Bid#85-25.pdf

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10-27-2025 Request for Proposal on Bid # 85-25

The City of Canon City, Colorado is soliciting proposals, hereinafter referred to as Bids until 11:00 am MST, Monday November 3rd, 2025 at which time bids will be opened, for furnishing the supplies, equipment or services subject to the conditions herein stipulated and in accordance with the specifications set forth and/or attached hereto, for furnishing Dell Storage Servers.

The City will only accept electronic submissions in response to this RFP. Electronic submissions are required to be considered for an award. To submit your Proposal online, please visit www.bidnetdirect.com/Colorado. The submission deadline is Monday November 3rd, 2025 by 11:00 am MST. Proposals shall be submitted in PDF format. All proposals submitted shall become property of the City and will become public record.

The City of Canon City, IT Department, who’s address is 128 Main Street., Canon City, Colorado 81212, is the user department. Please direct inquiries concerning this bid to Aleizja C.

Owens, (719) 276-5261, the Contract Manager.

Bids will be opened at the time and date indicated above, and then referred to the City Council.

The intended time and date for consideration of this bid to come before the City Council, the awarding agent of the City, is expected to be 6:00 PM at the next regular City Council Meeting:

Freight and delivery schedule: Items, supplies, equipment, and materials shall be delivered or shipped to the City of Canon City at the department address, unless otherwise indicated on Purchase Order or Contract; and shipped items, supplies or materials are the responsibility of the bidder until received and accepted by the City.

Delivery will be required as stipulated in the specification and conditions after receipt of purchase order or executed contract. Proposals or bids exceeding the schedule will be rejected, unless accepted in writing by the Contract Manager prior to bid opening date and time

Each bidder shall furnish the information required; the unit price for each item bid must be shown.

A total for each item must be entered, in case of error in extension, the unit price prevails. The bid must be submitted by completing the QUOTATION or PRICE SCHEDULE below. Add, as necessary, additional schedules, a summary cover sheet, a letter of transmittal, a general description of the proposed items, supplies, materials or services configuration, schedules and delivery dates for same. The City reserves the right to increase/decrease quantities for budgetary reasons.

file://ch-data-s01/Computer_Resources/ACOWENS/Bids/35-21%20Storage/www.bidnetdirect.com/Colorado

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TABLE OF CONTENTS

PROPOSAL INFORMATION

Requests for Proposal Page 1 General Instructions to Responders Page 3

WORK DOCUMENTS

Proposal Requirements Page 5 Product Specifications Page 6-7 Bidder Certification Page 8 Bid Form Page 9

Complete response packet contains 9 pages of documents

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GENERAL INSTRUCTIONS TO RESPONDERS

1. A “proposal” is a responsive, conforming, unconditional, complete, legible, and properly executed offer by a responder to provide the product specified in the Request for Proposal (RFP) for the compensation specified.

2. Responses shall be clearly marked with the RFP_ Company Name, contact person, mailing address, and telephone number of the responder.

3. It shall be the responsibility of the responder to ensure that the response is in proper form and in the City’s possession by or before the time and date designated in the RFP.

Responses will not be accepted after the designated time and date. Any response received late will be returned to the responder unopened, if possible.

4. If a mistake is made or discovered during or after the City’s review of responses, the City reserves the right to determine which party made the mistake and whether the mistake is material and, after these determinations, the City, in its sole reasonable discretion, shall decide whether to accept or reject the proposal. No advantage shall be taken by any party of manifest clerical errors or omissions in any proposal. Responders shall notify the City immediately of any errors or omissions that are encountered.

5. Price changes: The City of Cañon City requires price protection during the period of contract performance. Pricing information: The City of Cañon City requires identification of all costs for items or services, (including installation, training, and documentation's) and when stipulated requests for descriptions of alternative payment methods available to the City. Any item which does not meet all the terms, conditions, or specifications of this package must be clearly indicated on the exceptions section of the Proposal Reply Form or on a separate sheet of paper and returned with the proposal.

6. The City shall not reimburse any responder for any cost incurred in preparing a proposal or attending equipment demonstrations, inspections, pre-proposal conferences, or interviews.

7. Any amplification, clarification, explanation, interpretation, or correction of a response shall be made only by written addendum, and a copy of the addendum shall be submitted to www.bidnetdirect.com. The City is not responsible for any amplification, clarification, explanation, interpretation or correction of a proposal not contained in the written addenda.

8. The City reserves the right to determine, in its sole reasonable discretion, whether any proposal meets the needs or purposes intended and is within the approved budget. The City does not base its award on prices alone. Also, to be considered are quality of product;

experience with the responder or any subcontractors, consultants, products or suppliers;

qualifications of the responder and/or subcontractors or suppliers; services offered;

warranties; maintenance considerations; long-range costs; delivery; and similar conditions.

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9. The City reserves the right to conduct such investigations as it deems necessary to assist in the evaluation of any proposal to establish the experience, responsibility, reliability, references, reputation, qualifications, or financial ability of any responder, manufacturer or supplier. The purpose of such investigation is to satisfy the City that the responder has the ability to supply the specified product and to perform the necessary warranty and product support in accordance with the RFP in the prescribed manner and time.

