Gaston County Schools Request for Proposal #: GCSRttT2014-TSS1 Date Issued: June 12, 2014 Description: 2014 ARRA RttT Wireless Access Points and Switches Refer all inquiries to: Greg Ingram, Network Engineer E-mail:
[email protected] Subject Line: GCSRttT2014-TSS1
Execution: In compliance with this Request for Proposal, and subject to all the conditions herein, the undersigned offers and agrees to furnish and deliver any or all services or goods upon which prices are proposed, at the prices set opposite each item within the time specified herein. I certify that this bid is submitted competitively and without collusion. Vendor:
Street Address:
P. O. Box:
City, State, & Zip:
Telephone Number:
Print Name and Title of Person Signing:
E-mail:
Authorized Signature:
Date
Zip:
Offer valid for ninety (90) days from date of opening. For Gaston County Schools use only: Offer accepted and contract awarded on __________________________, 2014 by _____________________________________ Gaston County Board of Education (Chair) __________________________________ W. Jeffrey Booker, Superintendent
_________________________________ Cindee Matson, Assistant Superintendent for Administration
GASTON COUNTY SCHOOLS Gastonia, North Carolina
Description: This Request for Proposal (RFP) is to obtain pricing on wireless access points, switches and modules. The district is planning to purchase wireless access points, switches, and modules for six (6) elementary schools in Gaston County Schools. The RFP addresses how cost will be determined by item and school. Total bid must be accurate or vendor adheres to price as listed in the bid response.
Request for Proposal Delivery: Vendor must deliver one (1) signed original and two (2) copies of the Proposal to Gaston County Schools in a sealed package with Attn: Greg Ingram, Network Engineer and the RFP Number GCSRttT2014-TSS1 clearly marked on the front. Vendor must also submit an electronic copy of its proposal. The electronic files should be capable of being copied to other media. Hand Deliver or Mail Proposal to: Gaston County Schools RFP No. GCSRttT2014-TSS1 Attention: Greg Ingram Technology Support Services 1351 Bradford Heights Gastonia, NC 28054
Sealed proposals will be accepted until June 24, 2014 at 3:00 PM at the address above. The proposals will be opened at June 24, 2014 at 4:00 PM at the address above. Proposals must be submitted in a sealed package with the Execution of Proposal signed and dated by an official authorized to bind the Vendor’s firm. Failure to return a signed Execution of Proposal and/or complete compliance with the RFP shall result in a disqualified proposal.
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GASTON COUNTY SCHOOLS Gastonia, North Carolina
Request for Proposal Questions: Questions Due Date & Time:
June 19, 2014 at 12:00 PM
Instructions:
Written questions regarding the RFP will be accepted until June 19, 2014 at 12:00 PM. All questions must be sent via e-mail to
[email protected]. Enter GCSRttT2014-TSS1 as the subject line for the email. Questions should be entered in the following format.
Reference (Proposal Section, Page #)
Question
Gaston County Schools will prepare a response to each question submitted and post the answers as an Addendum to this RFP on the Interactive Purchasing System (IPS) at https://www.ips.state.nc.us/ips/pubmain.asp and on the Gaston County Schools website at http://www.gaston.k12.nc.us/community/Pages/RFPs.aspx. Gaston County schools will not take phone calls and will not be responsible for oral clarifications.
Basis for Rejection: Gaston County Schools reserves the right to reject any and all offers, in whole or in part; by deeming the offer unsatisfactory as to quality or quantity, deliverables, prices or service offered; non compliance with the requirements or intent of this solicitation; lack of competitiveness; error(s) in specifications or indications that revision would be advantageous to Gaston County Schools; cancellation or other changes in the intended project, or other determination that the proposed requirement is no longer needed; limitation or lack of available funds; circumstances that prevent determination of the best offer; or any other determination that rejection would be in the best interest of Gaston County Schools. No vendor or contractor will be considered if they are on the NC Debarred list or the Federal Debarred list.
