Request for Proposals For INFORMATION

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Request for Proposals For INFORMATION TECHNOLOGY HARDWARE AND EQUIPMENT and INFORMATION TECHNOLOGY CONSULTING AND SUPPORT SERVICES

Issued by: Pennsylvania State System of Higher Education Office of the Chancellor

RFP #2011-QCC-LAV-17 Repost Open Enrollment Close Date: December 31, 2013; 2:00 PM EST

RFP #2011-QCC-LAV-17 Information Technology Hardware & Equipment and Information Technology Consulting & Support Services Table of Contents Page Section I

General Information ..............................................................................................1

Section II

Description of the Organization ..........................................................................8

Section III

Work Statement......................................................................................................9

Section IV

Information Required From Suppliers ...............................................................15

Section V

Criteria for Selection ............................................................................................18

Appendix A

Technical Proposal Form

Appendix B

Cost Proposal Form

Pennsylvania State System of Higher Education, 2986 North Second Street, Harrisburg, PA 17110

Pennsylvania State System of Higher Education Office of the Chancellor RFP #2011-QCC-LAV-17

Page 1 of 18 Section I General Information I-1

Purpose The purpose of this Request for Proposal is to select a pool of qualified firms that can provide Information Technology Hardware & Equipment and/or Information Technology Consulting and Support Services for the Pennsylvania State System of Higher Education (PASSHE). Qualified Suppliers shall enter into a Master Agreement within applicable Product and/or Service Categories. As such, this RFP will result in multiple participation award contracts, the first step in a two-step procurement process. Successful placement on the Qualified Supplier List provides eligible firms with the ability to provide IT Hardware & Equipment and/or IT Consulting and Support Services on an as needed basis. It is not a guarantee that PASSHE will request a supplier to provide the goods/services. The second step involves the solicitation of a written quotation for each project requested. This open enrollment period ends on December 31, 2013. Suppliers may submit proposals any time during the open enrollment period.

I-2

Issuing Office This RFP is being issued for PASSHE by the issuing office listed below. The issuing office is the sole point of contact for this RFP. Please refer all inquiries to: Ms. Linda Venneri, C.P.S.M. Collaborative Contracts Manager Pennsylvania State System of Higher Education Office of the Chancellor Dixon University Center 2986 North Second Street Harrisburg, PA 17110 V: 717-720-4135; F: 717-720-4111 Any RFP addenda/updates will be made available at PASSHE’s eProcurement Exchange. Questions must be submitted there as well. Those Suppliers who registered at PASSHE’s eProcurement Exchange (see Section IV-6 for further instructions) will be automatically notified of responses to questions concerning the RFP. If a Supplier does not have the capability to use the internet, please notify the issuing office. Only information supplied by the Issuing Office, including responses to questions regarding the RFP, should be used in preparing proposals. Any and all other contracts or information received regarding the subject prior to the release of this RFP should be disregarded in preparing responses.

Pennsylvania State System of Higher Education, 2986 North Second Street, Harrisburg, PA 17110

Pennsylvania State System of Higher Education Office of the Chancellor RFP #2011-QCC-LAV-17

Page 2 of 18

From the issue date of this RFP until a determination is made regarding the selection of a supplier, all contacts concerning this RFP must be made through the Issuing Office. Any violation of this condition is cause for PASSHE to reject a Supplier’s proposal. If it is later discovered that any violations have occurred, PASSHE may reject the proposal. Pertinent Dates: 

Open Enrollment Period Ends: December 31, 2013

I-3

Scope This RFP contains instructions governing the responses to be submitted and the material to be included therein, a description of the goods/services to be provided, requirements which must be met to be eligible for consideration, and contract terms and conditions.

I-4

Pre-Proposal Conference There is no pre-proposal conference currently scheduled.

I-5

Rejection of Proposals PASSHE reserves the right to reject any and all responses received from Suppliers as a result of this RFP and to cancel this solicitation at any time prior to the execution of any contract.

