171-180000002112 - Data Center Power Monitoring and HVAC.docx

Attachment 11 – License Agreement

STATE OF MICHIGAN

Department of Technology, Management and Budget Procurement

Request for Proposal No. 171-180000002112

Solicitation Manager Name: Mike Breen Direct Phone: 517-284-7002 Email: breenm@michigan.gov Main Phone: 1-855-MI-PURCH 1-855-647-8724

Bidders may submit proposals for one or both modules as described herein.

1. Module 1 - Power and Environmental Monitoring Break Fix and Preventative Maintenance and New Purchases at State of Michigan Hosting Centers and Switch Rooms

2. Module 2 - HVAC Break Fix and Preventative Maintenance and New Purchases at State of Michigan Hosting Centers and Switch Rooms

· The State reserves the right to award multiple contracts for each module.

· The State reserves the right to award in whole or in part and pricing must take this into account.

· Current Equipment Solutions (Module 1A and Module 2A) listed in Attachment 1, that are under State Contract for Support and Maintenance.

· New Equipment Solutions (Module 1B and Module 2B) not currently listed in Attachment 1, that are not under State Contract for Support and Maintenance.

Please see Schedule A (the “Contract Activities”) for a detailed description of the modules.

Anticipated Timeline

E-mail completed table to Solicitation Manger TABLE 2 - Pre-Proposal Meeting & Hosting Center Walkthrough Attendee List 04/23/2018

Mandatory Pre-Proposal Meeting See Section 5 of RFP Proposal Instructions for details 04/24/2018 (3:30 pm EST)

Deadline for bidders to submit questions about this RFP

State Answers to Vendor Questions will be posted within 5 business days on www.michigan.gov/SIGMAVSS 04/27/2018 (3:00 pm EST)

*A bidder’s proposal received at 3:00:01 p.m. EST is late and subject to disqualification.

This RFP is subject to change. Check www.michigan.gov/SIGMAVSS for current information.

STATE OF MICHIGAN

Request For Proposal No. 171-180000002112 Power, Environmental Monitoring and HVAC for State Hosting Centers and Switch Rooms

PROPOSAL INSTRUCTIONS

1. PROPOSAL PREPARATION. The State recommends reading all RFP materials prior to preparing a proposal, particularly these Proposal Instructions and the Vendor Questions Worksheet. Bidders must follow these Proposal Instructions and provide a complete response to the items indicated in the table below. References and links to websites or external sources may not be used in lieu of providing the information requested in the RFP within the proposal. Include the bidder’s company name in the header of all documents submitted with your proposal.

TABLE 1 - RFP Structure and List of RFP Documentation

Schedule A Statement of Work

Attachment 1 Equipment List and Pricing

(Download Microsoft Excel Attachment from www.michigan.gov/SIGMAVSS)

Required to be uploaded as a separate electronic file from the technical proposal documentation.

Attachment 2 Vendor Questions Worksheet

Attachment 3 Personnel Resume Template

Attachment 4 Standard Contract Terms Provides the Standard Contract Terms for any contract awarded from this RFP

|X| Response Required in Proposal (Download Microsoft Word Attachment from www.michigan.gov/SIGMAVSS)

Attachment 5 Staffing Qualifications Questionnaire for (Module 1)

(Required If bidding on Module 1)

Attachment 6 Staffing Qualifications Questionnaire for (Module 2)

(Required If bidding on Module 2)

Attachment 7 Staffing Qualification Checklist

(Download Microsoft Excel Attachment from www.michigan.gov/SIGMAVSS)

Attachment 8 Maintenance Checklists – Current Equipment Solutions

(Download Microsoft Word Attachment from www.michigan.gov/SIGMAVSS)

Attachment 9 Maintenance Checklists – New Equipment Solutions

Attachment 10 Use Case Scenario

Attachment 11 License Agreement

2. CONTACT INFORMATION FOR THE STATE. PROPOSAL PREPARATION. The sole point of contact for the State concerning this RFP is listed on the Cover Page. Contacting any other State personnel, agent, consultant, or representative about this RFP may result in Bidder disqualification.

3. QUESTIONS. Bidder questions about this RFP must be emailed to the Solicitation Manager no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions are accepted. Answers to questions will be posted on www.michigan.gov/SIGMAVSS. Submit questions using the format below; a Microsoft Word/Excel format or similar is suggested.

