November 3, 2011
You are invited to submit your proposal for UNIFIED COMMUNICATION AND COLLABORATION, in accordance with the enclosed specifications entitled: LANSING COMMUNITY COLLEGE – UNIFIED COMMUNICATION AND COLLABORATION – NOVEMBER 2011, RFP# 60001-433-11RB.
RETURN BID
BY MAIL:
Rebecca G. Beard If sent by Overnight Carrier:
7130 - Purchasing Department Gannon Building, Dock #1
Lansing Community College 411 N. Grand Avenue, Rm#104
P.O. Box 40010 Lansing, MI. 48933
Lansing, MI 48901-7210
IN PERSON TO: 309 N. Washington Sq, Room 214
Lansing, MI 48933
Note: To confirm receipt of your proposal submission you may call Purchasing at
(517) 483-1785.
PROPOSAL MUST BE RECEIVED BY 2:00 PM, DECEMBER 1, 2011. NO PROPOSAL RECEIVED AFTER THIS TIME WILL BE CONSIDERED AND WILL BE RETURNED UNOPENED. LANSING COMMUNITY COLLEGE CANNOT BE HELD RESPONSIBLE FOR ANY PROPOSAL RECEIVED AFTER THE APPOINTED TIME.
All questions concerning this bid as indicated within the attached documents should be directed to Rebecca G. Beard no later than NOVEMBER 17, 2011 by 4:00 p.m. at the email address below. Questions received will be answered in an Addendum posed online at www.bid4michigan.com Questions received after this date will not be answered.
Rebecca G. Beard
Preferred method via email at:
Sincerely,
LANSING COMMUNITY COLLEGE
Rebecca G. Beard, Ph.D., C.P.M.
Director, Purchasing Department
INSTRUCTIONS FOR ACCESSING LCC DOCUMENTS ONLINE
Lansing Community College posts Invitations for Bid (IFB) and Request for Proposals (RFP) online at the State of Michigan Bid System www.bid4michigan.com
All bid documents, including addendums, and questions and answers are available online. In order to access these documents you will need to register. Registration is free to view documents however; to receive email notification you will need to pay a modest fee. Once registered, you will be able to view and print all bidding documents associated with a competitive bid.
STEP-BY-STEP INSTRUCTIONS:
STEP 1: Go to www.bid4michigan.com
You will see the following message:
The State of Michigan Bid System
Welcome to the State of Michigan Bid System (Bid4Michigan.com)! Department of Management and Budget (DMB) Purchasing Operations has implemented this system for faster and easier posting and notification of bid information to the public.
Companies interested in doing business with the State will have access to all State Department and many Community College bid information from this website. This system provides instant access to all of our Bids, RFI's, RFP's, Quotes, Addenda and Awards online. In addition to DMB Purchasing Operations, other departments are expected to join in the future, so stay with us to watch us grow!
Effective Monday, November 17, 2008, vendors must register to access open solicitation information, by clicking on the "Vendor Registration" link above. If you need assistance when registering, please click here to contact IPT. IPT provides all customer and technical support for the State of Michigan Bid System (Bid4Michigan.com) and will be happy to assist you during normal business hours (8:00 A.M. - 8:00 P.M. Eastern Time).
We look forward to providing our vendors with more bid information, with less paperwork, and an easier method of doing business with us. We are excited about implementing this system and look forward to your participation.
STEP 2: Vendors must select a registration option before they will receive access to bid opportunities. Your choices are:
1. Email Notification Services for $49.95
per year.
2. Search Only Access for free.
Note: Some bids require electronic submission of bid responses and you must be registered for Email Notification in order to submit a bid electronically.
Note: This purchasing system is utilized by government agencies, and as such, requires all companies or individuals to submit truthful and accurate information when registering in the Bid4Michigan.com vendor database. If your company is a reseller of bid information, you may not register on this system.
STEP 3: Once you have successfully registered, you will be able to view a listing of all bid opportunities. They are identified by DOCUMENT TITLE, BID STATUS INFO (you can view bid details here), PREQUALIFICATION (if any is required), AND DEADLINE.
If you require assistance, please call IPT at (800) 677-1997, Monday through Friday, 8:00 A.M. - 8:00 P.M. Eastern Time. Please ask for the e-Procurement Support Department at Extension 214.