Late Proposals: Regardless of cause, late proposals will not be accepted and will automatically be disqualified from further consideration. It shall be the Vendor’s sole risk to ensure delivery at the designated office by the designated time. Late proposals will not be opened and may be returned to the vendor at the expense of the Vendor or destroyed if requested.
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GASTON COUNTY SCHOOLS Gastonia, North Carolina
I. American Recovery and Reinvestment Act of 2009 Requirements: This Request for Proposal is subject to all regulations of the American Recovery and Reinvestment Act of 2009, all Management Directives issued by the North Carolina Office of Economic Recovery & Investment (OERI) http://ncrecovery.gov/default.aspx, and any other related regulatory or legislative body. Included in these regulations (but not limited by) are the following contract provisions.
Contract Provisions By submission of a proposal, vendor agrees to comply with the following provisions. Failure to comply with any and all provisions herein may be cause for the contracting agency to issue a cancellation notice to a vendor or forfeit obligations for payment by Gaston County Schools. Reporting Requirements The vendor is notified that this project may be financed wholly or in part with American Recovery and Reinvestment Act of 2009 (hereinafter, “ARRA”) Funds. The vendor shall ensure that all subcontracts and other contracts for goods and services for an ARRA-funded project have the mandated provisions of this directive in their contracts. Pursuant to Title XV, Section 1512 of the ARRA, the State of North Carolina requires that the vendor provide reports and other employment information as evidence to document the number of jobs created or jobs retained by this contract from the vendor’s own workforce and any subvendors. No direct payment will be made for providing said reports, as the cost for same shall be included in the various items in the contract. Posting with the Local Employment Security Commission In addition to any other job postings the vendor normally utilizes, the Office of Economic Recovery & Investment (hereinafter, “OERI”) requires that the vendor shall post with the local Employment Security Commission Office all positions for which he intends to hire workers as a result of being awarded this contract. Labor and semiskilled positions must be posted for at least 48 hours before the hiring decision. All other positions must be posted a minimum posting of five days before the hiring decision. The vendor and any sub-vendors shall report the new hires in the manner prescribed by the Employment Security Commission and the OERI. Required Contract Provision to Implement ARRA Section 902 Authority of the U.S. Comptroller General provision Section 902 of the ARRA requires that each contract awarded using ARRA funds must include a provision that provides the U.S. Comptroller General and his representatives with the authority to: (1) examine any records of the vendor or any of its sub-vendors, or any State or local agency administering such contract, that directly pertain to, and involve transactions relating to, the contract or subcontract; and (2) interview any officer or employee of the vendor or any of its sub-vendors, or of any State or local government agency administering the contract, regarding such transactions.
Accordingly, the Comptroller General and his representatives shall have the authority and rights prescribed under Section 902 of the ARRA with respect to contracts funded with recovery funds made
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GASTON COUNTY SCHOOLS Gastonia, North Carolina
available under the ARRA. Section 902 further states that nothing in 902 shall be interpreted to limit or restrict in any way any existing authority of the Comptroller General. Authority of the Inspector General provision Section 1515(a) of the ARRA provides authority for any representatives of the United States Inspector General to examine any records or interview any employee or officers working on this contract. The vendor is advised that representatives of the Inspector General have the authority to examine any record and interview any employee or officer of the vendor, its sub-vendors or other firms working on this contract. Section 1515(b) further provides that nothing in this section shall be interpreted to limit or restrict in any way any existing authority of an Inspector General. Buy American provision – (applies to construction contracts only) Section 1605 of the ARRA requires that iron, steel and manufactured goods used in public buildings or public works projects be manufactured in the United States. Vendor agrees to abide by this provision and shall maintain records of such purchases for inspections by authorized agents of the State of North Carolina and federal agencies. The vendor must obtain