4. MODIFICATIONS TO RFP PRIOR TO PROPOSAL DEADLINE SUBMISSION DATE. The State may modify this RFP at any time. Modifications will be posted on www.michigan.gov/SIGMAVSS. This is the only method by which the RFP may be modified.

5. MANDATORY PRE-PROPOSAL MEETING & HOSTING CENTER WALKTHROUGH

A Mandatory pre-proposal meeting and Hosting Center Walkthrough will be held in Dimondale, MI at the location and time noted below:

As this meeting is mandatory, a bidder may be disqualified by being late. Subcontractor sign-in is permitted in lieu of the bidder as evidence of attendance. Accessibility requests for reasonable accommodations at the pre-proposal meeting should be made with the Solicitation Manager at least 5 business days before the date of the meeting. Accommodation requests received outside this time period cannot be guaranteed.

Please note the following will not be permitted at the pre-proposal conference:

· Recording of the meeting (audio / video)

· Legal representation

If it is later determined that legal was present and/or a vendor recorded the meeting, then the vendors ability to participate in the bid process could be compromised.

TABLE 2 - Pre-Proposal Meeting & Hosting Center Walkthrough Attendee List

(Limited to 3 per vendor) Attendee E-mail

To allow sufficient time for sign-in and building access, please arrive at least 15 minutes before the published pre-proposal meeting start time.

The purpose of the pre-proposal meeting is to discuss the RFP and the work to be performed, and review key components within the RFP. Vendors are required to attend. Statements made by the Solicitation Manager or designee at a pre-proposal meeting are not considered modifications to the RFP. If, however, the Solicitation Manager determines modifications to the RFP are warranted after the meeting, modifications will be posted in writing on www.michigan.gov/SIGMAVSS.

Attendance at the pre-proposal meeting will be limited to 3 persons per vendor. Requests for reasonable accommodations at the pre-proposal meeting should be made with the Solicitation Manager, listed above, at least 10 business days before the date of the meeting. Any requests received outside this period cannot be guaranteed.

State Documentation Review Session Details:

Upon written request, the State will schedule review session(s) to provide vendors with an opportunity to review reports and documentation in person if they desire. If you are interested in setting up a review session, please contact the Solicitation Manager to schedule.

The State will provide details on the equipment list, showing the history of preventative maintenance. This will not be summarized, but will be in the form of detailed records, so vendor attendees shall plan accordingly.

6. DELIVERY OF PROPOSAL.

Electronic – The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS. The price proposal should be saved separately from all other proposal documents. The bidder should submit all documents in a modifiable (native) format (examples include, but are not limited to: Microsoft Word or Excel and Google Docs or Sheets). Bidder’s failure to submit a proposal as required may result in disqualification. The proposal and attachments must be fully uploaded and submitted prior to the proposal deadline. Do not wait until the last minute to submit a proposal, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a proposal to be submitted after the proposal deadline identified in the Cover Page, even if a portion of the proposal has been uploaded.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (517) 373-4111 or (888) 734-9749.

7. EVALUATION PROCESS. The State will evaluate each responsive proposal based on the following factors:

· Schedule A (Statement of Work)

· Attachment 1 (Equipment List and Pricing) – Note: Pricing will not be scored. The State reserves the right to evaluate and score technical details and pricing assumptions that impact the bidder’s solution.

· Attachment 10 (Use Case Scenario - Module 1)

· Attachment 8 and/or 9 (Maintenance Checklists)

· Attachment 3 (Personnel Resume Template)

· Attachment 5 (Staffing Qualifications Questionnaire – Module 1)

· Attachment 7 (Staffing Qualification Checklist)

· Attachment 2 (Vendor Questions Worksheet)

· Schedule A (Statement of Work)

· Attachment 1 (Equipment List and Pricing) – Note: Pricing will not be scored. The State reserves the right to evaluate and score technical details and pricing assumptions that impact the bidder’s solution.

· Attachment 10 (Use Case Scenario - Module 2)

· Attachment 8 and/or 9 (Maintenance Checklists)

· Attachment 3 (Personnel Resume Template)

· Attachment 6 (Staffing Qualifications Questionnaire – Module 2)

· Attachment 7 (Staffing Qualification Checklist)

· Attachment 2 (Vendor Questions Worksheet)

Proposals receiving 80 or more technical evaluation points will have their pricing evaluated and be considered for award. Each module will be individually scored on a 100 point scale.

