FY24 - UPS Replacement - RFQ.pdf

Uninterrupted Power Supply (UPS) Units for Tower Shelters

R E Q U E S T F O R Q U O T A T I O N

INTRODUCTION AND BACKGROUND

PURPOSE OF THE REQUEST FOR QUOTATION

Please consider this as the State of Ohio, Department of Administration, MARCS Services, Request for Quotation for the following project:

Replacement of Uninterrupted Power Supply (UPS) units at various MARCS tower locations

The project will begin on or after February 1st, 2024.

SPECIFICATIONS AND REQUIREMENTS

I. SCOPE:

A. PURPOSE

The State of Ohio, Department of Administration (DAS), Multi-Agency Radio Communication System (MARCS) Services, is requesting Quotes for the following project: uninterrupted power supply (UPS) replacement units in 46 different MARCS Tower Site Shelters.

B. BACKGROUND

DAS/Office of Information Technology (OIT) MARCS is a complex computer and communications network designed to provide instant voice and data communication and supply a communications backbone to statewide public safety and emergency management in a single system. The system uses a secure, interference-free, IP-based P25 compliant 700/800-megahertz digital-trunked radio system that provides mobile, voice, data and vehicle location services as well as computer-aided dispatching.

MARCS infrastructure consists of over 200 towers located throughout the state. At each tower location, there is a shelter house that houses the MARCS equipment. This equipment requires a clean and uninterrupted power supply of electrical current for optimal operation. This project is in accordance with MARCS maintenance plan of replacement of 1/5th the fleet yearly, keeping this critical piece of equipment with Warranty thus greatly reducing MARCS annual maintenance costs.

II. SPECIFICATIONS AND REQUIREMENTS

A. INSTALLATION

1. Installation of fifty-two (52), Liebert Uninterrupted Power Supply (UPS) Units

2. Installation will include:

a. Power Wiring of the UPS.

b. Rack Mounting the UPS.

c. IS-WEBCARD connecting it to Network Switch with Cat. 5e cabling.

d. Start-Up and verify with MARCS HelpDesk.

3. All new equipment shall include the Liebert 5yr Warranty.

B. SUPPLIER REQUIREMENTS

The Supplier must meet the following requirements to be eligible for award consideration.

1. Supplier will provide all labor, material, and permits required.

2. Complete and submit equipment start up sheets with all operating readings, before and after photos, which should include model and serial numbers of the new and replaced equipment along with written site directions with coordinates.

3. All individuals working on site will require a successfully passed State of Ohio background check performed by the Office of the Attorney General of Ohio (electronic copies are not accepted).

4. The Supplier will provide weekly status reports to the State OIT. The contractor will be responsible for meeting all timelines designated by the assigned Project manager. Payment for services will be based on deliverable completion subject to the State’s approval of each deliverable. The State will review deliverables and provide feedback or approval for each deliverable within five business days of receipt of the deliverable.

5. Both candidate and company will be required to sign a non-disclosure agreement which prevents disclosure of any data obtained while on the engagement which can be used to personally identify any parties at any time either during or after the engagement.

6. Supplier References: Supplier must submit with its Quote, a list of at least three (3) companies and/or organizations with which they have had recent (within five (5) years) service contracts for in providing services for projects of similar size, scope and nature. This list shall include the name and phone number of a contact person who will be familiar with the Supplier's job performance. The state may verify the Supplier's experience based upon the list of business references submitted and any other sources which the state deems appropriate.

Supplier may utilize Supplier References form, Attachment One (copy as needed).

C. ADDITIONAL WORK REQUIREMENTS

1. All new UPS unit installations shall be completed within 45 calendar days of receipt of a valid purchase order unless otherwise agreed upon.

2. Any sites utilizing network connectivity to the UPS must remain. Contractor is to integrate the new UPS units to the existing MARCS network. Contractor is to provide any additional cabling, wire ties and Velcro strapping for good cable management.

3. All equipment, material and labor shall be guaranteed for a period of one year. All UPS units shall be covered with a Factory Warranty for a period of five years.

Site Locations:

See additional form for locations

PRICE SCHEDULE:

Suppliers shall not insert a unit cost more than 3 digits after the decimal point. Digit(s) beyond 3, after the decimal point, shall be dropped by the Office of Procurement Services and not used in evaluation and any subsequent order.