I-6

Contract It is proposed that, if a contract is entered into as a result of successful negotiations, the selected supplier will be required to sign a standard Commonwealth of Pennsylvania contract. This agreement will contain the provisions shown as the Service Purchase Contract Terms and Conditions found at the PASSHE website. Proposal/contract negotiations may be undertaken with suppliers whose proposals show them to be qualified, responsible, and capable of performing the work. The “Work Statement,” as negotiated, will be incorporated into the standard contract. Contract terms and conditions are negotiated upon issuance of intent to award to the Supplier. However, some of the terms are not negotiable as they are required to do business with the Commonwealth. Prohibited contract clauses include assignment clauses, law of the contract, attorney’s fees, court costs, entry of judgment, indemnity and hold-harmless clauses, arbitration clauses, payment in advance and payment of insurance. Specific contract clauses in the following sections are not negotiable. Section 3: Compliance with Law, Section 13: Assignment of Antitrust Claims, Section 14: Hold Harmless Provision, Section 20: Assignability and Subcontracting, and Section 27: Applicable Law. Pennsylvania State System of Higher Education, 2986 North Second Street, Harrisburg, PA 17110

Pennsylvania State System of Higher Education Office of the Chancellor RFP #2011-QCC-LAV-17

Page 3 of 18 The Supplier will be deemed to have accepted the standard terms and conditions, except as are expressly called out in the Supplier’s proposal. If exceptions are taken, the Supplier must submit a “redlined” version of the term or condition showing all modifications proposed by the Supplier. The Supplier must provide an explanation as to why the modification is required. The Supplier’s willingness to accept the Master Agreement Terms and Conditions, with minor clarifications, shall be an affirmative factor in the evaluation of the Supplier’s proposal. Suppliers must submit any exceptions to the Commonwealth of Pennsylvania contract in their response and include any contracts, orders forms, and terms/conditions for which the Supplier requires signature. I-7

Incurring Costs PASSHE is not liable for any costs or expenses incurred by suppliers in the preparation or submission of their proposals or for attendance at any conferences or meetings related to this RFP.

I-8

Supplier Responsibilities Suppliers will be expected to register at PASSHE’s eProcurement Exchange in order to submit proposals. That individual will be the sole point of contact with regard to contractual matters.

I-9

Prime Supplier/Subcontracting Eligible Suppliers will be considered prime suppliers with respect to any supplies/work they are awarded. Any use of subcontractors must be approved in writing by PASSHE. Prime suppliers are encouraged to solicit quotes from Minority and Women-Owned Business Enterprises when requiring subcontractors.

I-10

Economy of Preparation Proposals should be prepared simply and economically, providing a straightforward, concise description of the supplier’s ability to meet the requirements of this RFP.

I-11

Disclosure of Proposal Contents Suppliers’ proposals will become part of the contract award resulting from this RFP and are not, therefore, confidential. PASSHE has the right to use any other concepts presented in any reply to this RFP. Selection or rejection of a proposal does not affect this right. Effective January 1, 2009, all responses to this procurement opportunity are subject to Pennsylvania Right-to-Know Law, 65 P.S. §67.101 et seq., (Act 3 of 2008).

I-12

Addenda to the RFP If it becomes necessary to revise any part of this RFP, addenda will be posted at PASSHE’s eProcurement Exchange. The information contained on this web site is current and accurate. It is the Supplier’s responsibility to check this site periodically to obtain any changes to the solicitation. Suppliers must acknowledge all addenda in their proposal response. Suppliers who fail to submit Pennsylvania State System of Higher Education, 2986 North Second Street, Harrisburg, PA 17110

Pennsylvania State System of Higher Education Office of the Chancellor RFP #2011-QCC-LAV-17

Page 4 of 18 current copies of the solicitation may be deemed non-responsive. Suppliers who do not have access to the Internet should notify the issuing office. I-13

Debriefing Conference Suppliers whose proposals are not selected will be notified and will be given the opportunity to be debriefed. The purpose of the debriefing is not to compare supplier proposals, but to provide information that may assist individual suppliers in preparing future proposals. The issuing office will schedule the date, time, and location of all debriefing conferences.

I-14

News Releases News releases pertaining to this RFP may not be made without PASSHE’S approval, and then only in coordination with the issuing office.