The State may utilize all bidder information, without regard to a proposal’s technical score, to determine fair market value for goods or services sought. The State is not obligated to accept the lowest price proposal. If applicable, the State’s evaluation will include consideration of a bidder’s qualified disabled veteran (QDV) status under MCL 18.1261(8). Additional information on the QDV preference is available at: http://michigan.gov/micontractconnect/0,4541,7-225-48677-123519--,00.html.

The State strongly encourages strict adherence to the Contract Terms. The State reserves the right to deem a bid non-responsive for failure to accept the Contract Terms. Nevertheless, the bidder may submit proposed changes to the Contract Terms in track changes (i.e., visible edits) with an explanation of the bidder’s need for each proposed change. Failure to include track changes with an explanation of the bidder’s need for the proposed change constitutes the bidder’s acceptance of the Contract Terms. General statements, such as that the bidder reserves the right to negotiate the terms and conditions, may be considered non-responsive.

The State may conduct an on-site visit to tour and inspect the bidder’s facilities; require an oral presentation of the bidder's proposal; conduct interviews, research, reference checks, and background checks; and request additional price concessions at any point during the evaluation process.

8. NOTICE OF DEFICIENCY. The State reserves the right to issue a Notice of Deficiency to bidders if the State determines after the proposal deadline that a portion of the RFP was deficient, unclear, or ambiguous. Failure to respond to a Notice of Deficiency timely may be cause for disqualification.

9. CLARIFICATION REQUEST. The State reserves the right to issue a Clarification Request to a bidder to clarify its proposal if the State determines the proposal is not clear. Failure to respond to a Clarification Request timely may be cause for disqualification.

10. RESERVATIONS. The State reserves the right to:

a. Disqualify a Bidder for failure to follow these instructions.

b. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, your preparation and submission of a proposal, and the State’s subsequent receipt and evaluation of your proposal does not commit the State to award a contract to you or anyone, even if all the requirements in the RFP are met.

c. Consider late proposals if: (i) no other proposals are received; (ii) no complete proposals are received; (iii) the State received complete proposals, but the proposals did not meet mandatory minimum requirements or technical criteria; or (iv) the award process fails to result in an award.

d. Consider an otherwise disqualified proposal, if no other proposals are received.

e. Disqualify a proposal based on: (i) information provided by the Bidder in response to this RFP; (2) the Bidder’s failure to complete registration on www.michigan.gov/SIGMAVSS; or (3) if it is determined that a Bidder purposely or willfully submitted false or misleading information in response to the RFP.

f. Consider prior performance with the State in making its award decision.

g. Consider overall economic impact to the State when evaluating proposal pricing and in the final award recommendation. This includes but is not limited to: considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, and economically disadvantaged businesses.

h. Consider total-cost-of-ownership factors (e.g., transition and training costs) when evaluating proposal pricing and in the final award recommendation.

i. Refuse to award a contract to any Bidder that has failed to pay State taxes or has outstanding debt with the State.

j. Enter into negotiations with one or more Bidders on price, terms, technical requirements, or other deliverables.

k. Award multiple, optional-use contracts, or award by Contract Activity.

l. Evaluate the proposal outside the scope identified in the Evaluation Process Section, if the State receives only one proposal.

11. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible Bidder who offers the best value to the State, as determined by the State. Best value will be determined by the Bidder meeting the minimum point threshold and offering the best combination of the factors stated in the Evaluation Process Section, and price, as demonstrated by the proposal. The State will post a Notice of Recommendation for Award on www.michigan.gov/SIGMAVSS.

12. DEBRIEF MEETING AND BID PROTEST. The State will post a Notice of Recommendation for Award, which will provide instructions on how to request a debrief meeting

If you wish to initiate a protest of the award, you must submit your written protest electronically at BidProtest-DTMB@michigan.gov no later than 3:00 p.m., seven calendar days after posting the Notice of Recommendation for Award on SIGMA VSS, or by 3:00 p.m. the next business day if that date falls on a state holiday or weekend. The State reserves the right to adjust this timing and will publish any change on the SIGMA VSS.

Additional information about the protest process is available at www.michigan.gov/micontractconnect under the “Programs and Policies” link.

