Server (DS) combines business rules management and business event processing technologies. It helps the Department create automated intelligent responses to determine risk, help prevent fraud, create promotions, establish priorities, and other related tasks. DS provides runtime and development components to automate decision logic. DS enables the detection of actionable business situations and the response of precise decisions based on the specific context of an interaction. DS enables the Department to monitor a business network to discover and take action on event‐based data patterns. DS also enables the Department to process information against hundreds and even thousands of business rules to determine how to respond within both front‐end and back‐end systems.
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SPECIFICATIONS See BIDDING SPECIFICATIONS (Attachment 1) COST See COST BIDDING SHEET (Attachment 2)
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BID SUBMISSION REQUIREMENTS 7.1 Your Bid Submission must consist of the following: 7.1.1 Provide your cost information on the Cost Bidding Sheet (Attachment 2). Do not submit your bid on any other form. Submitting your bid on a form different than the Cost Bidding Sheet (Attachment 2) may cause your bid to be rejected as non‐responsive. 7.2
Bids must be submitted manually in a sealed envelope/package. Do not fax or e‐mail your bid. Your bid must be received at the Department of Health & Welfare by the date and time specified in the ADMINISTRATIVE DETAILS of this ITB. The official time, for bid closing purposes, is the Department of Health & Welfare’s time clock. 7.2.1 Submitting bids manually (via U.S. Mail, courier/hand‐delivery), seal all required bid submission items in a single envelope or package (be certain to include an original hand‐written signature in ink OR an electronic signature on the State of Idaho Signature Page) and label the outside of the package as follows: Attn: Rory Tipton, Senior Buyer, Idaho Department of Health & Welfare Bidder Name: (Company Name) ITB Number: ITB15000681 ITB Title: IBM Decision Server Annual Software Subscription & Support Renewals 7.2.2 Bidders must submit and provide one (1) original and one (1) copy of their Bid, as well as an unlocked electronic copy on a USB or CD. Please clearly identify the original manual submission and be certain that the State of Idaho Signature Page is located at the front of the original bid.
7.3 The Bid must include a cover letter on official letterhead of the Bidder; with the Bidder’s name, mailing address, telephone number, facsimile number, e‐mail address, and name of the Bidder’s authorized signer. The cover letter must identify the ITB Title and number, and must be signed, in ink, by an individual authorized to commit the Proposer to the work proposed. Failure to include a cover letter containing all of the required statements and information will result in a finding that the bid is non‐ responsive, and no further consideration will be given to the bid. In addition, the cover letter must include: 7.3.1 Identification of the Bidder’s corporate or other legal entity status. Bidder must include their tax identification number. The Bidder must be a legal entity with the legal right to contract. 7.3.2 A statement indicating the Bidder’s acceptance of and willingness to comply with the requirements of the ITB and attachments, including but not limited to the State of Idaho Standard Contract Terms and Conditions http://purchasing.idaho.gov/terms_and_conditions.html . 7.3.3 A statement of the Bidder’s compliance with affirmative action and equal employment regulations. ITB15000681 IBM Decision Server Annual SW Subscription & Support Renewals
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7.3.4 A statement that Bidder has not employed any company or person other than a bona fide employee working solely for the Bidder or a company regularly employed as its marketing agent, to solicit or secure this contract, and that it has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the contractor or a company regularly employed by the contractor as its marketing agent, any fee, commission, percentage, brokerage fee, gifts or any other consideration contingent upon or resulting from the award of this contract. The Bidder must affirm its understanding and agreement that for breach or violation of this term, the State has the right to annul the contract without liability or, in its discretion, to deduct from the contract price the amount of any such fee, commission, percentage, brokerage fee, gifts or contingencies. 7.3.5 A statement naming the firms and/or staff responsible for writing the bid.