I-15

Proposals To be considered, proposals must consist of a complete response to the requirements outlined herein and shall be submitted to the issuing office utilizing the eProcurement Exchange. If a supplier does not have the capability to use the eProcurement tool, please notify the issuing office. Proposals must consist of a complete response to the requirements outlined herein and shall be submitted to the issuing office no later than the submission date and time. No other distribution of proposals will be made by the supplier. Proposal contents will become contractual obligations if and when a contract is executed. For this RFP, the proposal, as submitted, must remain valid during the entire solicitation, award, and contract finalization process.

I-16

Cost Data All cost data for the proposal shall be submitted in a separate document from the technical proposal. Absolutely no pricing can appear anywhere in the technical proposal, including technical proposal appendices, or the supplier will be disqualified. Failure to meet this requirement will result in automatic disqualification of the proposal.

I-17

Discussions for Clarification Offerors may be required to make an oral or written clarification of their proposals to the Issuing Office to ensure thorough mutual understanding and Offeror responsiveness to the solicitation requirements. The Issuing Office will initiate requests for clarification.

I-18

Supplier Responsibility Program Suppliers must certify that they are not currently under suspension or debarment by the Commonwealth of Pennsylvania, any other state, or the federal government to the best to their knowledge. Additionally, service providers must certify that they are not tax delinquent with either the Pennsylvania Department Pennsylvania State System of Higher Education, 2986 North Second Street, Harrisburg, PA 17110

Pennsylvania State System of Higher Education Office of the Chancellor RFP #2011-QCC-LAV-17

Page 5 of 18 of Revenue or the Pennsylvania Department of Labor and Industry to the best of their knowledge. Service providers must acknowledge that, if they are currently under suspension or debarment, or if they owe delinquent taxes, their proposal may not be accepted or considered. Suppliers will certify to all of the above upon submittal of their proposal. I-19

Open Records All responses to any procurement opportunities are subject to the Pennsylvania Right-to-Know Law, 65 P.S. §67.101 et seq., (Act 3 of 2008). The Right-to-Know Law permits any requestor to inspect and/or copy any record prepared and maintained or received in the course of the operation of a public office or agency that is not subject to the enumerated exceptions under the law. If your response to this procurement opportunity contains a trade secret or confidential proprietary information, you should include with your response a separate signed written statement to that effect. Should your response become the subject of a Pennsylvania Right-to-Know Law request, you will be notified by the procurement office to identify all trade secrets or confidential and proprietary information that may be included in your response. PASSHE will then determine whether the claimed trade secret or confidential and proprietary information is subject to disclosure.

I-20

Type of Contract Any contract entered into as a result of this RFP by the Supplier and PASSHE is eligible for use by all of the universities that are a part of the Pennsylvania State System of Higher Education, and any other Commonwealth of Pennsylvania Agency. The interested Supplier agrees to supply the goods/services to those universities and those agencies on the same terms and conditions. To the extent that other universities or agencies procure from this order/contract, they assume the liability for payment to the supplier. PASSHE reserves the right to: 1. Not award a contract. 2. Award a single contract for all services. 3. Issue multiple awards. Contract negotiations will be pursued with a subset of compliant respondents whose proposals best meet financial, contractual, and technical and support requirements for PASSHE. This RFP shall not result in an exclusive rights contract. All suppliers will provide a Volume Incentive Discount. Because there will be multiple suppliers competing within each category, the Volume Incentive Discount is not expected to cause an increase in supplier pricing. Qualified Suppliers are responsible for submitting this incentive discount based on all university sales volumes within 30 days of the end of each calendar quarter via check to the attention of:

Pennsylvania State System of Higher Education, 2986 North Second Street, Harrisburg, PA 17110

Pennsylvania State System of Higher Education Office of the Chancellor RFP #2011-QCC-LAV-17

Page 6 of 18 Linda Venneri Collaborative Contracts Manager Pennsylvania State System of Higher Education Office of the Chancellor Dixon University Center 2986 North Second Street Harrisburg, PA 17110 The Volume Incentive Discount will represent one percent of sales to PASSHE and must be accompanied by a PASSHE quarterly volume report. The report should include a breakout of sales by product and by university, with a total spend for that quarter. The Volume Incentive Discount is not applicable to any purchases made by any Commonwealth Agency. I-21