LANSING COMMUNITY COLLEGE
REQUEST FOR PROPOSAL
AND SPECIFICATIONS FOR
UNIFIED COMMUNICATION AND COLLABORATION
REQUEST FOR PROPOSAL
#60001-433-11RB
LANSING COMMUNITY COLLEGE
LANSING, MICHIGAN
PURCHASING DEPARTMENT
NOVEMBER 2011
PROPOSAL #60001-433-11RB INSTRUCTIONS TO VENDORS
ARTICLE 1 LANSING COMMUNITY COLLEGE & REPRESENTATIVE
1.1 The word “Owner” and/or the word “College” shall be interpreted to mean Lansing Community College.
1.2 The representative for Lansing Community College shall be Rebecca G. Beard, Director, Purchasing Department.
1.3 Any and all communication with Lansing Community College shall be accomplished through the Purchasing Department. Any vendors that deviate from this requirement are subject to disqualification.
1.4 The successful vendor will have an excellent record for providing customer service, and will be selected based on its total proposal offering.
1.5 The successful vendor agrees to comply with all college policies and bylaws by acceptance of an LCC purchase order. College policies and bylaws may be found at www.lcc.edu
ARTICLE 2 RIGHT TO ACCEPT AND REJECT PROPOSALS
2.1 Lansing Community College reserves the right to waive any irregularities, reject any or all proposals, and modify or negotiate any and all proposals received in conjunction with this Request for Proposal. The College reserves the right to award multiple purchase orders, and make awards to more than one vendor.
2.2 This Request for Proposal in no manner obligates the College to the eventual contract for any items described, implied, or which may be proposed, until confirmed by written agreement and may be terminated by the College without penalty or obligation at any time prior to the signing of a contract.
ARTICLE 3 PROPOSAL SUBMISSION PROCEDURES
3.1 Proposals are to include all information as stated in Article 3 of the General Requirements.
3.2 Expenses for developing and presenting proposals shall be the entire responsibility of the vendor and shall not be chargeable to the College.
3.3 Seventeen (17) copies in printed form (this number includes the “Original”), of the proposal shall be submitted to the Purchasing Department, clearly marked on the outside of the package with vendor’s name and address; and REQUEST FOR PROPOSAL #60001-433-11RB, LANSING COMMUNITY COLLEGE UNIFIED COMMUNICATION AND COLLABORATION. Vendors are to clearly mark the ORIGINAL document as “Original” and COPIES as “Copies.”
3.4 PROPOSALS WILL BE RECEIVED UNTIL 2:00 P.M., DECEMBER 1, 2011 IN THE PURCHASING DEPARTMENT OF LANSING COMMUNITY COLLEGE.
3.5 Proposals received after the time and date for receipt of proposals will be returned unopened. The vendor shall assume full responsibility for timely delivery of the Proposal at the designated location for receipt of Proposals.
3.6 The College will clarify, correct, or respond to any questions by the issuance of an Addendum to all vendors recorded at the www.Bid4Michigan.com website as having in their possession a set of Proposal Documents. Addendums will be posted online.
ARTICLE 4 ADDENDA
4.1 Any explanations of proposals shall be issued in the form of an addendum.
4.2 All addenda issued during the proposal time shall become part of the Specifications. A copy of the addendum will be posted online at www.Bid4Michigan.com No verbal statements by the owner or the vendor shall be considered authoritative.
4.3 Each Bidder shall ascertain, prior to submitting a Proposal, that he/she has received all Addenda issued and shall acknowledge their receipt on the Proposal Form.
ARTICLE 5 WITHDRAWAL OF PROPOSALS
5.1 A proposal may not be modified, withdrawn, or canceled by the vendor for a period of ninety (90) days following the time and date designated for the receipt of Proposals, and vendor so agrees in submitting his/her Proposal.
5.2 Prior to the time and date designated for Receipt of Proposals, Proposals submitted early may be modified or withdrawn only by notice to the party receiving the Proposals at the place and prior to the time designated for Receipt of Proposals. Such notice shall be in writing, over the signature of the vendor, and must be received prior to date and time set for Receipt of Proposals.
ARTICLE 6 EQUAL OPPORTUNITY AND NONDISCRIMINATION POLICY
6.1 All vendors shall execute their work in accordance with the Equal Opportunity and Nondiscrimination practices of the College. It is the policy of the College to afford equal opportunity and nondiscrimination regardless of race, color, sex, age, religion, national origin, creed, ancestry, familial status, marital status, height, weight, sexual orientation, disability or veteran's status or other status as protected by law.
ARTICLE 7 MICHIGAN CLEAN INDOOR ACT. P.A. 198 OF 1986
LANSING COMMUNITY COLLEGE SMOKING POLICY
7.1 Vendor shall comply with Lansing Community College Smoking policy which states “No smoking or use of a tobacco product is permissible (except in the designated smoking area only) on Lansing Community College property, including any building, facility, or structure and on real estate that is owned or leased.
7.2 For the purposes of this policy, the following definitions apply: "Smoking" means the carrying by a person of a lighted cigar, cigarette, pipe or other lighted smoking device. "Use of a tobacco product" means inhalingor chewing a tobacco product or placing a tobacco product within a person's mouth.