written exception from this provision from the agency issuing the contract. Wage Rate Provision – (applies to construction contracts only) Section 1606 of the ARRA requires that all laborers and mechanics employed by vendors and sub-vendors for construction contracts with funds from the ARRA shall be paid wages at rates not less than the prevailing wage rate under the Davis-Bacon Act. The vendor agrees that by the submission of a proposal in response to a solicitation funded in whole or in part with recovery funds, continuous compliance will be maintained with the Davis-Bacon Act. Availability and Use of Funds Vendors understand and acknowledge that any and all payment of funds or the continuation thereof is contingent upon funds provided solely by ARRA or required state or grant matching funds. Pursuant to Section 1604 of the ARRA, vendors agree not to undertake or make progress toward any activity using recovery funds that will lead to the development of such activity as casinos or other gambling establishments, aquariums, zoos, golf courses, swimming pools or any other activity specifically prohibited by the Recovery Act. Whistleblower Provisions Vendors understand and acknowledge that Article 14 of Chapter 124, NCGS 126-84 through 126-88 (applies to the State and state employees), Article 21 of Chapter 95, NCGS 95-240 through 85-245 (applies to everyone, including state employees), and Section 1553 of the Recovery Act (applies to anyone receiving federal funds), provide protection to State, Federal and contract employees. Outsourcing outside the USA without Specific Prior Approval Provision Vendor agrees not to use any recovery funds from a contract or any other performance agreement awarded by the State of North Carolina, its agencies, or political subdivisions for outsourcing outside of the United States, without specific prior written approval from the agency issuing the contract.
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GASTON COUNTY SCHOOLS Gastonia, North Carolina
Federal, State, and Local Tax Obligations By submission of a proposal, vendors assert and self-certify that all Federal, State, and local tax obligations have been or will be satisfied prior to receiving recovery funds. Anti-Discrimination and Equal Opportunity Pursuant to Section 1.7 of the guidance memorandum issued by the United States Office of Management and Budget on April 3, 2009 recovery funds must be distributed in accordance with all anti-discrimination and equal opportunity statutes, regulations, and Executive Orders pertaining to the expenditure of funds. Office of State Budget and Management Access to Records OERI requires that the vendor and sub-vendors agree to allow the Office of State Budget and Management internal auditors and state agency internal auditors access to records and employees pertaining to the performance of any contract awarded by a public agency. Historically Underutilized Businesses (HUBs) participation It is the policy of this State to encourage and promote the use of small contractors, minority vendors, physically handicapped vendors, and women vendors in State purchasing of goods and services. Title VI of the Civil Rights Act of 1964 mandates that “no person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal assistance.” Title VII of the Civil Rights Act of 1964 prohibits discrimination on the basis of the race, color, religion, sex, or national origin. All vendors should comply with these federal laws.
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GASTON COUNTY SCHOOLS Gastonia, North Carolina
II. Request for Proposal Protest Procedure A vendor may protest the Request for Proposal according to the procedure below:
Gaston County Schools Proposal Protest Procedure PURPOSE ARRA funding requires a protest procedure be in place. PROCEDURE Any party which is an actual offeror or vendor that may be aggrieved by the award of a contract must submit a written protest that is received within ten (10) calendar days of the contract award. The protest must be addressed to the Executive Director of Business Services Gaston County Schools, 1351 Bradford Heights, Gastonia, NC 28054 or to
[email protected] and must include all the following information: 1. Name, address, telephone number, facsimile number and e-mail of the protester. 2. Signature of the protester or authorized agent. 3. The Request for Proposal name and number. 4. A detailed statement of the legal and factual grounds of protest including copies of relevant documents. 5. Any supporting exhibits, evidence, or documents to substantiate any claims. 6. All information establishing that the protester is an interested party for the purpose of filing a protest. 7. The form of relief requested. After careful consideration of all relevant information, and consultation with the school system’s Attorney, the Executive Director for Business Services shall make a written decision.