Qualified Collaborative Contract Process 1. Proposal due dates listed in Section I-3 shall apply. This RFP may be re-opened at later dates to allow for other suppliers to qualify. 2. Proposals will be reviewed and rated by an evaluation team comprised of PASSHE end users. 3. Suppliers must achieve the qualifying point level to be awarded a contract. Supplier qualifications may vary by the competency area but standard qualifications include experience level, service level, references, and cost. Award of a contract does not guarantee business, but does guarantee an opportunity to submit quotes. 4. Purchases under $10,000 are open sourced. Universities may select any supplier from this RFP’s qualified supplier list or select any supplier outside of the qualified supplier list. 5. For purchases between $18,500 and $20,000, the University may select any supplier from the qualified supplier list. 6. If the procurement is over $20,000, all qualified suppliers within the applicable competency area will be eligible to submit a quote. Only Qualified Suppliers may submit quotes. If the selection criterion is based on more than just cost (example: favorable delivery terms) the RFQ must state that it is a best value selection. 7. First year contracts will be created for a period not to exceed five years. Subsequent year contracts will be created up through the end date of the initial contracts. Suppliers will agree to set pricing for the first contract year with the opportunity to update pricing upon yearly review of the contracts. Increases in pricing will be reviewed to ensure the supplier is not exceeding Pennsylvania State System of Higher Education, 2986 North Second Street, Harrisburg, PA 17110

Pennsylvania State System of Higher Education Office of the Chancellor RFP #2011-QCC-LAV-17

Page 7 of 18 the qualification level. Supplier’s contracts may be cancelled if the pricing becomes uncompetitive or if service issues result in the supplier not being utilized within a two year period. Suppliers whose contracts are cancelled for non-utilization may re-qualify by submitting a proposal in response to the next scheduled issued RFP.

Pennsylvania State System of Higher Education, 2986 North Second Street, Harrisburg, PA 17110

Pennsylvania State System of Higher Education Office of the Chancellor RFP #2011-QCC-LAV-17

Page 8 of 18 Section II Description of the Organization II-1

PASSHE Fact Sheet Pennsylvania State System of Higher Education Fact Sheet

II-2

PASSHE Strategic Direction Pennsylvania State System of Higher Education Strategic Initiatives

(The balance of this page intentionally left blank)

Pennsylvania State System of Higher Education, 2986 North Second Street, Harrisburg, PA 17110

Pennsylvania State System of Higher Education Office of the Chancellor RFP #2011-QCC-LAV-17

Page 9 of 18

III-1

Section III Work Statement

Objective The primary goal of this RFP is to pre-qualify suppliers so the procurement process can be expedited. Specifically, this process is designed to accomplish the following: • Develop a categorization of suppliers so that PASSHE can easily determine who is capable of providing the various types of goods/services • Streamline evaluation and selection of suppliers for specific projects and procurements • Advertise bid opportunities to suppliers more effectively

III-2

IT Consulting & Support Service Requirements Suppliers will be required to select one or more categories of competency for which they wish to be qualified. The service categories are as follows: 1. Application Development Services – Encompasses the creation, modification, and maintenance of software code. These services may be used to augment out-of-the-box software or to build new software. Proficiencies may include database development and design, web development and design, or console application development. Application development services include, but are not limited to: • • • •

.NET Programming (C# / ASP / VB) SQL Server database architecture and design SAP / ABAP development SharePoint design and development

2. Audio Visual Services – Includes the design, installation, maintenance, and repair of A/V systems used in the presentation, recording, transmission, or reception of audio visual signals. • A/V Streaming • Installation, repair, and maintenance of projectors, document cameras, televisions, photography cameras, DVD / VCR, video cameras, web cameras, mixers and signal processors • Design and programming of control systems • Design and architecture of device interconnections, signal routing, and cabling • Engineering of sound and light solutions for classrooms and meeting spaces • Technical drawings Pennsylvania State System of Higher Education, 2986 North Second Street, Harrisburg, PA 17110

Pennsylvania State System of Higher Education Office of the Chancellor RFP #2011-QCC-LAV-17

Page 10 of 18 3. Information Technology Audit and Assessment Services – Includes the analysis, monitoring, and reporting on various IT systems. Consultants may be used to identify deficiencies, recommend improvements and strategies, or perform system testing and benchmarking. • • • • •