13. STATE ADMINISTRATIVE BOARD. Contracts in excess of $500,000 require approval by the State Administrative Board. The State Administrative Board’s decision is final; however, its approval does not constitute a contract. The award process is not complete until the awarded contractor receives a contract fully executed by all parties.

14. GENERAL PROPOSAL CONDITIONS. The State will not be liable for any costs, expenses, or damages incurred by a bidder participating in this solicitation. The bidder agrees that its proposal will be considered an offer to do business with the State in accordance with its proposal, including the Contract Terms, and that its proposal will be irrevocable and binding for a period of 180 calendar days from date of submission. If a contract is awarded to the bidder, the State may, at its option, incorporate any part of the bidder’s proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the State’s environment, or contain all matters upon which agreement must be reached. Other than verified trade secrets, proposals submitted via www.michigan.gov/SIGMAVSS are the State’s property.

15. FREEDOM OF INFORMATION ACT.

a. Under MCL 18.1261(13)(b), records containing “a trade secret as defined under section 2 of the uniform trade secrets act, 1998 PA 448, MCL 445.1902, or financial or proprietary information” are exempt from disclosure under FOIA. And under MCL 18.1470(3), “proprietary financial and accounting” information is also exempt from disclosure under FOIA.

b. If information within a bidder’s proposal falls under the aforementioned exemptions, and the bidder seeks to have it withheld from disclosure under FOIA, then by the proposal deadline, the bidder must: (1) save exempt information in a separate file (i.e., document); (2) name the file/document “FOIA-EXEMPT”; (3) label the header of each page of the file/document “Confidential–Trade Secret,” “Confidential–Financial,” or “Confidential–Proprietary” as applicable; (4) clearly reference within the file/document the RFP schedule, section, and page number to which the exempt information applies; and (5) verify within the FOIA-EXEMPT file/document that the information meets the FOIA exemption criteria.

c. The State reserves the right to determine whether information designated as exempt by a bidder falls under the FOIA exemptions.

d. Resumes, pricing, and marketing materials are not trade secrets or financial or proprietary information.

e. Do not identify your entire proposal as “FOIA-EXEMPT,” and do not label each page of your proposal “Confidential.” If a bidder does so, the State may require the bidder to resubmit the proposal to comply with subsection (b) above.

f. If the State requires a bidder to resubmit a proposal for failure to follow these instructions, the State reserves the right to disqualify the bidder if the proposal is materially changed upon resubmission. In other words, amendments to the proposal should be restricted to that which is necessary to separate confidential from non-confidential information.

Proposal Instructions

Power, Environmental Monitoring and HVAC for State Hosting Centers and Switch Rooms

SCHEDULE A - STATEMENT OF WORK

The State of Michigan (SOM), through the Department of Technology, Management and Budget (DTMB) has issued this Request for Proposal (RFP) to obtain proposals from qualified firms to provide Power, Environmental Monitoring and HVAC for State Hosting Centers and Switch Rooms as described throughout this RFP.

The RFP has been broken into modules as follows:

Bidders may bid on Module 1A and/or Module 1B:

1A. Current Equipment Solutions - listed in Attachment 1, that are under State Contract for Support and Maintenance.

1B. New Equipment Solutions - not currently listed in Attachment 1, that are not under State Contract for Support and Maintenance.

Bidders may bid on Module 2A and/or Module 2B:

2A. Current Equipment Solutions - listed in Attachment 1, that are under State Contract for Support and Maintenance.

2B. New Equipment Solutions - not currently listed in Attachment 1, that are not under State Contract for Support and Maintenance.

· Module 1

Power and Environmental Monitoring Break Fix and Preventative Maintenance and New Purchases at State of Michigan Hosting Centers and Switch Rooms

· Maintenance, repair, purchase and support of computer room and telecommunication switch room infrastructure hardware and software components to include but not limited to:

· uninterruptible power supply units,

· battery cabinets,

· static transfer switches,

· automatic transfer switches,

· Data Center Infrastructure management tools and systems (environmental monitoring and control software and hardware),

· power generating systems,

· modular busway systems,

· fire suppression systems,

· voltage suppression systems,

· means to distribute power to and into the racks for use by the servers, The State has designed current facilities using the same manufacturer’s product line throughout that facility. The State will determine whether it is in its best interest to introduce different OEM parts and products into an existing environment or maintain the same OEM parts and products throughout the facility.

