IT-23-054_Dell_Computer_Equipment.pdf

SALT RIVER PIMA-MARICOPA INDIAN COMMUNITY

NOTICE OF SOLICITATION

SOLICITATION # IT-23-054

Dell Computer Equipment

Notice is hereby given that sealed bids are being accepted by the Salt River Pima-Maricopa Indian

Community (SRPMIC or the “Community”) in conjunction with this Solicitation.

TABLE OF CONTENTS

1.0 INTRODUCTION

1.1 INTENT

1.2 BACKGROUND

1.3 NO SUBSTITUTIONS

2.0 BID INSTRUCTIONS

2.1 TIMELINE

2.2 QUESTIONS AND CHANGES

2.3 DELIVERY OF BIDS

2.4 BID FORMAT

3.0 AWARD

3.1 PUBLIC OPENING OF BIDS

3.2 VENDOR SELECTION

4.0 GENERAL TERMS AND CONDITIONS

4.1 RFB CONFIDENTIALITY

4.2 RIGHT TO AMEND

4.3 ACCEPTANCE OF BID

4.4 LIMITATION AND AWARD

4.5 RFB AS THE BASIS FOR BIDS

4.6 COST LIABILITY

4.7 AMENDED BIDS

4.8 VENDORS RIGHT TO WITHDRAW BIDS

4.9 NON-DISCLOSURE

4.10 GOVERNING LAW

4.11 PROHIBITION AGAINST CONTINGENT FEES

4.12 PURCHASE ORDER REQUIRED

4.13 PURCHASE ORDER TERMS AND CONDITIONS

5.0 APPENDIX A: BILL OF MATERIALS

6.0 APPENDIX B: CLIENT REFERENCES

7.0 APPENDIX D: NON-COLLUSIVE AFFIDAVIT

SOLICITATION # IT-23-054 Page 3

1.0 INTRODUCTION

1.1 INTENT

The intent of this Request for Bids (RFB) is to purchase Dell Computer Equipment for the Salt River Pima-Maricopa Indian Community (SRPMIC, or ‘the Community’.) See Bill of Materials (Appendix A) for additional details.

1.2 BACKGROUND

SRPMIC is standardized on Dell Computers. Our Service Desk employees are trained and certified on this equipment. We are able to perform some warranty repairs in-house which, reduces down time.

1.3 NO SUBSTITUTIONS

No substitutions of similar product will be considered regardless of brand.

2.0 BID INSTRUCTIONS

2.1 TIMELINE

RFB Issued: 8/11/2023 Last date for RFB Questions: 8/25/2023, 4:00 PM Response to RFB Questions: 8/30/2023 Bids Due: 9/6/2023, 2:00 PM Bid Opening: 9/6/2023, 2:00 PM

2.2 QUESTIONS AND CHANGES

All questions and communication regarding this solicitation must be submitted in writing to purchasing-bids@srpmic-nsn.gov. Unauthorized contact of SRPMIC employees and/or its agents may result in disqualification.

Responses to all questions will be published and communicated to all participants.

Changes to this solicitation will be in writing as an addendum.

2.3 DELIVERY OF BIDS

Deliver one (1) electronic copy to: purchasing-bids@srpmic-nsn.gov.

Email larger than 25 MB will not be accepted.

The Community shall not be responsible for late bids.

mailto:purchasing-bids@srpmic-nsn.gov mailto:purchasing-bids@srpmic-nsn.gov

SOLICITATION # IT-23-054 Page 4

2.4 BID FORMAT

Each bid shall include the following:

Title Page The title page will include the following:

Name of project – RFP# IT-23-054 Dell Computer Equipment

Name of submitter – Company Name

Date of submittal

Company and Relevant Background This section shall provide the following information about the company and applicable products and services. It will include, at a minimum, the following information:

• How long the company has been in business

• A brief description of the company size and organization

• Legal form of the company (i.e., sole proprietor, partnership, corporation, etc.)

• Similar projects/solutions that have been delivered by your organization to other customers

• List of any major subcontractors involved in delivery of services required by this RFB

Appendix A: Bill of Materials

2.4.1.3.1. Submit pricing on the form provided in Appendix A by entering your prices for the items required in the yellow boxes on the form.

Appendix B: Client References

2.4.1.4.1. Provide three (3) to six (6) client references.

Appendix C: Non-Collusive Affidavit

2.4.1.5.1. Provide a completed, notarized affidavit.

Responses with missing or incomplete documents may be rejected.

3.0 AWARD

3.1 PUBLIC OPENING OF BIDS

Bids shall be opened publically via Microsoft Teams.