10. The City reserves the right, if it deems such an action to be in its best interests, to reject any and all responses or to waive any irregularities or informalities therein. Any incomplete, false, or misleading information provided by any responder shall be grounds for rejection of the proposal. If proposals are rejected, the City further reserves the right to investigate and accept the next best proposal in order of ranking, or to reject all proposals and re-solicit additional proposals.

11. No proposal shall include federal excise taxes or state or local sales or use taxes.

The City of Canon City does not pay fees to use a credit card, if vendor charges a credit card fee the City will issue a check for payment.

12. Each proposal shall include a statement of standard warranty of the manufacturer.

13. Any response received as a result of this request is prepared at the responder’s expense and becomes City property and is therefore a public record upon opening by the City.

14. If the responder considers any of the information being submitted to be trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data, it is responder’s responsibility to label the information as such. Otherwise, all information submitted shall be available as a public record for public inspection.

15. By submitting a proposal, the responder acknowledges that (a) the preparation of the proposal, and other quotations herein contained, does not obligate the City in any way;

(b) the City assumes no obligation to enter into an agreement for the product; (c) all responsive documents are understood; and (d) the responder has the ability to deliver the product/equipment as specified herein in accordance with the RFP.

16. Final payment for all work and/or items, goods, supplies are contingent upon final inspection, acceptance by the City and legal publication of final settlement, when necessary.

17. No proposal may be withdrawn for a period of sixty (60) days after the deadline for proposals.

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PROPOSAL REQUIREMENTS

1. The equipment shall be brand new, of the latest design in current production, be equipped with all standard equipment and include all required equipment necessary to provide a complete functional product whether specified or not. All equipment and options listed in the specification section of this document must be included in the proposal.

2. The specifications and options list below are intended to describe the Dell Storage Servers in a way that meets the requirements and needs of the City. It is not meant to represent a complete list of specifications.

3. Any variations to the specifications or options listed below must be noted in the Exceptions

Section.

4. Responders may supply a price sheet outlining additional options recommended for these

Dell Storage Servers. Additional options will not be considered as part of the award. Once an award has been made, the City may consider these additional options at the outlined price to add to the final specifications.

5. Pricing F.O.B. shall include delivery.

6. All proposals must be submitted on the “Bid Form/ Price Sheet/Proposal Reply Form”.

7. Responders must include a complete list of specifications and options for the equipment they intend to provide along with a set of drawings.

8. Responders must include manufactures printed standard specifications for the equipment they intend to propose.

9. One (1) copies of all proposals must be submitted.

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Bid #85-25 – Dell Storage Servers

Specifications:

• Quantity:

o Two (2) Dell Data Domain 6410 built to the following specifications

• Warranty:

Dell ProSupport Five (5) years of coverage Next Business Day Parts

• Delivery:

Delivery of items shall be provided within 30 days from the order placement.

Items must be received by December 30th, 2025. Any delays in shipping and/or delivery may result in order cancellation.

• Dell DD6410 Specifications:

o Model:

Dell DD6410 o Capacity:

48TBu (per device) Expanded Head Unit o Cloud Capacity 160TB (per device) o Connectivity:

1GbE LOM 10GBase-T OCP 4-Port 10G/25G SFP+ OCP 4-Port o Quantity: Two (2)

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Please Provide the quotes on the following line items:

Description Quantity Unit Cost Extended Cost Dell DD6410 2 Total Cost:

Please note that a separate itemized quote showing all materials and/or part numbers provided on an official company quote or letterhead will be required as part of this bid. The items requested may be provided on separate quotes, or together on the same quote as long as each requested item is shown itemized including all materials and/or part numbers. The above table should reference the total cost as shown on the official quote(s) provided separately.

Please note any exceptions to the Specifications or Conditions:

Signature:_________________________________ Date: ____________________ _

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BIDDERS CERTIFICATION BID

I guarantee that I (we) meet all the specifications contained herein and will provide the products in quantities, minimum specifications, performance ratings and quality so described. If any product is found to be "less than" the specified quantity, performance rating or quality, the supplier will promptly correct the deficiency at supplier cost.

This quotation is submitted by: Please Print Clearly

Name of Vendor: ____________________________________________

Date: ______________________________________________________

Fed Tax ID or SS#: __________________________________________

SAM Number: ____________________________________________

Address: ___________________________________________________

City/State/Zip: ______________________________________________

Signature: __________________________________________________

Title: ______________________________________________________

Phone: __________________________ FAX______________________

E-mail address: ______________________________________________

Method of Payment: Check__________ Credit Card_________

Fee Charged for use of Credit Card:

No_________

Yes________ How much? ________________________

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BID FORM

The undersigned offers and agrees to furnish all items, upon which the prices are quoted, at the price set opposite each item, if this Bid is accepted within sixty (60) days of the due date. The undersigned also agrees to execute the Contract and satisfy the Performance and Payment Bond and Insurance requirements within fifteen (15) calendar days from the date when Notice of Award is delivered to the Bidder. The undersigned certifies that no federal, state, or local tax is included in the quoted prices and that none will be added.

Bidder acknowledges receipt of the following Addenda:

Name of Bidder: ________________________________________________________ Address: ______________________________________________________________ Telephone Number: ______________________________________________________

BID SUMMARY

Total Base Price:

(In Words)

BID FORM