The Contractor shall maintain all units under the same terms, conditions and SLA’s contained herein.

· Module 2

HVAC Break Fix and Preventative Maintenance and New Purchases at State of Michigan Hosting Centers and Switch Rooms

· Maintenance, repair, purchase and support of computer room and telecommunication switch room infrastructure hardware and software components include but not limited to:

· air conditioning,

· chiller systems,

· management tools and systems,

· heat and cooling containment systems.

The State has designed current facilities using the same manufacturer’s product line throughout that facility. The State will determine whether it is in its best interest to introduce different OEM parts and products into an existing environment or maintain the same OEM parts and products throughout the facility.

The Contractor shall maintain all units under the same terms, conditions and SLA’s contained herein.

The negotiated contract(s) resulting from this RFP will have a minimum term of five (5) years with options for five (5) two (2) year extensions. Renewal of the contract will be at the sole discretion of the State and will be based upon the acceptable performance of the selected contractor as determined by the State.

For preparing proposals, bidders shall assume the State’s current equipment is under warranty or maintenance through 9/30/2018 and provided for by the current Contractor. The State seeks ongoing maintenance services transition anytime between September 1, 2018 and September 30, 2018. The State intends to leverage the awarded Contract to source equipment, software and other services as of the contract execution date.

The State desires to purchase both equipment and services. Exact quantities of have yet to be determined; however the contractor will be requested to furnish materials and services ordered under the terms, conditions and SLA’s contained herein during the contract period. Quantities specified, if any, are estimates based on prior purchases, and the State is not obligated to purchase in these or any other quantities.

Statement of Work Overview

|_| Module 1A, Power and Environmental Monitoring Current Equipment Solutions |_| Module 1B, Power and Environmental Monitoring New Equipment Solutions

|_| Module 2A, HVAC Current Equipment Solutions |_| Module 2B, HVAC New Equipment Solutions

1.002 BACKGROUND

The State of Michigan’s business-critical technology systems demand power and cooling support that are flexible, reliable and efficient. The goal of this RFP is to provide for a company or companies that can deliver and support systems with this goal in mind. These solutions will enable DTMB to:

· Eliminate unplanned downtime relating to the power and cooling infrastructure in State data center and telecommunication facilities

· Enable fast, efficient response to changes in technology and business strategies that are related to the Data Center or Telecommunication infrastructure

· Protect and extend the State of Michigan’s investment in information technology systems.

· Reduce capital and operating costs for the State of Michigan organization

The State maintains one Hosting Center and several other business critical locations around the State in support of our telephony and data processing needs. This location is described in Section 1.103 Environment. All must be built and maintained in a fashion that strives to achieve continuous uninterrupted availability.

The Michigan Department of Technology, Management and Budget (DTMB) currently has a contract in place to procure and support Power, Environmental Monitoring and HVAC equipment, associated components and services for their Data Centers, that will be ending on 12/11/2018 and replaced through this RFP by one or more contracts.

Information provided herein is intended solely to assist contractors in the preparation of proposals. To the best of the State’s knowledge, the information provided is accurate. However, the State does not guarantee such accuracy, and any variations subsequently determined will not be construed as a basis for invalidating the RFP. The State reserves the right to cancel this Request for Proposal (RFP), or any part of this RFP, at any time.

The Contract(s) will provide for the purchase, maintenance and support of large data center and telecommunications switch room Power, Cooling, Environmental Monitoring and Management (PCMM) technologies. I.E. Equipment preventative maintenance checkups and repair service on the State’s current infrastructure components, as well as any new components introduced over the duration of the contract as required by DTMB and recommended by the equipment manufacturers. The contract will allow for hardware, software and firmware upgrades that may become available as the technology and controls evolve. Additionally, the contract will account for acquiring new equipment throughout the life of the contract to permit evolving energy efficient technologies to be incorporated into the State environment. It will also account for the provisioning of additional services and products as needed.

The awarded contract(s) will consist of the following scope:

A. Module 1 - Acquisition and installation of new equipment and software for Power and Environmental Monitoring in State hosting centers and switch rooms as requested by the State and training B. Module 2 - Acquisition and installation of new equipment for HVAC in State hosting centers and switch rooms as requested by the State and training C. Documentation for equipment and software D. Reporting for ongoing contract activities E. Warranty for any products purchased through the Contract F. Maintenance and support of all existing equipment in current conditions and related software A more detailed description of the software, services (work) and deliverables/requirements sought for this project is provided in Article 1, Section 1.104, Work and Deliverables.