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GASTON COUNTY SCHOOLS Gastonia, North Carolina
III. Request for Proposal Schedule Gaston County Schools will make every effort to adhere to the following schedule, but reserves the right to make adjustments to the schedule if it is in the best interest of the district:
Action
Date
Issue Request for Proposal Deadline to submit additional questions Deadline for responses posted to IPS and GCS websites Deadline to Submit Proposal Public opening of bids Protest Deadline Board of Education awards bid Contract signed and Purchase order cut Product Delivery
June 12, 2014 June 19, 2014 @ 12:00 PM June 19, 2014 @ 5:00 PM June 24, 2014 @ 3:00 PM June 24, 2014 @ 4:00 PM July 3, 2014 @ 9:00 AM July 7, 2014 @ 6:00 PM July 8, 2014 @ 9:00 AM On or before July 29 @ 5:00 PM
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GASTON COUNTY SCHOOLS Gastonia, North Carolina
IV. Requirements for Vendors The vendor shall give all notices and comply with all laws, ordinances, rules, regulations and orders of any public authority bearing on the performance of the work and purchase of these materials even in the event of conflict with the solicitation documents, however, and if any of the solicitation documents are at variance therewith in any respect, he shall notify the Owner in writing prior to submitting his proposal and any necessary changes shall be adjusted by appropriate modification. If the vendor performs any work contrary to such laws, ordinances, rules and regulations, he shall assume full responsibility therefore and shall bear all costs attributable thereto. Vendor Shall: a) Company or vendor must have a Cisco Certified Internetworking Engineer or higher as a direct full-time employee and provide certification documentation. b) Company or vendor must ship Cisco equipment current and new, not refurbished or used, equipment. Equipment should not be shipped that has been manufactured prior to February 15, 2014. c) Company or vendor must be an Authorized Reseller / Seller / Manufacturer’s Certified Location (MCL) for Cisco through E-Procurement as of June 12, 2014. d) Company or vendor must be an Authorized Reseller / Seller / Manufacturer’s Certified Location (MCL) of Cisco equipment for the previous five years.
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GASTON COUNTY SCHOOLS Gastonia, North Carolina
V. Request for Proposal Specifications Individual School Requirements Please complete the following information on the table below for each school and provide a line item and a total cost of equipment for each group including North Carolina sales tax (must be included) and shipping. The items needed to be shipped and labeled by individual schools.
TRYON ELEMENTARY 504 Quantity Part Number
Description
1
Cisco Catalyst 3750X-12S-E Cisco Catalyst C3750X-12S-E 12 Gig SFP Ports w/ 350W 12 w/SMARTnet or Power supply or equivalent equivalent
5
WS-C2960X-48FPS-L w/SMARTnet or equivalent
Cisco Catalyst 2960X-48FPS-L or equivalent
5
GLC-T SFP or equivalent
Cisco 1000BASE-T Copper SFP or equivalent
4
Cisco GLC-SX-MM or equivalent
1000BaseSX SFP or equivalent
39
EDU-CAP2702I-AK910
Cisco Wireless Access Point or Equivalent
Price
Sub-Total Shipping State of North Carolina Sales Tax 6.75% Total Price For Site
CARR ELEMENTARY 344 Quantity Part Number
Description
1
Cisco Catalyst 3750X12S-E 12 w/SMARTnet or equivalent
Cisco Catalyst C3750X-12S-E 12 Gig SFP Ports w/ 350W Power supply or equivalent
5
WS-C2960X-48FPS-L w/SMARTnet or equivalent
Cisco Catalyst 2960X-48FPS-L or equivalent
2
GLC-T SFP or equivalent Cisco 1000BASE-T Copper SFP or equivalent
4
Cisco GLC-SX-MM or equivalent
1000BaseSX SFP or equivalent
44
EDU-CAP2702I-AK910
Cisco Wireless Access Point or Equivalent
Price
Sub-Total Shipping State of North Carolina Sales Tax 6.75% Total Price For Site
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GASTON COUNTY SCHOOLS Gastonia, North Carolina
BESSEMER CITY CENTRAL ELEMENTARY 332 Quantity Part Number
Description
1