7.3 As of May 12, 2008, the downtown campus is designated “tobacco free.”
ARTICLE 8 PROTECTION OF WORK AND PROPERTY
8.1 The vendor shall be responsible to the Owner for the acts and omissions of all his/her employees and all Subcontractors, their agents and employees, and all other persons performing any of the work under a contract with the vendor.
8.2 The vendor shall continuously maintain adequate protection of all of his/her work from damage and shall protect the Owner’s property from damage or loss arising in connection with this Contract, and make good any such damage, injury or loss from whatever cause.
8.3 The vendor shall be responsible to ensure that vehicles of its employees and subcontractors are not on the Washington Mall area without the expressed permission of the College. Unauthorized vehicles will be ticketed, and towed if necessary.
ARTICLE 9 REIMBURSEMENTS OF AUTHORIZED EXPENSES
9.1 Expenses incurred by an independent contractor in connection with the performance of services to Lansing Community College must be business related. The standards listed in IRS Publication 463 (2003), Travel, Entertainment, Gift, and Car Expenses states the business expenses that may be paid by the College, providing the following conditions are met:
1. It is appropriate to the conduct of official college business;
2. If such expenses are approved prior to incurring by the vice president, dean, budget supervisor, or project manager;
3. The group or individual incurring the expense is identified on the purchase order as being authorized for expense reimbursement;
4. The business reason or benefit gained or expected to be gained is identified;
5. Adequate documentation to support expenses is provided.
* Note: The cost of alcoholic beverages is not an allowable expense.
9.2 IRS Publication 463 (2003), Travel, Entertainment, Gift, and Car Expenses identifies adequate documentation as: receipts, canceled checks, or bills. Independent contractors must submit photocopies of documentation for reimbursement.
ARTICLE 10 REQUEST FOR COST OR PRICING DATA
10.1 Vendor agrees by submission of response to this Request for Proposal and acceptance of subsequent award of contract to provide cost and pricing data at the request of the College.
10.2 Vendor certifies that cost and pricing data it furnishes is accurate, complete and current. Vendor agrees to provide supporting data and breakdowns as requested by the College. Failure to agree to the submission of cost or pricing data may be cause for rejection of a proposal as non-responsive.
10.3 By submission of its proposal, the Vendor automatically grants to the College, or its duly authorized representative, the right to examine, for the purpose of verifying the cost or pricing data submitted, those books, records, documents and other supporting data which will permit adequate evaluation of such costs or pricing data, along with the computations and projections used therein. This right may be exercised in connection with any negotiations prior to award, or after award.
NOVEMBER 2011 UNIFIED COMMUNICATION AND COLLABORATION 12
PROPOSAL #60001-433-11RB GENERAL REQUIREMENTS
ARTICLE 1 GENERAL
1.1 This Request for Proposal (RFP) contains requests for specific information. Vendors however, in responding to this RFP, are encouraged to provide any additional information they believe relevant.
1.2 Vendors are encouraged to examine all sections of this RFP carefully. Clause headings appearing in the RFP have been inserted for convenience and ready reference. They do not purport to define, limit or extend the scope of intent of the respective clauses.
ARTICLE 2 VARIATIONS
2.1 In those cases where mandatory requirements are stated, material failure to meet those requirements could result in disqualification of the vendor’s response. Any deviation or exception from RFP specifications must be clearly identified by the vendor in its proposal, specifically under the category, “Alternate Proposals.”
ARTICLE 3 PROPOSAL FORMAT
3.1 Seventeen (17) copies of proposals are to be submitted in booklet or notebook form with appropriate indexes.
ARTICLE 4 THE CONTRACT DOCUMENTS
4.1 The final contract documents will consist of the Request for Proposal, Vendor Proposal, Vendor Contract Agreement (if required), and a Lansing Community College Purchase Order. Contract Period: 3 years with two – one year options to extend for a total of five years.
4.2 The issuance of a purchase order to the successful vendor will be considered sufficient notice of acceptance of their proposal. This purchase order shall bind the vendor to furnish and deliver goods or services at the prices, and in accordance with, the conditions of this proposal. If the vendor will require the College to sign an additional contract or retention letter, then a copy of the contract or retention letter MUST be included with the proposal. In the event of a conflict between the requirements of this Request for Proposal and the proposed contract or retention letter, the terms and conditions of the Request for Proposal will take precedence.
4.3 NOTICE TO OFFERORS: The State of Michigan Constitution prohibits public agencies from indemnifying others (Ref. Article IX, Section 18). The College cannot sign any agreement with an indemnification clause. Such clauses must be removed prior to the College signing an agreement.