7.3.6 A statement that the Bidder is not currently suspended, debarred or otherwise excluded from federal or state procurement and non‐procurement programs. Vendor information is available on the Internet at: (https://www.sam.gov/portal/public/SAM/). 8
REVIEW EVALUATION & AWARD 8.1 Award will be ALL OR NONE made to the responsive responsible bidder with the lowest total cost. 8.2 The objective of the Department in soliciting bids is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended. 8.3 The criteria described below shall be used to evaluate and score the bids for the purpose of determining how each fully meets the requirements of this ITB. 8.4 Bids will first be evaluated on a pass/fail basis to determine if they are responsive. In order to be considered responsive the Bidder must meet the following requirements: 8.4.1 Meet all of the specifications contained in the ITB, 8.4.2 Be submitted manually in accordance with the bidding instructions, 8.4.3 Be received at the place specified in the ITB ADMINISTRATIVE INFORMATION above on or prior to the bid closing date and time specified, 8.4.4 Include a completed Cost Bidding Sheet (Attachment 2) and any supplementary information requested, 8.4.5 Submit a signed State Signature Page (Attachment 3).
8.4.6 Submit a cover letter as described in Section 7 of the ITB.
8.5 As part of the award process the responsive responsible Bidder with the lowest total cost and meeting all of the specifications of this solicitation may be contacted and requested to meet with the Department and provide additional information sufficient to determine their responsibility.
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8.6 Bids that do not meet the requirements in Section 8 of the ITB shall be found non‐responsive and WILL NOT BE CONSIDERED FOR AWARD. 8.7 The apparent successful bidder may be required to demonstrate that their product or services meets or exceeds the specifications included in this ITB in order to be considered for award. 8.8 Failure to submit a required report or timely remit the Administrative Fee may be cause for disqualification of Contractor for future contracts, or other action by the State. 8.9 Bids that are determined to be responsive will be evaluated based on information contained in the total bid cost as derived from the Cost Bidding Sheet (Attachment 2). 8.10 Section 6 of the SOLICITATION INSTRUCTIONS TO VENDORS attached to this solicitation states: “The State reserves the right to make reasonable inquiry about or from the submitting Vendor or from third parties to determine the responsibility of a submitting Vendor. Such inquiry may include, but not be limited to, inquiry regarding financial statements, credit ratings, references, potential subcontractors, and past performance. The unreasonable failure of a submitting Vendor to promptly supply any requested information may result in a finding of non‐responsibility.” 8.11 Bid discussions with individual Bidder’s (including the utilization of one or more Best and Final Offer (BAFO)) may be conducted in accordance with IDAPA 38.05.01.083 and .084, as determined by the state to be in its best interest. Note: Bidders should submit their best bids initially as there is no guarantee that the State will conduct any discussions. 8.12 The State may, following receipt and evaluation of bids or proposals and any allowed BAFO procedures, negotiate with the apparent low responsive and responsible Bidder. Prior to authorizing negotiations the Administrator, Division of Purchasing, shall determine in writing that negotiations may be in the best interest of the State. 9
BILLING PROCEDURE 9.1 Invoices shall be paid NET 30 upon successful delivery of required items.
The contractor must provide the following information with each invoice: 1. 2. 3. 4. 5.
Contract Number (and name of project/product, if appropriate) Identification of Billing Period. Total amount billed for the billing period. Detailed description of services/products provided and associated # of hours/$ amounts, as appropriate. Name of authorized individual/contact information for Contractor.
Invoices and reports are to be submitted to: Agency Contact Person: Genny Casiano Division Name: Information and Technology Services Address: 450 W. State Street, 8th Floor, Boise, ID 83720‐0036 Phone: 2080‐334‐5504 Email:
[email protected] ITB15000681 IBM Decision Server Annual SW Subscription & Support Renewals
