WEST VALLEY-MISSION COMMUNITY COLLEGE DISTRICT
Saratoga, California
REQUEST FOR PROPOSAL 11-1213
NETWORK SWITCHING EQUIPMENT
Bids will be opened at 2:00 P.m., March 20, 2013
in the Office of the Director, General Services of the District,
14000 Fruitvale Ave., Saratoga, California 95070
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Sealed proposals for Request for Proposal 11-1213, Network Switching Equipment, will be received by the Board of Trustees of the West Valley-Mission Community College District of Santa Clara County, California, at the Office of the Director, General Services of said District, 14000 Fruitvale Avenue, Saratoga, California, until 2:00 p.m., March 20, 2013 at which time proposals will be publicly opened.
The District reserves the right to reject or accept any or all proposals and to waive any informalities in the bidding. All interested persons are invited to attend the bid opening.
Brigit M. Espinosa
Director, General Services
Advertise:
February 26 & March 6, 2013
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West Valley-Mission Community College District
GENERAL CONDITIONS
No bid proposals shall receive consideration by the West Valley-Mission Community College District for Request for Proposal #11-1213 unless made in accordance with the following instructions:
1. Deadline For Receipt of Proposals: Bid proposals must be sealed and filed with the Office of the Director, General Services of the District located at 14000 Fruitvale Ave. Saratoga, California 95070 no later than 2:00 P.m. on March 20, 2013. All bids must be received prior to that time. The District suggests that bids be hand delivered in order to insure their timely receipt. Bid results shall constitute public record and shall be available for inspection at the Purchasing Office following the bid opening.
2. Request for Information: Any questions relative to the bid should be directed to Brigit Espinosa, Director, General Services, or designee at the address specified for receipt of bid proposals. Questions may be faxed to 408-867-9523 or e-mailed to by 4:00 pm, March 13, 2013.
3. Bid Proposal Forms: Bid proposals must be made on a form obtained from the District. All items on the form must be filled out. Numbers should be stated in figures, and signatures of all individuals must be in long hand. The completed form must be in ink without interlineations, alterations, or erasures, and submitted in a sealed envelope. No telegraphic or telephonic proposal or modification will be considered.
4. Execution of Forms: Each bid must give the full business address of the bidder and must be signed by the bidder with his or her usual signature. Bids by partnerships must furnish the full names of all partners and must be signed in the partnership name by a general partner with authority to bind the partnership in such matters. Bids by corporations must be signed with the legal name of the corporation, followed by the signature and designation of person authorized to bind the corporation in this matter. The name of each person signing shall also be typed or printed below the signature. When requested by the District, satisfactory evidence of the authority of the Officer signing on behalf of the corporation shall be furnished. A bidder's failure to properly sign required forms may result in rejection of the bid.
5. Bid Security: This section not applicable
6. Withdrawal of Bid Proposals: Bid proposal may be withdrawn by the bidder prior to the time fixed for the opening of bids, but may not be withdrawn for a period of ninety (90) days after the opening of bids. A successful bidder shall not be relieved of the bid submitted without the District's consent or bidder's recourse to Public Contract Code sections 5100 et. seq.
7. Addenda or Bulletins: Any addenda or bulletins issued during the time of bidding shall form a part of the specifications issued to bidders for the preparation of their proposals and shall constitute a part of the contract documents.
8. Award of Contract: The District shall award the bid to the lowest responsible bidder. The District reserves the right to reject any and all bid proposals, to contract work with whomever and in whatever manner the District decides, to abandon the work entirely and to waive any informality or non-substantive irregularity as the interest of the District may require.
9. Rejection of Bids: The District reserves the right to accept or reject any and all bids or any portion or combination thereof, or award on the basis of the total bid.
10. Execution of Contract: This section not applicable
11. Evidence of Responsibility: Upon the request of the District, a bidder shall submit promptly to the District satisfactory evidence showing the bidder's financial resources, the bidder's experience in the type of work required by the District, the bidder's organization available for the performance of the contract and any other required evidence of the bidder's qualification to perform the proposed contract. The District may consider such evidence before making its decision awarding the proposed contract. Failure to submit evidence of a bidder's responsibility to perform the proposed contract may result in rejection of the bid.
12. Taxes: The District will pay only the State sales and use taxes. Federal excise taxes are not applicable to school districts.
13. Discounts: Any discounts which the bidder desires to provide the District must be stated clearly on the bid form itself so that the District can calculate properly the net cost of the bid proposal. Offers of discounts or additional services not delineated on the bid form will not be considered by the District in the determination of the lowest responsible bidder. No discount for payment less then ten (10) days of receipt of invoice will be considered in net price.
14. Prices: Bidders must quote prices F.O.B. the District unless otherwise noted. Prices should be in the unit specified and bidders should quote each item separately.
15. Quantities: The quantities shown are approximate. The District reserves the right to increase or decrease quantities as desired.
16. Samples: This section not applicable
17. Special Brand Names: This section not applicable
18. Bid Negotiations: A bid response to any specific item of this bid with terms such as "negotiable" "will negotiate" or similar, the bid will be considered non-responsive.
19. Indemnity: The bidder must hold harmless and fully indemnify the District, its Board of Trustees, officers, employees and agents from all damages or claims for damages, costs or expenses that may at any time arise out of the bidder's performance of, or failure to perform acts, required by the contract documents, including but not limited to, infringement or use of any copyrighted composition secret process, patented or unpatented invention, article or appliance furnished or used in connection with this bid.
20. Prevailing Law: In the event of any conflict or ambiguity between these instructions and state or federal regulations, the latter shall prevail. Additionally, all equipment to be supplied or services to be performed under the bid proposal shall conform to all applicable requirements of local, state and federal law.
