Avaya Upgrade to CM10l.1_front.docx

Weld County School District 6

INVITATION TO BID – Avaya Upgrade to CM10.1

BID #WCSD6-25-699-0429

Weld County School District 6

Scott Francies, Purchasing Manager Weld County School District 6 1025 9th Ave Greeley, CO. 80631 Ph: 970-348-6151 | Fax: 970-348-6033 Email: sfrancies@greeleyschools.org

Your “Avaya upgrade to CM10.1” bid is requested per the attached specifications. Questions regarding this bid may be directed to Scott Francies at 970-348-6151.

The necessary documents are available online at the Rocky Mountain E-Purchasing System site (Bidnet). Go to http://www.RockyMountainBidSystem.com, then “Bid Opportunities” and then select “Weld County School District 6”.

Interested respondents are requested to submit bids prior to 2pm MDT, Wednesday, May 14, 2025, to the email listed below. Only electronic replies will be accepted. sfrancies@greeleyschools.org

Weld County School District Six reserves the right to reject any or all bids for good cause as deemed to be in the best interest of School District Six.

Weld County School District Six encourages and participates in cooperative purchasing endeavors undertaken by or on behalf of other governmental jurisdictions. To the extent, other governmental jurisdictions are legally able to participate in cooperative purchasing endeavors; the District supports such cooperative activities. Further, it is a specific requirement of this proposal or Request for Proposals that pricing offered herein to Weld County School District Six may be offered by the vendor to any other governmental jurisdiction purchasing the same products. The vendor(s) must deal directly with any governmental agency concerning the placement of purchase orders, contractual disputes, invoicing, and payment. Weld County School District Six shall not be liable for any costs or damages incurred by any other entity.

Be advised that price will not be the only criteria of award; vendor performance and service history with School District Six will also be considered.

Thank you for submitting a competitive bid to Weld County School District Six.

Sincerely, Scott Francies Purchasing Manager Weld County School District Six

BID# 25-699-0429

BIDDER QUALIFICATIONS

Bids will be accepted only from established manufacturers or their authorized dealers. In the event a bid is submitted by a dealer, the dealer hereby guarantees that their company is an authorized dealer of the manufacturer and that the manufacturer has agreed to supply the dealer with all quantities of items to be ordered by the dealer pursuant to any resulting contract with the District. The bidder agrees further to provide the District with a certificate from the manufacturer acknowledging the same if requested.

Bidders must be offering products where the manufacturer has been in the business of providing systems hardware for a minimum of five (5) years prior to the contract bid date.

BID SPECIFICATIONS

Weld County School District 6 (WCSD6) requests bid prices for Avaya upgrade to CM10.1 as specified. This bid should include any delivery to Greeley, CO, and will be installed by WCSD6 personnel. All equipment should be bid as specified, with no exceptions. Only certified new parts will be accepted (no grey market). Serial numbers will be provided upon award of the contract.

AWARD

The award will be made to the lowest responsive and responsible bidder in compliance with this specification by Total Bid Price.

Any exceptions must be described. The District reserves the right to conduct tests, compare specifications, and conduct other research to verify that products fully meet specifications.

INCURRED EXPENSES / CONFIDENTIALITY

The District shall not be responsible for any cost or expense incurred by the bidders preparing and submitting a proposal or cost associated with meetings and evaluations of proposals prior to the execution of an agreement. All proposals, including attachments, supporting documentation, supplementary materials, addenda, and others, shall become the property of the District and will not be returned to the Proposer.

CONTRACT TERMS

The selected contractor will be required to assume responsibility for all services offered in their proposal. Further, Weld County School District Six will consider the selected contractor the sole point of contact regarding all contractual matters, including payment of charges resulting from the contract.

The right is reserved by Weld County School District Six for other governmental agencies to piggyback upon award, and each agency will independently issue and administer its own purchase order or contract.

PROJECT MANAGER:

Anthony Czech Director of Information Technology 970-348-6500 aczech@greeleyschools.org

REQUESTED ITEM(S):

Total Price

Responses to this RFP shall be sent to Scott Francies via e-mail at sfrancies@greeleyschools.org. RFP responses must be received by 2:00 PM MDT, Wednesday, May 14, 2025 to be considered valid.

Price Quoted should be delivered to Weld County School District 6, 2204 5th Ave, Greeley, CO 80631

TOTAL BID PRICE $______________________________________________

Will Vendor accept Visa as Payment? YES_____ NO______

By submitting a bid for Bid #25-699-0429, you acknowledge that you understand and comply with all conditions and terms governed by this bid. You further certify that this bid is made without prior understanding, agreement or connection with any business or person submitting a competitive bid and without prior commitment or influence from any person or department from Weld County School District Six for this same material or service: and therefore, is in all respects fair and without collusion or fraud. Collusive bidding is a violation of State and Federal law and can result in fines, imprisonment, and civil damages. Bids received without this signed statement will be handled as non-responsive.

Payment will be made to the vendor submitting pricing for this bid unless otherwise noted. It is the responsibility of the vendor to inform School District Six of this information prior to a purchase order being processed. If this information is not made available to Weld County School District Six prior to this time, it is the responsibility of the vendor submitting this bid to issue payment to another party.

Price Stability and Adjustments:

The awarded vendor agrees that all pricing proposed in response to this RFP shall remain firm for the duration of the contract term. Any proposed price adjustments:

1. Must be justified with verifiable documentation of actual cost increases from the manufacturer or supplier, including specific percentage increases and effective dates.

0. Require submission of a formal price adjustment request at least sixty [60] days prior to implementation, subject to mutual agreement between the vendor and the purchasing entity.

0. Shall be limited to a maximum annual increase of five percent [5%] cumulative across all products and services, regardless of individual item fluctuations, to prevent excessive cost fluctuations.

0. Must not apply to orders already placed, in process, or approved prior to the effective date of the mutually-approved price adjustment.

0. Will be evaluated against current market conditions and comparable competitive offerings to ensure continued best value.

0. May only be submitted once per term for the entire contract, with the total increase across all products not exceeding the [5%] cap referenced in provision 3.

In the event of extraordinary market events affecting product availability, the vendor must notify the purchasing entity within five [5] business days of becoming aware of potential disruptions. The vendor must propose alternative products of equal or greater quality at the originally contracted price. If no equivalent alternative at the contracted price is available, the vendor must: (i) provide comprehensive documentation and justification regarding the product’s availability; (ii) offer multiple alternative options and a list of their price points; (iii) obtain written approval before any substitutions or price modifications; and (iv) accept the purchasing entity’s right to source from alternative suppliers without penalty. The vendor may not unilaterally cancel product availability, impose surcharges, or implement minimum order quantities without prior written approval from the purchasing entity.

By signing below, I hereby certify that [Vendor Name] acknowledges, understands, and agrees to comply with the Price Stability and Adjustments terms as outlined in this RFP. We confirm that all pricing submitted shall remain firm for the duration of the contract term, and any requested adjustments will adhere to the specified conditions, including the maximum annual increase cap and required documentation.

VENDOR NAME___________________________________________________________________

AUTHORIZED SIGNATURE__________________________________________________________

PRINT AUTHORIZED SIGNATURE____________________________________________________

PHONE NUMBER__________________________ FAX NUMBER__________________________

EMAIL ADDRESS _________________________________________________________________

DATE__________________________________

School District 6 provides a quality education for every learner within a system of high expectations and rigorous, focused instruction.

image1.jpg image2.png