Cisco Catalyst 3750X-12S-E Cisco Catalyst C3750X-12S-E 12 Gig SFP Ports w/ 12 w/SMARTnet 350W Power supply or equivalent or equivalent
3
WS-C2960X-48FPS-L w/SMARTnet or equivalent
Cisco Catalyst 2960X-48FPS-L or equivalent
2
GLC-T SFP or equivalent
Cisco 1000BASE-T Copper SFP or equivalent
2
Cisco GLC-SX-MM or equivalent
1000BaseSX SFP or equivalent
32
EDU-CAP2702I-AK910
Cisco Wireless Access Point or Equivalent
Price
Sub-Total Shipping State of North Carolina Sales Tax 6.75% Total Price For Site
HH BEAM ELEMENTARY 492
Quantity Part Number
Description
0
Cisco Catalyst 3750X-12S-E Cisco Catalyst C3750X-12S-E 12 Gig SFP Ports w/ 12 w/SMARTnet 350W Power supply or equivalent or equivalent
4
WS-C2960X-48FPS-L w/SMARTnet or equivalent
Cisco Catalyst 2960X-48FPS-L or equivalent
2
GLC-T SFP or equivalent
Cisco 1000BASE-T Copper SFP
0
Cisco GLC-SX-MM or equivalent
1000BaseSX SFP or equivalent
EDU-CAP2702I-AK910
Cisco Wireless Access Point or Equivalent
48
Price
Sub-Total Shipping State of North Carolina Sales Tax 6.75% Total Price For Site
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GASTON COUNTY SCHOOLS Gastonia, North Carolina
CHAPEL GROVE ELEMENTARY 352 Quantity Part Number
Description
0
Cisco Catalyst 3750X-12S-E 12 w/SMARTnet or equivalent
Cisco Catalyst C3750X-12S-E 12 Gig SFP Ports w/ 350W Power supply or equivalent
6
WS-C2960X-48FPS-L w/SMARTnet or equivalent
Cisco Catalyst 2960X-48FPS-L or equivalent
2
GLC-T SFP or equivalent
Cisco 1000BASE-T Copper SFP
0
Cisco GLC-SX-MM or equivalent
1000BaseSX SFP or equivalent
34
EDU-CAP2702I-AK910
Cisco Wireless Access Point or Equivalent
Price
Sub-Total Shipping State of North Carolina Sales Tax 6.75% Total Price For Site
RHYNE ELEMENTARY 484 Quantity Part Number
Description
0
Cisco Catalyst 3750X-12S-E 12 w/SMARTnet or equivalent
Cisco Catalyst C3750X-12S-E 12 Gig SFP Ports w/ 350W Power supply or equivalent
4
WS-C2960X-48FPS-L w/SMARTnet or equivalent
Cisco Catalyst 2960X-48FPS-L or equivalent
2
GLC-T SFP or equivalent
Cisco 1000BASE-T Copper SFP
0
Cisco GLC-SX-MM or equivalent
1000BaseSX SFP or equivalent
36
EDU-CAP2702I-AK910
Cisco Wireless Access Point or Equivalent
Price
Sub-Total Shipping State of North Carolina Sales Tax 6.75% Total Price For Site
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GASTON COUNTY SCHOOLS Gastonia, North Carolina
Proposal Calculations Site
Total Cost for Site
Tryon Elementary Carr Elementary Bessemer City Central Elementary HH Beam Elementary Chapel Grove Elementary Rhyne Elementary Project Total
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GASTON COUNTY SCHOOLS Gastonia, North Carolina
VI. Instructions to Vendors Preparation of Bids 1. Bidders are expected to examine all specifications, schedules, and instructions included in the Bid package. Failure to do so will be at the Bidder's risk. 2. If erasures or other changes appear on the Bid documents, the person signing the Bid must initial each erasure or change prior to submittal. Bid documents with erasures or changes without initials will not be considered. 3. Reference to GCSRttT2014-TSS1 shall appear on all technical data and/or other information furnished by the Bidder. 4. Receipt of amendment(s) / addendum by prospective Bidders must be acknowledged prior to the opening. Addendum received prior to submittal will be acknowledged in the appropriate space of the RFP Response Form. Addendum received after Bid submittal will not be considered. 5. Any documents intended to supplement or deviate from the express requirements of this Invitation to Bid may result in the rejection of that Bid. 6. All Bids must be signed. Unsigned Bids will not be considered. Modification or Withdrawal of Bid 1. A Bid that is in the possession of Gaston County Schools may be altered by letter bearing the signature and name of the person authorized for offering, provided it is received prior to the time and date of opening. 