In Scope

Check only one (1) box below.

I have reviewed the above section and:

|_| I agree with no exceptions.

|_| I have identified all exceptions as tracked changes in the section above and have summarized these exceptions below within this Bidder Response box:

1.102 OUT OF SCOPE

The following are considered out of scope for this RFP:

· Desktop related power or surge protection systems

· Non-computer room air conditioners

Out of Scope

Check only one (1) box below.

I have reviewed the above section and:

|_| I have identified all exceptions as tracked changes in the section above and have summarized these exceptions below within this Bidder Response box:

1.103 ENVIRONMENT

Enterprise IT Policies, Standards and Procedures Contractors are advised that the State has methods, policies, standards and procedures that have been developed over the years. Contractors are expected to provide proposals that conform to State IT policies and standards. All services and products provided as a result of this RFP must comply with all applicable State IT policies and standards. Contractor is required to review all applicable links provided below and state compliance in their response.

Enterprise IT Policies, Standards and Procedures: http://www.michigan.gov/dtmb/0,4568,7-150-56355_56579_56755---,00.html

Acceptable Use Policy To the extent that Contractor has access to the State’s computer system, Contractor must comply with the State’s Acceptable Use Policy, see http://michigan.gov/dtmb/0,4568,7-150-56355_56579_56755---,00.html. All Contractor Personnel will be required, in writing, to agree to the State’s Acceptable Use Policy before accessing the State’s system. The State reserves the right to terminate Contractor’s access to the State’s system if a violation occurs.

Look and Feel Standard All software items provided by the Contractor must adhere to the Look and Feel Standards http://www.michigan.gov/documents/som/Look_and_Feel_Standards.

ADA Compliance The State is required to comply with the Americans with Disabilities Act of 1990 (ADA), and has adopted a formal policy regarding accessibility requirements for websites and software applications. The State is requiring that Bidder’s proposed Solution, where relevant, to level AA of the World Wide Web Consortium (W3C) Web Content Accessibility Guidelines (WCAG) 2.0. Bidder may consider, where relevant, the W3C’s Guidance on Applying WCAG 2.0 to Non-Web Information and Communications Technologies (WCAG2ICT) for non-web software and content. The State may require that Bidder complete a Voluntary Product Accessibility Template for WCAG 2.0 (WCAG 2.0 VPAT) or other comparable document for the proposed Solution. http://www.michigan.gov/documents/dmb/1650.00_209567_7.pdf?20151026134621

Agency Specific Environment The Contractor must support the current site and equipment and software (where identified) that is provided as Attachment 1, Equipment List and Pricing. Attachment 1, is separated by Power and HVAC Equipment. This list will be modified as existing equipment is decommissioned and new equipment is installed.

Current State equipment locations include:

· Dimondale, Michigan

· Lansing, Michigan

· Grand Rapids, MI

· Detroit, MI

· Saginaw, MI

For specific location information (physical addresses) please contact Mike Breen at BreenM@michigan.gov.

Environment

I have reviewed the above section and:

|_| I have identified all exceptions as tracked changes in the section above and have summarized these exceptions below within this Bidder Response box:

1.104 WORK AND DELIVERABLES

It is the intent of the SOM to use the resulting contract(s) for the purchase, installation and maintenance of Power, Environmental Monitoring and HVAC equipment and related infrastructure components. The SOM reserves the right to leverage other procurement vehicles for the purchase of this equipment and related services. The SOM will review recommendations and consider purchasing of equipment off this contract; however, the SOM is under no obligation to acquire the equipment through this contract. The State makes no commitment regarding the number of units that will be covered under this agreement. The State reserves the right to adjust the number of units covered at any time to best serve the interests of the State.

Equipment Environmental Monitoring and Maintenance:

The equipment on the resulting contract supports the data center and telecommunication facilities that support the State of Michigan’s information technology and telecommunication infrastructure. These services are critical in nature and the equipment on this contract must be maintained in an effective manner. It is essential that equipment be monitored and maintained in a manner that allows these facilities to continuously operate 24 hours a day, 7 days a week, and 365 days a year without unscheduled downtime.

