Invitation to Bid - LBLESD SIS HARDWARE.docx

INVITATION TO BID

Student Information System (SIS) Hardware Friday, March 4, 2022 Linn Benton Lincoln ESD Student Information System (SIS) Hardware

01 OBJECTIVE

This invitation to bid (ITB) is intended to facilitate the purchase of the hardware needed to host our Student Information System (SIS) software. Linn Benton Lincoln Education Service District (LBLESD) is seeking a modern solution to host the Student Information Services (hereinafter referred to as “System” or “SIS”) software needed to meet the needs of our component districts (districts we serve within our three county region) and or non-component customer districts (districts we serve outside of our three county region).

02 SCHEDULE

03 SUBMISSION REQUIREMENTS

03.01Submission Guidelines Bids shall be sent to the single point of contact through email. Bids containing multiple documents need to be placed in a single compressed .zip folder. All bids need to be clearly identified as a bid for this invitation to bid (IBT) and include the name of the IBT in the subject line of any emails.

03.02 Single Bids

This ITB is limited to one response per bidding vendor. LBLESD is not requesting alternate bids, and will not evaluate more than one offer per bidding vendor.

03.03 Late Submissions

Bidding vendor is solely responsible for ensuring its bid is received by the LBLESD in accordance with the ITB requirements before response due date. LBLESD is not responsible for any transmission errors, delays or mistaken delivery. Bids submitted by any means not authorized may be rejected. Bids received after the response due date are considered LATE and will NOT be accepted for evaluation. Late bids will be returned to the respective bidding vendor or destroyed.

03.04 Modification or Withdrawal of Bids

Any bidding vendor who wishes to make modifications to a bid already received by LBLESD shall submit its modification to the single point of contact and must denote the specific change(s) to the bid submission. All bid modifications must be completed prior to closing.

If a bidding vendor wishes to withdraw a submitted bid, it shall do so prior to closing. The bidding vendor shall submit a written notice signed by an authorized representative of its intent to withdraw its bid in accordance with OAR 125-247-0440.

03.05 Partial Bids

Partial bids will not be accepted.

03.06 Bid Rejection

Agency may reject a bid for any of the following reasons:

Bidding vendor fails to substantially comply with all prescribed ITB procedures and requirements, including but not limited to the requirement that the bidding vendor's authorized representative sign the bid.

Proposer makes any contact regarding this ITB with LBLESD staff other than the single point of contact or those the single point of contact authorizes, or inappropriate contact with the single point of contact.

Proposer attempts to inappropriately influence a member of the evaluation committee.

Bid is conditioned on LBLESD’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the ITB or addenda.

03.07 Addenda to Solicitation

Addenda to the bid shall be posted in the same manner as the bid. Proposer is responsible for monitoring ITB for addendum and adjusting bids.

03.08 Single Point of Contact

Albany, OR 97321

04 EVALUATION

04.01 Criteria

04.01.01 Cost (40 points possible)

Proposer will need to fully identify the costs LBLESD will incur for the proposed system to be fully functional.

04.01.02 Experience Providing Similar Services of a Similar Scope (10 points possible) Proposer will need to demonstrate experience providing services of similar scope and complexity. Attach a discussion of your firm's experience with working with entities of similar scope and complexity.

04.01.03 Support (20 points possible)

Proposer is required to provide a dedicated account management team assigned to the LBLESD for service support including troubleshooting, change request, feature requests, as well as billing/invoice support.

04.01.04 References (30 points possible)

Proposer is required to provide three (3) references.

Total Possible Score: 100

04.02 Disqualification Criteria

Bids received that do not meet the requirements specified in this ITB will be disqualified and will not be evaluated.

Bids received that do not meet the requirements specified in the scoring criteria section of this ITB will be disqualified as we will be unable to perform a proper evaluation of incomplete responses.

04.03 Notice of Award

LBLESD will notify all bidding vendors in writing that LBLESD is awarding a contract to the selected bidding vendor(s) subject to successful negotiation of any negotiable provisions.

04.04 Protests

Protests of bid specifications shall be presented to the single point of contact in writing within five calendar days prior to bid closing. Such protest shall include the reason(s) for protest and any proposed changes. If, in the opinion of LBLESD, a change is required for the invitation to bid, an addendum will be issued.

Protests of award shall be presented to the single point of contact in writing within five calendar days after the notice of award. Such protest shall include the reason(s) for protest and any proposed changes. If, in the opinion of LBLESD, a change is required for the award, a new notice of award will be issued.

05 Bid INSTRUCTIONS

05.01 Overview

Bidding vendors shall submit a bid for the hardware or a viable equivalent listed in the “Scope of Work” portion of the ITB.

05.02 System Requirements

Bidding vendors will need to confirm the proposed system's ability to work seamlessly in a Windows environment.

05.03 System Costs

Bidding vendors will need to fully provide itemized costs for the proposed solution, including all components necessary for the system to be fully functional.

05.04 Bidding Vendor References

Bidding vendors will need to provide contact information for at least three (3) references in which you have provided services of a similar scope.

06 SCOPE OF WORK

06.01 Overview

Linn Benton Lincoln ESD (LBLESD) is seeking bids for the hardware needed to provide a high availability environment for LBL’s component districts Student Information System (SIS) instances. Proposed solutions should be scalable as needed to add additional instances. The proposed system should include all cables, power supplies, CPUs, DDR, SD cards, interface cards, rail kit, service contracts and other parts not listed in the specifications but are necessary for a complete, fully functioning system. Servers will be used in a Cisco UCS managed environment.

Minimum Requirements:

06.02 Line Items

07 BIDDING VENDOR INFORMATION AND CERTIFICATION

Company Name:

Contact Name:

Address:

Telephone:

Fax:

Email:

By submitting a response, you certify that you are authorized to represent your company.

Signature:

Date:

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