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10 INSURANCE REQUIREMENTS For the term of the Contract and until all services specified in the Contract are completed, the Contractor shall maintain in force, at its own expense, the following insurance. Commercial General Liability Insurance and, if necessary, Commercial Umbrella Liability Insurance with a limit of not less than one million dollars ($1,000,000) each occurrence. Insurance required by this section shall name the State of Idaho, Department of Health and Welfare as an additional insured. Workers' Compensation Insurance which includes Employer Liability Insurance and shall comply with Idaho Statutes regarding Workers' Compensation in the amount of: $100,000 per accident; $500,000 disease policy limit; and $100,000 disease, each employee. If any of the liability insurance required for this contract is arranged on a "claims‐made" basis, "tail coverage" will be required at the completion or termination of this contract for a duration of twenty‐four (24) months thereafter. Continuous "claims‐made" coverage will be acceptable in lieu of "tail‐coverage" provided the retroactive date is on or before the effective date of this contract, or twenty‐four (24) months "prior acts" coverage is provided. Contractor will be responsible for furnishing certification of "tail coverage" or continuous "claims‐made" coverage. Prior to performing any services, the Contractor shall provide certificates of insurance to the Department. The Contractor is also required to maintain current certificates on file with the Department and to provide updated certificates upon request. Failure to provide the required certificates of insurance shall constitute a default under this Contract and upon such failure the Department may, at its option, terminate the Contract. Insurance required by this section shall be policies or contracts of insurance issued by insurers approved by the Department. Insurance certificates shall provide for thirty (30) days' prior written notice to the Department of cancellation or material change of such insurance. The Contractor shall further ensure that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential exhaustion of aggregate limits, shall not affect the coverage(s) provided to the State of Idaho, Department of Health and Welfare. 11 RECORDS MAINTENANCE 11.1 Contractor shall maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records shall be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later. 12 AUDIT RIGHTS 12.1 The Contractor agrees to allow State and Federal auditors and Department staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment. 13 VALIDITY OF BIDS 13.1 Bids shall remain valid for ninety (90) calendar days after the scheduled closing date. Bids submitted with less than ninety (90) day validity will be found non‐responsive and will not be considered for award. ITB15000681 IBM Decision Server Annual SW Subscription & Support Renewals
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ATTACHMENT 1 ‐ BIDDING SPECIFICATIONS
1. GENERAL REQUIREMENTS 1.1 The Contractor shall provide the following items: 1.1.1 IBM Decision Server Standard Processor Value Unit (PVU) Annual Software Subscription & Support Renewal 1.1.1.1 Part Number: E0BQWLL 1.1.1.2 Passport Advantage Agreement Number: 194037 1.1.1.3 Quantity: 1,200 1.1.1.4 Coverage Term: 7/1/15 – 6/30/16 1.1.2 IBM Decision Server Standard for Non‐Production Environment Processor Value Unit (PVU) Annual Software Subscription & Support Renewal 1.1.2.1 Part Number: E0DK8LL 1.1.2.2 Passport Advantage Agreement Number: 194037 1.1.2.3 Quantity: 2,200 1.1.2.4 Coverage Term: 7/1/15 – 6/30/16
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ATTACHMENT 2 ‐ COST BIDDING SHEET ITB15000681: IBM Decision Server Annual Software Subscription & Support Renewals The contract resulting from this solicitation shall be an FIRM FIXED FEE, INDEFINITE QUANTITY CONTRACT for furnishing the items specified in the matrix below, at the FIXED PRICES specified, per the attached bid specifications, terms and conditions. All proposers shall utilize this Cost Bidding Sheet to submit their bid. Proposers shall not alter or change the format of the Bidding Sheet or the estimated number of units. Bids not complying with this requirement shall be found non‐responsive and shall receive no further consideration for an award. The "Estimated Number of Units" shown in the cost matrix below is the Department's best estimate of units that may be experienced during the contract. Estimated quantities are not binding by the Department but are intended to provide an equal and equitable opportunity for bidding purposes. MANUAL RESPONSE INSTRUCTIONS: This BIDDING SHEET must be downloaded, printed, completed and provided with your response. You will need to enter the required prices in the "Cost Per Unit" and calculate the "Subtotal" column and write the figures in the applicable cells; finally calculate the "Cost Per Unit", "Subtotal" and "Total Amount" cells and write those figures in the applicable cells. All proposers must complete the Cost