SiteScan software is sourced through the current Contract, through annual maintenance program utilizing Emerson employee(s). For additional information on the required Software Maintenance, please see Checklist 15: Attachment 8 - Maintenance Checklist. All Equipment Solutions proposed for Module 1 or Module 2 shall be capable of integrating with State approved environmental monitoring software.

The State is open to remote software updates if proper security clearances can be obtained through the State. Bidders proposing remote software updates, shall describe how they are able to ensure security and all other support needs are satisfied and any cost impact within the response boxes provided. The State reserves the right to require onsite support for software updates

Preventative Maintenance:

The resulting contract(s) will include equipment preventative maintenance checkups and repair service on the State’s current infrastructure components, as well as any new components introduced over the duration of the contract, as required by DTMB and recommended by the equipment manufacturers.

Preventative Maintenance Service Period:

All maintenance activities will be performed within the period either two (2) weeks prior to or two weeks after manufacturers recommend interval. For example, if a device should be serviced every 3 months – Jan. 1, April 1, July 1 and Oct 1, then the service must be performed no sooner than two weeks prior to and no later than two weeks after Jan 1, April 1, July 1 or Oct.1. The preventative maintenance checkups and repair service will be scheduled with the State of Michigan at a time that is most beneficial to the State’s business needs. Unless the State for business reasons cannot accommodate a requested service date, any service activities outside this range will be considered as “missing” a service date.

Example Tables:

Quarterly Maintenance Example (Target Date)

Annual Maintenance Example (Target Date)

The preventative maintenance agreement will include all necessary parts and labor priced on a per unit basis.

1.104 Work and Deliverables

A. MODULE 1 - Power and Environmental Monitoring Break Fix and Preventative Maintenance and New Purchases at State of Michigan Hosting Centers and Switch Rooms

· Acquisition and installation of new power and environmental monitoring equipment and related software.

· Maintenance and support for new and existing power and environmental monitoring equipment and related software.

The State requires that all power and environmental monitoring equipment and software required to meet future needs be available for purchase through this contract. All new and replacement parts must be manufacturer based for existing equipment. The requirements detailed below describe the requirements that the Contractor will deliver in providing these services.

A.1 - Power and Environmental Monitoring Requirements:

A.1.1 The Contractor must provide the following categories of products:

a) Uninterruptible Power Supplies (UPS) systems

b) Flywheel Technology

c) Power Management and distribution systems (PDU)

d) Static Transfer Switching systems

e) Static transfer switches (STS)

f) Surge Protection / TVSS

g) Environmental monitoring solutions

h) Batteries,

i) Battery monitoring and management solutions

j) Other types of Power and Monitoring equipment as the evaluation of technology dictates.

Bidder shall check only 1 box below, and identify exception(s)

A.1.2 The Contractor must provide sales and sales engineering support to assist the State in selecting the appropriate products and planning for their deployment.

Bidder shall check only 1 box below, and identify exception(s)

A.1.3 The Contractor must provide factory certified staff for installation, de-installation, moving Services and operational training for equipment in place at the State and all new equipment purchased through the resulting contract.

Bidder shall check only 1 box below, and identify exception(s)

A.1.4 The Contractor must include a one-year on-site warranty and provide installation services for any new equipment in accordance with Section 1.104.E.

Bidder shall check only 1 box below, and identify exception(s)

A.1.5 The Contractor must provide at no additional cost to the State of Michigan, one on-site operations training for the Facility staff who will be required to operate the new equipment or software.

Bidder shall check only 1 box below, and identify exception(s)

A.1.6 Within 30 days of Contract execution, the Contractor shall schedule onsite visits to walkthrough State of Michigan data center and telecommunication facilities.

Bidder shall check only 1 box below, and identify exception(s)

A.1.7 The Contractor shall provide 24/7/365 service with two (2) hours onsite response and thirty (30) minute assigned technician call back requirements.

Bidder shall check only 1 box below, and identify exception(s)

1.104.A.1.7

A.1.8 All responding technicians will be factory trained and certified for the device type they are responding to.

Bidder shall check only 1 box below, and identify exception(s)

A.1.9 The Contractor shall provide proof of factory certification for the current equipment list (Attachment 1) for all service engineers on an annual basis (at the start of the State’s fiscal year). This list will be modified as existing equipment is decommissioned and new equipment is installed.