ITEM

NO.

DESCRIPTION

MANUFACTURER AND

PART NUMBER

OFFERED

UNIT

PRICE

QTY.

(Estimated Usage)

Total

1. Uninterrupted Power Supplies (UPS) GXT5-10KMVRT6UXLN 52

2. Vertiv Power Assurance Package PAPGXT-8-10KRMV 52

3. Installation & Cabling 52

Total Grand Total

SEE ABOVE SITE LOCATIONS FOR LOCATIONS, UNITS TO BE INSTALLED, AND UNITS TO BE

REMOVED

ADMINISTRATIVE

SUPPLIER INQUIRIES

Inquiries regarding this RFQ can be made any time during the inquiry period listed on the RFQ cover sheet. MARCS may not respond to any improperly formatted inquiries. MARCS will try to respond to all inquiries within 24 hours, excluding weekends and State holidays.

EVALUATION FACTORS FOR AWARD

EVALUATION

The following will be considered in determining the Supplier to be selected for this engagement, according to a standardized scoring methodology:

• Relevant experience

• Relevant skill level

• Proposed contractor rate(s)

SEE FY23 UPS EVALUATION CRITERIA AND SCORESHEET DOCUMENTS

• The contractor will not be permitted to substitute personnel for those submitted for RFQ evaluation (during the RFQ evaluation or at project start-up), except when a candidate’s unavailability is no fault of the contractor (e.g., Candidate is no longer employed by the Contractor, is deceased, etc.). Note: If a substitution situation occurs, the Quote will be re-evaluated. If the substitution gives the contractor an unfair advantage during the RFQ process, the Quote may be eliminated, or the other Suppliers will also be given the chance to submit substitutions of personnel also.

• All Quotes will be evaluated for meeting the requested information. Incomplete Quotes may not be reviewed. The Quotes will be scored based on the criteria requested above. We reserve the option to interview the top candidates. The contract will be through State Term Schedule (STS) or Master Maintenance Agreement (MMA) contracts and must reflect or be lower than STS or MMA rates and must use STS or MMA categories.

STATUS REPORTING

The contractor will provide weekly status reports to the State OIT. The contractor will be responsible for meeting all timelines designated by the assigned Project manager. Payment for services will be based on deliverable completion subject to the State’s approval of each deliverable. The State will review deliverables and provide feedback or approval for each deliverable within 5 business days of receipt of the deliverable.

NON-DISCLOSURE AGREEMENT

Both candidate and company will be required to sign a non-disclosure agreement which prevents disclosure of any data obtained while on the engagement which can be used to personally identify any parties at any time either during or after the engagement.

GUIDELINES FOR QUOTATION PREPARATION

PROPRIETARY INFORMATION

All quotations and other material submitted will become the property of the State and may be returned only at the State's option. Proprietary information should not be included in a quotation or supporting materials because the State will have the right to use any materials or ideas submitted in any quotation without compensation to the Supplier. Additionally, all quotations will be open to the public after the contract has been awarded.

The State may reject any Quote if the Supplier takes exception to the terms and conditions of this

RFQ.

WAIVER OF DEFECTS

The State has the right to waive any defects in any quotation or in the submission process followed by a Supplier. But the State will only do so if it believes that is in the State's interest and will not cause any material unfairness to other Suppliers.

REJECTION OF QUOTATIONS

The State may reject any quotation that is not in the required format, does not address all the requirements of this RFQ, or that the State believes is excessive in price or otherwise not in its interest to consider or to accept. In addition, the State may cancel this RFQ, reject all the quotations, and seek to do the work through a new RFQ or other means.

EVALUATION OF QUOTATIONS

Clarifications and Corrections

During the evaluation process, the State may request clarifications from any Supplier under active consideration. It also may give any Supplier the opportunity to correct defects in its quotation. But the State will allow corrections only if they do not result in an unfair advantage for the Supplier and it is in the State’s best interest.