21. Rights and Remedies In The Event of Default: If the bidder defaults in their obligation to enter into an agreement with the District, the District may procure the articles or services from other sources and may recover the loss occasioned thereby from any unpaid balance claimed due by the bidder or by proceeding against a bidder's bonds, if any, or by suit against the bidder. The prices paid by the District shall be considered the prevailing market prices at the time such purchase is made.
22. Governing Law and Venue: In the event of litigation, the bid documents, specifications and related matters shall be governed by and construed in accordance with the law of the State of California. Venue shall be with the appropriate state or federal court located in Santa Clara County.
23. Form of Contract: A District Purchase Order will be issued for all equipment to be purchased after award of RFP #9-0708 by the Board of Trustees of the West Valley-Mission Community College District.
24. Transfer of Interest: No interest in the contract shall be transferred to any other party without permission of the Board of Trustees of the District.
25. Anti-Discrimination: It is the policy of the District that in connection with all work performed under contracts, there will be no discrimination against any person in the provision of any program or services based on race, color, national or ethnic origin, age, gender, religion, sexual orientation, marital status, or physical or mental disability. The contractor agrees to comply with applicable federal and California laws including, but not limited to, the California Fair Employment Practice Act, beginning with Labor Code Section 1410, and Labor Code Section 1735. In addition the contractor agrees to require like compliance by any subcontractor employed on the work.
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West Valley-Mission Community College District
GENERAL REQUIREMENTS
1. Scope of Project:
This proposal specifies the requirements for the purchase of Network Switching Equipment for the West Valley-Mission Community College District.
The successful bidder(s) shall provide, new in box, equipment and services to any or all of the named districts at any or all of the districts’ sites. Total equipment purchases for this requirement are estimated up to $5,000,000 over a five year period. The District does not guarantee the estimated dollar amount shall be expended by the district, or, that any portion or percentage of the total annual expenditures shall be for any particular product.
To allow for the maximum flexibility in selection of equipment and meet the diverse requirements of the district, awards shall be made for entire manufacturer’s product lines
Discounts shall apply to manufacturer’s pricing in effect at the time the order is placed. Any products added to the manufacturer’s product line during the term of the contract shall become available to the participating districts at the discounts bid. Manufacturer’s price changes shall be incorporated automatically.
2. Acceptance, Rejection or Withdrawal of Bid:
This proposal shall remain open and valid and shall be subject to acceptance by the District for ninety (90) days after the Bid Opening date. The bidder may withdraw his proposal at any time before the Bid Opening. The District reserves the right to accept or reject any and all bids or any portion or combination thereof, or award on the basis of the total bid. The District's decision shall be final.
In the event any bidder is unwilling to comply with all the District's requirements, his bid shall be considered non-responsive and shall be withdrawn from consideration. Variations from the provisions prescribed will be permitted only as may be necessary to properly identify the bidder, product(s) and/or facility.
3. Basis of Award:
The award will be made to the lowest responsible bidder responsive to the bid call. The award shall not be split within a manufacturer’s product line.
4. Prices:
Each Bidder shall indicate two levels of pricing
1. The percentage of discount to deduct from the manufacturer’s published list price for future purchases. (provide price list for determination of low responsible bidder.)
2. Include as part of your bid 90 day manufactures warranty and 3 year maintenance agreement.
In the event that a manufacturer’s price list for a particular product category is not published, an alternate means of determining net cost must be offered to the District. Methods may include a dealer cost list, or a manufacturer’s net price list. The District reserves the right to determine the
acceptability of the pricing method offered.
5. Installer Qualifications:
Installation teams will provide credentialed and experienced technicians who can perform tasks that include the following:
· Assembly of switch hardware from individually boxed components. Installation hardware standards to follow existing WVMCCD switch deployments.
· Updating/backdating of the switch operating system to WVMCCD’s currently supported revision.
· Burning-in of the switch hardware, including identification of any failed components and replacement before installation at WVMCCD sites.
· Configuration of switches per WVMCCD’s template, including, but not limited to:
o Routing, including VRRP support. RIP, BGP
o VLAN assignments
o Access Control Lists (ACLs)
o POE and port speed/flow parameters, auto-negotiation issues
o Trunking, LACP
o Spanning Tree configurations and loop management
o SNMP v3 parameters
· Interoperability
· Mounting of switches in racks, wall-mounted cabinets, and other apparatus
· Installation of Liebert, Eaton and other brands of UPSes, including SNMP configurations
· Documentation of all components installed, including configurations, serial numbers, mac addresses and service contract numbers.
During the course of the installation, any errors or problems encountered will be the full responsibility of the installation team. This includes any routing, connectivity or performance issues that may occur on the installed campus network as a result of the new switch installations. As a minimum, installation staff is expected to have the following credentials, or demonstrated equivalent experience:
· HP ExpertOne certifications including HP AIS, HP ASE and HP Master ASE
· Proven knowledge set in TCP/IP networking, routing protocols, spanning tree and vlan designs
· Experience in supporting a customer environment similar to WVMCCD (100+ switches per site with redundant backbones)
6. Contract Term:
The initial term of the agreement shall be five (5) years commencing on the date of award by the Board of Trustees of the West Valley-Mission Community College District.
7. Contract Cancellation:
The agreement may be canceled by either party, for any reason, upon ninety (90) days written notice. Cancellation by Vendor must be made in writing to:
Brigit M. Espinosa
Director, General Services
West Valley-Mission Community College District
14000 Fruitvale Avenue
Saratoga, California 95070
8. Price Changes:
During the term of this agreement, manufacturer’s price changes shall automatically be incorporated provided a minimum of ninety (90) days written notice is given prior to the change. Revised price lists shall be provided by the Vendor to the participating districts.