Bidder shall check only 1 box below, and identify exception(s)

A.1.10 The Contractor will provide 1-800 Response Center staffed 24/7/365 for single point of contact for service dispatch requirements.

The Response Center shall have full knowledge of the contracted SLA’s regarding assigned technician call back and onsite requirements. They shall also be aware of all contracted sites and that there’s no need to issue a PO or credit card number before dispatching a technician

Bidder shall check only 1 box below, and identify exception(s)

A.1.11 Example Maintenance Checklists are provided for the Contractors reference in Attachment 8.

1.104.A - MODULE 1 - Power and Environmental Monitoring for State Hosting Centers and Switch Rooms

B. MODULE 2 - HVAC Break Fix and Preventative Maintenance and New Purchases at State of Michigan Hosting Centers and Switch Rooms

· Acquisition and installation of new HVAC equipment.

· Maintenance and support for new and existing HVAC equipment.

The State requires that all HVAC equipment and software required to meet future needs be available for purchase through this contract. All new and replacement parts must be manufacturer based for existing equipment. The requirements detailed below describe the requirements that the Contractor will deliver in providing these services.

B.1 - HVAC Module Requirements:

B.1.1 The Contractor must provide the following categories of products:

a) Air Conditioning Units

b) Steam Humidifiers

c) Air Handlers

d) Water Softeners

e) Ceiling-Mounted Precision Cooling Systems

f) VAV Units

g) Other types of HVAC equipment as the evaluation of technology dictates

Bidder shall check only 1 box below, and identify exception(s)

B.1.2 The Contractor must provide sales and sales engineering support to assist the State in selecting the appropriate products and planning for their deployment.

Bidder shall check only 1 box below, and identify exception(s)

B.1.3 The Contractor must provide factory certified staff for installation, de-installation, moving Services and operational training for equipment in place at the State and all new equipment purchased through the resulting contract.

Bidder shall check only 1 box below, and identify exception(s)

B.1.4 The Contract must provide a one-year on-site warranty and installation services for the new equipment in accordance with Section 1.104.E.

Bidder shall check only 1 box below, and identify exception(s)

B.1.5 The Contractor must include at no additional cost to the State of Michigan, one on-site operations training for the Facility staff who will be required to operate the new equipment or software.

Bidder shall check only 1 box below, and identify exception(s)

B.1.6 Within 30 days of Contract execution, the Contractor shall schedule onsite visits to walkthrough State of Michigan data center and telecommunication facilities.

Bidder shall check only 1 box below, and identify exception(s)

B.1.7 The Contractor shall provide 24/7/365 service with two (2) hours onsite response and thirty (30) minute assigned technician call back requirements.

Bidder shall check only 1 box below, and identify exception(s)

1.104.B.1.7

B.1.8 All responding technicians will be factory trained and certified for the device type they are responding to.

Bidder shall check only 1 box below, and identify exception(s)

B.1.9 The Contractor shall provide proof of factory certification for the current equipment list (Attachment 1) for all service engineers on an annual basis (at the start of the State’s fiscal year). This list will be modified as existing equipment is decommissioned and new equipment is installed.

Bidder shall check only 1 box below, and identify exception(s)

B.1.10 The Contractor will provide 1-800 Response Center staffed 24/7/365 for single point of contact for service dispatch requirements.

The Response Center shall have full knowledge of the contracted SLA’s regarding assigned technician call back and onsite requirements. They shall also be aware of all contracted sites and that there’s no need to issue a PO or credit card number before dispatching a technician

Bidder shall check only 1 box below, and identify exception(s)

B.1.11 Example Maintenance Checklists are provided for the Contractors reference in Attachment 8.

1.104.B - MODULE 2 – HVAC Equipment for State Hosting Centers and Switch Rooms

C. Documentation The Contractor shall provide documentation for new equipment. The State will need any documentation which provides information related to installation, upkeep, and power requirements.

C.1 - Requirements:

C.1.1 User and Installation manuals

1. A minimum of two (2) copies of the following documentation in an electronic format, online and in hard copy will be provided:

a. User and Technical Manuals - Online and Hard Copy

b. Operations Manual

c. All updates of documentation during the term of the contract, software license and maintenance agreement

2. The documentation of equipment and features shall be specific to the configuration of the device…