Requirements

This RFQ asks for responses and submissions from Suppliers. While each criterion represents only a part of the total basis for a decision to award the contract to a Supplier, a failure by a Supplier to make a required submission or meet a requirement will normally result in a rejection of that Supplier's quotation. The value assigned to each criterion is only a value used to determine which quotation is the most advantageous to the State in relation to the other quotations that the State received. It is not a basis for determining the importance of meeting any requirement to participate in the quotation process.

The evaluation process may consist of up to three distinct phases:

1. The procurement representative's initial review of all quotations for defects;

2. The evaluation committee's evaluation of the quotations; and

3. Interviews (optional).

Initial Review

The procurement representative normally will reject any incomplete or incorrectly formatted quotation, though the procurement representative may elect to waive any defects or allow a Supplier to submit a correction. If a late quotation is rejected, the procurement representative will not open or evaluate the late quotations. The procurement representative will forward all timely, complete, and properly formatted quotations to an evaluation committee, which the procurement representative will chair.

Committee Review of the Quotations

The State’s review committee will evaluate and numerically score each quotation that the procurement representative has forwarded to it.

The evaluation will result in a point total being calculated for each quotation. Those Suppliers submitting the highest-rated quotations may be scheduled for the next phase. The number of quotations forwarded to the next phase will be within the committee's discretion, but regardless of the number of quotations selected for the next phase, they will always be the highest rated quotations from this phase.

At any time during this phase, the State may ask a Supplier to correct, revise, or clarify any portions of its quotation.

The State will document all major decisions in writing and make these a part of the file along with the evaluation results for each quotation considered.

Once the technical merits of a quotation are considered, the costs of that quotation will be considered. But the State may also consider costs before evaluating the technical merits of the quotations by doing an initial review of costs to determine if any quotations should be rejected because of excessive cost. And the State may reconsider the excessiveness of any quotation's cost at any time in the evaluation process.

Interviews

The State may record any presentations, demonstrations, and interviews.

Determination of Responsibility

The State may review the highest-ranking Suppliers or its key team members to ensure that the Supplier is responsible. The Contract may not be awarded to a Supplier that is determined to be not responsible. The State’s determination of a Supplier’s responsibility may include the following factors: the Supplier’s and its key team members’ experience, past conduct on previous Contracts, past performance on previous Contracts, ability to execute this contract properly and management skill. The State will make such determination of responsibility based on the Supplier’s quotation, reference evaluations and any other information the State requests or determines to be relevant.

Changing Candidates

The major criterion on which the State bases the award of the contract is the quality of the Supplier's candidate(s). Changing personnel after the award may be a basis for termination of the contract.

Contract Award Process

It is MARCS’ intention to award one contract under the scope of this RFQ and as based on the RFQ Calendar of Events schedule, so long as MARCS determines that doing so is in the State’s best interests and MARCS has not otherwise changed the award date. Any award decision by MARCS under this RFQ is final. After MARCS makes its decision under this RFQ, all Suppliers will be notified in writing of the final evaluation and determination as to their Quotes.

MARCS anticipates making one award depending on program needs and the fit of the Supplier to the scope of this RFQ.

ATTACHMENT ONE

SUPPLIER PROFILE SUMMARY

SUPPLIER REFERENCES

Supplier’s Name:

References. Provide three references for which the proposed candidate has successfully demonstrated meeting the requirements of the RFQ on projects of similar size and scope in the past five years. The name of the person to be contacted, phone number, company, address, brief description of project size and complexity, and date (month and year) of employment must be given for each reference. These references must be able to attest to the candidate’s specific qualifications.

The reference given should be a person within the client’s organization and not a co-worker or a contact within the offeror’s organization.

If less than three references are provided, the offeror must explain why. The State may disqualify the Quote if fewer than three references are given.

Client Company:

Client Contact Name: Client Contact Title:

Client Address:

Client Contact Phone Number:

Project Name:

Beginning Date of Employment:

Month/Year

Ending Date of Employment:

Month/Year

Description of services provided that are in line with those to be provided as part of this Project:

Description of how client project size and complexity are similar to this project:

ATTACHMENT ONE

SUPPLIER PROFILE SUMMARY

SUPPLIER REFERENCES CONTINUED

Employment:

Month/Year

Ending Date of Employment:

Month/Year

Employment:

Month/Year

Ending Date of Employment:

Month/Year