Equipment and data security audits and assessments Network security audits and assessments Network performance assessments IT policy assessments and recommendations IT process assessments and recommendations

4. Infrastructure Services – Involves the design, installation, maintenance, and repair of servers, printers, multifunction devices, power systems (UPS, PDUs, etc.) and personal computers. • Power system design, installation, configuration, and maintenance • Server installation, configuration, and maintenance • Personal computer installation, configuration, and maintenance • Storage system design, installation, configuration, and maintenance • Backup system design, installation, configuration, and maintenance • Printer and multifunction device installation, configuration, and maintenance 5. Inventory Management and Disposal Services – Provide a means for tracking and disposing IT assets. • • • • •

Certified data destruction Equipment removal and certified disposal Equipment recycling Inventory management Inventory reporting

6. Network Services – Includes the design, installation, maintenance, and repair of equipment used in the transmission and analysis of digital information. • • • •

Firewall installation, configuration, and maintenance Switch installation, configuration, and maintenance Router installation, configuration, and maintenance Intrusion detection / prevention systems (IDS / IPS) installation, configuration, and maintenance

Pennsylvania State System of Higher Education, 2986 North Second Street, Harrisburg, PA 17110

Pennsylvania State System of Higher Education Office of the Chancellor RFP #2011-QCC-LAV-17

Page 11 of 18 • Wireless system installation, maintenance • Network optimization services • Network design

configuration,

and

7. Project Management – Involves the oversight, documentation, and resource allocation necessary to achieve specific project objectives. • • • • •

Task assignment and management Project documentation (requirements, summaries, etc.) Project presentations Resource allocation Timeline and scheduling

8. Staff Augmentation and Technical Recruiting – Suppliers specialize in filling vacant positions, vetting candidates, locating resources, and providing temporary personnel to meet specific technical needs. 9. Telecommunication Services - Includes the design, installation, maintenance, and repair of telephone equipment, software, and systems. • Installation, configuration, and maintenance of PBXs • Installation, configuration, and maintenance of telephones and teleconferencing devices • Installation, configuration, and maintenance of voicemail, teleconferencing, and call accounting software and systems • Telecommunications system design 10. Specialized Services – Suppliers that do not fit into any of the other categories can respond to the QCC by providing a concise description of the services provided. • Specialized software support, maintenance • Specialized hardware systems maintenance • Specialized technical services III-3

configuration,

installation,

or

configuration,

installation,

or

IT Hardware & Equipment Requirements Suppliers will be required to select one or more categories of competency for which they wish to be qualified. The product categories are as follows: 1. Computer Hardware - Computer hardware encompasses server-class computers, tablet computers, peripherals, and component upgrades. Any external device that connects directly to a computer and allows interaction Pennsylvania State System of Higher Education, 2986 North Second Street, Harrisburg, PA 17110

Pennsylvania State System of Higher Education Office of the Chancellor RFP #2011-QCC-LAV-17

Page 12 of 18 with or manipulation of the system is considered a peripheral. Common peripherals include keyboards, mice, joysticks, and specialty pointing devices. Any internal device that connects directly to the computer to increase performance or add functionality is considered a component upgrade. Common component upgrades include RAM, hard drives, video cards, sound cards, and specialty cards. This category includes, but is not limited to: • • • • • •

Servers Tablet PCs Monitors Peripherals (mice, keyboards) Component upgrades (RAM, video cards, sound cards) Computer accessories (carrying cases, privacy screens)

2. Audio / Visual Hardware - Audio / Visual hardware includes devices used in the presentation, recording, transmission, or reception of audio / visual signals. • • • • • • • •

Projectors Document cameras Televisions Photography Cameras DVD / VCR Video cameras Web cameras Mixers and signal processors

3. Office Hardware - Office hardware consists of equipment used to support the operations of a typical office environment. The printer and multifunction device categories do not include floor-based machines. Desktop printers (inkjet, laser, photo) Fax machines Scanners Desktop copiers Desktop multifunction devices (printer / fax / scanner / copier combination) • Telephones and accessories • Specialty devices (Microfiche readers, plotters, et al)