Bidding Sheet and submit with their bid. Proposers must provide a fully burdened cost for each line item. ** If a line item has zero or no cost, please enter $0.00 for that line item** DEFINITION OF COLUMNS BELOW: Cost Per Unit = Price bid to furnish the described items for use by the Department. Estimated # of Units = Unit of measure (each refers to a single product) Subtotal = Multiply the column "Cost Per Unit" x "Estimated # of Units" Total Amount = Total bid amount (Total of all listed in Subtotal column) This completed Bidding Sheet must be submitted with your response. Description Unit Cost Per Estimated Subtotal Unit Number of Units 1. IBM Decision Server Standard Processor Value Unit (PVU) Annual Software Subscription & Support Renewal 1.1 Part Number: E0BQWLL 1.2 Passport Advantage Agreement Number: 194037 1.3 Quantity: 1,200 1.4 Coverage Term: 7/1/15 – 6/30/16
EACH
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2. IBM Decision Server Standard for Non‐ EACH Production Environment Processor Value Unit (PVU) Annual Software Subscription & Support Renewal 2.1 Part Number: E0DK8LL 2.2 Passport Advantage Agreement Number: 194037 2.3 Quantity: 2,200 2.4 Coverage Term: 7/1/15 – 6/30/16
2,200
Total Year 1 Amount Company Name of Bidder: Contact Name/Phone: Contact E‐mail:
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ATTACHMENT 3 ‐ STATE SIGNATURE PAGE
C.L. “BUTCH” OTTER – Governor RICHARD M. ARMSTRONG – Director
PAUL J. SPANNKNEBEL – Division Administrator DIVISION OF OPERATIONAL SERVICES Human Resources • Facilities • Contracting & Procurement 450 West State Street, 10th Floor P.O. Box 83720 Boise, Idaho 83720-0036 PHONE 208-334-5912 FAX 208-639-5715
SIGNATURE PAGE for Use with a Manually Submitted Invitation to Bid (ITB) or Request for Proposal (RFP) Response Bids or proposals and pricing information shall be typewritten or handwritten in ink. Originals and copies of the bid or proposal shall be submitted in accordance with the solicitation documents. MANUALLY SUBMITTED BIDS/PROPOSALS MUST INCLUDE THIS SIGNATURE PAGE WITH THE ORIGINAL SIGNATURE (INK or ELECTRONIC SIGNATURE) OF AN INDIVIDUAL AUTHORIZED TO BIND THE SUBMITTING VENDOR. NO LIABILITY WILL BE ASSUMED BY THE DEPARTMENT OF HEALTH AND WELFARE FOR A VENDOR’S FAILURE TO OBTAIN THE TERMS AND CONDITIONS AND ANY PROPERLY ISSUED SOLICITATION ADDENDUMS IN A TIMELY MANNER FOR USE IN THE VENDOR'S RESPONSE TO THIS SOLICITATION OR ANY OTHER FAILURE BY THE VENDOR TO CONSIDER THE TERMS, CONDITIONS, AND ANY ADDENDUMS IN THE VENDOR'S RESPONSE TO THE SOLICITATION. The words “SEALED BID” and the bid number must be noted on the outside of your SEALED BID package. To insure that your SEALED BID is handled properly, label the exterior of your package as follows:
“SEALED BID”
Send your sealed bid package to:
BUYER: Rory Tipton SEALED BID FOR: IBM Decision Server Annual Software Subscription & Support Renewals ITB NUMBER: ITB15000681 Idaho Department of Health and Welfare Attn: Rory Tipton — 9th floor 450 West State Street Boise, ID 83702
FedEx, UPS, or other Couriers: Same as above This ITB response is submitted in accordance with all documents and provisions of the specified ITB Number and Title detailed below. By my signature below I accept the CONTRACT TERMS AND CONDITIONS and the SOLICITATION INSTRUCTIONS TO VENDORS in effect at the time this ITB was issued, as incorporated by reference into this solicitation, including but not limited to the STATE OF IDAHO STANDARD CONTRACT TERMS AND CONDITIONS and the SOLICITATION INSTRUCTIONS TO VENDORS in effect at the time this ITB or RFP was issued, as incorporated by reference into this solicitation: as well as any SPECIAL TERMS AND CONDITIONS incorporated in the solicitation documents (e.g. Software, Telecommunications, Banking etc.). As the undersigned, I certify I am authorized to sign and submit this response for the Proposer. I further acknowledge I am responsible for reviewing and acknowledging any addendums that have been issued for this solicitation. BID Number: ITB15000681
BID Title: IBM Decision Server Annual Software Subscription & Support Renewals
BIDDER/OFFEROR (Company Name) ADDRESS CITY, ST, ZIP PHONE: ______________________________ FAX: ___________________________________ FEIN: _______________________________ E-Mail _____________________________________ THIS SIGNATURE PAGE MUST BE SIGNED WITH AN ORIGINAL HANDWRITTEN SIGNATURE (PREFERABLY IN BLUE INK) OR AN ELECTRONIC SIGNATURE, AND RETURNED WITH YOUR MANUALLY SUBMITTED BID OR PROPOSAL. Original Signature (Manually Signed in Ink or Electronic Signature)
Date
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ITB15000681 IBM Decision Server Annual SW Subscription & Support Renewals
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