2. A Bid that is in the possession of Gaston County Schools may be withdrawn by the Bidder in person, by written request bearing the signature and name of the person authorized for offering, provided it is received prior to the time and date of opening. Bids may not be withdrawn after the opening. Award and Purchase 1. Gaston County Schools hereby notifies all Bidders that it will affirmatively insure that in any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit Bids in response to this Request for Proposal, and will not be discriminated against on the grounds of race, religion, gender, color, national origin, or ancestry in consideration of an award. Bidder hereby agrees that should Bidder be awarded this contract, the Bidder will not discriminate against any person who performs work there under because of race, religion, gender, color, national origin, or ancestry. Furthermore, the Bidder should be an organization that also practices the beliefs of equal opportunity in the morals of their company. 2. The right is reserved by Gaston County Schools to select the products based on product quality, performance, and on-going support costs, not by price alone. 3. Gaston County Schools reserves the right to reject, without explanation, any or all Bids, to waive any informalities or technical defects in Bids, and unless otherwise specified by Gaston County Schools to accept any item or group of items in the Bid, as may be in the best interest of Gaston County Schools.
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GASTON COUNTY SCHOOLS Gastonia, North Carolina
4. This RFP and its response as accepted will become part of the contract between the Bidder and the school district. 5. Gaston County Schools reserves the right to automatically reject any Bid due to mathematical errors when figuring cost of project. Delivery Requirements 1. All shipments must include packing slips that list all serial numbers of delivery. 2. All equipment will be shipped to the Technology Support Services in Gastonia, NC. 3. Delivery must be between the hours of 9:00 am and 4:00 pm, Monday through Thursday except for Holidays. A 24-hour notice is required specifying AM or PM delivery to Technology Support Services, Greg Ingram,
[email protected] and 704-8666225.
The shipping address for all equipment will be: Technology Support Services Gaston County Schools Attention: Greg Ingram, Network Engineer 1351 Bradford Heights Road Gastonia, NC 28054 704-866-6225
[email protected]
SPECIAL NOTE: Gaston County Schools Summer Business Hours Gaston County Schools will be open Monday through Thursday from 7:00 AM to 6:00 PM. Gaston County Schools will be closed on Fridays from June 16, 2014 through August 1, 2014. Please be mindful of these hours when submitting correspondence and bids.
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GASTON COUNTY SCHOOLS Gastonia, North Carolina
Company or Vendor Information Background 1. What is your company’s business name? 2. How many years has your company used its present business name? 3. List other names your company has operated under? 4. How many years did your company operate under a different name(s)? Include dates. Contact Information 5. Provide your company’s contact information. Include physical address, mailing address, voice number, and fax number and e-mail address for general correspondence, billing issues, safety concerns, scheduling information and material procurement. Local Office Information 6. Does your company have an office in the North Carolina or South Carolina area that is within a 6-hour driving period to Gaston County Schools? 7. What year did your North Carolina or South Carolina office open? Closure 8. Has your company ever failed to deliver equipment within the requested time? If yes, please attach details. 9. Are there any judgments, claims, arbitration proceedings or suits pending or outstanding against your company or its officers? If yes, please provide details. Evaluation Criteria Selection Criteria Price Other cost factors Vendor References and/or Experiences with Vendor RFP Compliance Personnel Qualifications Financial Stability Warranty Total
Points 30 25
20 10 6 5 4 100
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