• • • • •

4. Power Hardware - Power hardware covers devices used to control and regulate the supply of power to electronic equipment. These devices typically plug into a wall outlet or are hard-wired into an electrical circuit. • Uninterruptable power supplies (UPS) Pennsylvania State System of Higher Education, 2986 North Second Street, Harrisburg, PA 17110

Pennsylvania State System of Higher Education Office of the Chancellor RFP #2011-QCC-LAV-17

Page 13 of 18 • Power conditioning units • Power distribution units 5. Data Storage – Data storage devices are used to store digital information. They may be network accessible or plugged directly into a computer, server, or laptop. • • • • • •

Storage Area Networks (SAN) Network attached storage (NAS) USB storage (hard drives, thumb drives) Tape Backup devices and media Disc duplicators Drive arrays

6. Network Equipment – Network equipment is used in the transmission and analysis of digital information. • • • • • • •

Firewalls Switches Routers Hubs Intrusion detection / prevention systems (IDS / IPS) Wireless Network optimization / packet shaping devices

7. Other • Tools / test equipment • Cables III-4

Reporting Qualified Suppliers must maintain all records in compliance with federal and state regulations. All suppliers will provide a Volume Incentive Discount. Because there will be multiple suppliers competing within each category, the Volume Incentive Discount is not expected to cause an increase in supplier pricing. Qualified Suppliers are responsible for submitting this incentive discount based on all university spend within 30 days of the end of each calendar quarter via check to the attention of: Linda Venneri Collaborative Contracts Manager Pennsylvania State System of Higher Education Office of the Chancellor Dixon University Center 2986 North Second Street Harrisburg, PA 17110 Pennsylvania State System of Higher Education, 2986 North Second Street, Harrisburg, PA 17110

Pennsylvania State System of Higher Education Office of the Chancellor RFP #2011-QCC-LAV-17

Page 14 of 18 The Volume Incentive Discount will represent one percent of total spend by PASSHE and must be accompanied by a PASSHE quarterly volume report. The report should include a breakout of spend by service category/project per university for that quarter.

III-5

Cost Problem Provide a clear, detailed and inclusive description of the compensation your firm would expect for providing goods/services to PASSHE (See the QCC Cost Proposal Form; Appendix B). All cost data for the proposal shall be submitted as a separate file apart from the technical proposal file(s). Failure to meet this requirement will result in the automatic disqualification of the proposal. NOTE: With respect to travel reimbursement: 1. Travel expenses shall be reimbursed at cost (including taxes) and shall include the cost of travel associated with a search and with visits to PASSHE locations. Travel expenses will include, but are not limited to hotel expenses; subsistence; airfare; rental car fees/taxi fees; airport parking; and tolls. 2.

Expenses include lodging, meals, airfare, rental vehicle, parking, mileage and tolls. Include all receipts with invoices. No alcoholic beverages or other incidentals may be billed. The Supplier is responsible for all lodging room incidental costs.

Pennsylvania State System of Higher Education, 2986 North Second Street, Harrisburg, PA 17110

Pennsylvania State System of Higher Education Office of the Chancellor RFP #2011-QCC-LAV-17

Page 15 of 18 Section IV Information Required From Suppliers IV-1 through IV-4 Technical Proposal Suppliers must complete Appendix A: Technical Proposal Form. While suppliers are encouraged to submit the most creative, cost effective proposal possible, the inclusion of extraneous commercial and/or sales literature as a substitute for responses to questions included in the proposal is strongly discouraged. Any supplemental information that you elect to provide should be attached as additional appendices to your proposal. IV-1: Statement of Qualifications IV-2: Work Plan IV-3: Value-added Services IV-4: Acknowledgements . IV-5

Response to Cost Problem Provide a response to the Appendix B; Cost Proposal Form. All cost information must be kept separate from the technical portion of the proposal. Absolutely no pricing can appear anywhere in the technical proposal including technical proposal appendices.

IV-6

Instructions for Proposal Submissions PASSHE is utilizing an electronic procurement system for its solicitations. In order to submit a proposal, interested suppliers need to register at PASSHE’s eProcurement Exchange. Registration is a free process that takes only a few minutes to complete. Once registered, suppliers may obtain all solicitation documents, receive notification of solicitation updates, and submit and update their confidential proposals online. PASSHE’s eProcurement Exchange provides proposal privacy, security and supplier confidentiality, while streamlining the overall procurement process. Although all solicitations are available for public viewing, interested suppliers need to register to be able to submit a proposal. Important: Suppliers should contact the Issuing Office if they are unable to register correctly, or if they experience difficulty in uploading/downloading documents from the eProcurement Exchange.

Pennsylvania State System of Higher Education, 2986 North Second Street, Harrisburg, PA 17110

Pennsylvania State System of Higher Education Office of the Chancellor RFP #2011-QCC-LAV-17

Page 16 of 18 Supplier Registration Instructions: To register, visit the eProcurement Exchange and click on the ‘Register’ tab and enter the required information. A “Vendor Quick Start Guide” is also available to assist in the registration process. Using PASSHE’s EProcurement Exchange: Sealed Bid Confidentiality – At no time can any other supplier see your electronic proposal. Confidentiality of Identity – When questions are asked and answered, bidder identity is not disclosed to other bidders. Documents – All documents may be downloaded directly to your computer (suppliers must be registered to access documents). Being added to the “Bidders List” – By downloading any document, you are automatically added to the list of bidders for the solicitation. Questions – by clicking on the “Questions” tab, you can see all questions that have been asked and answered related to the solicitation. You can also ask questions directly through this tab. When PASSHE answers the question, both the question and answer are emailed directly to all bidders. The identity of the supplier asking the question is not disclosed. Submitting and Updating Bids – You may submit and update your bid anytime up to the bid due date and time by clicking on the “Bid” tab. What to Submit with your Proposal: Click on the “Bid” tab. 

Answer Request For Information items (RFI’s) if provided

 Attach a zipped folder containing the documents listed below: 

Appendix A: Technical Proposal



Appendix B: Cost Proposal



Any additional appendices to the technical or cost proposal (please review carefully to ensure your technical documents do not contain cost information)

Pennsylvania State System of Higher Education, 2986 North Second Street, Harrisburg, PA 17110

Pennsylvania State System of Higher Education Office of the Chancellor RFP #2011-QCC-LAV-17

Page 17 of 18 How to Submit your Proposal: Save your files as a single zipped folder. From the Bid tab, click on “browse” (middle of the page), then find and select the zipped folder name. The zipped folder will be attached to your bid submission when the Submit Bid button is clicked. The maximum individual file or folder size is 20Mb. Instructions to zip a file are in the FAQ section at the eProcurement Exchange. How to Submit your Proposal: Please refer to Microsoft’s Help Guide for instructions. Contact the Issuing Office for additional assistance if needed. Verifying that your Proposal was Submitted - If submitted properly, you will receive an acknowledgement appearing in the middle of your screen saying “Your bid has been recorded” and a bid receipt number will be provided. Withdrawing Your Proposal - You may withdraw your proposal at any time up to proposal due date and time by simply clicking on Withdraw Bid, located at the bottom of the Bid tab. Help Guides - There are several Help Guides and video tutorials available on the various screens. If additional support is needed, please contact the Issuing Office.

Pennsylvania State System of Higher Education, 2986 North Second Street, Harrisburg, PA 17110

Pennsylvania State System of Higher Education Office of the Chancellor RFP #2011-QCC-LAV-17

Page 18 of 18 Section V Criteria for Selection V-1

Evaluation of Proposals All proposals will be reviewed and evaluated by a committee of qualified personnel selected by PASSHE. The committee will recommend for selection the proposal that most closely meets the requirements of this RFP and satisfies PASSHE’S needs. Remember to:

V-2



Check our web site for addenda at the eProcurement Exchange.



Carefully review all listed requirements to ensure compliance with the RFP.



Submit Cost and Technical information in separate documents (but as one zipped file).

Selection Criteria The following areas of consideration will be used in making the selection: 1. 2. 3. 4.

Competitive pricing Competence and experience Demonstrated understanding of PASSHE’s requirements Willingness to agree to the required Commonwealth terms and conditions

Pennsylvania State System of Higher Education, 2986 North Second Street, Harrisburg, PA 17110