SOLICITATION # IT-23-054 Page 5

Microsoft Teams Meeting Info:

Click here to join the meeting

Meeting ID: 284 088 518 387

Passcode: 5ZJ4QK

Download Teams | Join on the web

Or call in (audio only)

+1 469-998-7570,,769874865#

Phone Conference ID: 769 874 865#

Following the Bid Opening bids shall be reviewed to confirm they meet requirements.

3.2 VENDOR SELECTION

The respondent summiting the lowest, responsible bid shall be selected.

Respondents determined to be not responsible and/or not responsive will not be considered.

Bids with lead-time that exceed our project timeline will not be considered responsible.

Final results shall be distributed to all bidders.

4.0 GENERAL TERMS AND CONDITIONS

4.1 RFB CONFIDENTIALITY

All material, data, information, or any item in any form (including any derived intellectual property rights), except information in the public domain, supplied by or obtained from SRPMIC, or derived from any data which the RFB recipient may have acquired in connection with this RFB and the selection process under this RFB, both before and after the issuance of the RFB:

• Is the sole property of SRPMIC and shall be treated as confidential

• Is not to be used for any purpose other than responding to this RFB

• Shall not be disclosed without prior written authorization from SRPMIC

• Shall be returned to SRPMIC upon request

The bid package and any accompanying documentation submitted prior to the closing date/time shall become the property of SRPMIC and shall not be returned. Documents provided by the Vendor and specifically identified as being confidential will be held in confidence by SRPMIC and reasonable care will be taken to ensure they are not released (unless required by law), without prior authorization of the Vendor. The confidential data is to be identified as such on every page where the same may be contained.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTc5N2ViZDYtYjg3Ni00NGI2LWEwY2ItMGNlMTBiYzFkMWM2%40thread.v2/0?context=%7b%22Tid%22%3a%224c168356-7f76-422c-8631-936cf3831f3f%22%2c%22Oid%22%3a%22ba3e3b33-ace6-4ab4-81a0-745d0b0d8ea4%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting

SOLICITATION # IT-23-054 Page 6

In the event that a Vendor is awarded a contract, SRPMIC’s confidentiality agreement is required to be signed by any Vendor employee or subcontractor providing services prior to accessing documents.

4.2 RIGHT TO AMEND

It is SRPMIC’s policy not to solicit bids unless there is a bona fide intention to ultimately award one or more contracts. This notwithstanding, SRPMIC reserves the right to withdraw this RFB at any time. In addition, at any time prior to the RFB closing date/time identified in this RFB, SRPMIC may alter, amend, delete, or add to, in whole or in part, any terms or provisions of this RFB.

SRPMIC will provide any such revisions by issuing an addendum in the same manner as this RFB is issued.

4.3 ACCEPTANCE OF BID

This RFB neither expresses nor implies any obligation on the part of SRPMIC to enter into a contract with any Vendor submitting a bid. SRPMIC reserves the right to award a contract in whole or in part to address individual elements of the systems solutions described in this RFB.

4.4 LIMITATION AND AWARD

This RFB does not commit SRPMIC to award a contract. SRPMIC reserves the right to reject all bids. If SRPMIC rejects all bids, the project may be abandoned, re-advertised, or performed in any manner authorized under SRPMIC’s procurement policies.

4.5 RFB AS THE BASIS FOR BIDS

This RFB, including any addenda, will represent the most definitive statement SRPMIC will make concerning information upon which bids are to be based. Any information, verbal or written, which is not contained in this RFB and any of the addenda, will not be considered by SRPMIC in evaluating the bids. The only exception is any material demonstrated as part of a product demonstration or site visit.

4.6 COST LIABILITY

All costs and expenses incurred by a Vendor relating to preparation or presentation of its bid or in any way related to this RFB shall be borne by the Vendor.

SRPMIC will not be liable for, nor shall it reimburse any Vendor for, any costs, fees, or expenses, which are incurred in the preparation or submission of any bid in response to this RFB.

4.7 AMENDED BIDS

Any Vendor may submit an amended bid before the deadline for receipt of bids. Such amended bids must be complete replacements for a previously submitted bid and must be clearly identified as such in the transmittal letter.

4.8 VENDORS RIGHT TO WITHDRAW BIDS

Vendors will be allowed to withdraw their bid at any time prior to the deadline for receipt of bids.

The Vendor must submit a written withdrawal request addressed to the RFB Coordinator.

4.9 NON-DISCLOSURE

The parties hereby agree that Vendors/responders to this RFB shall (1) not disclose proprietary information contained herein to any third party, (2) restrict dissemination of proprietary

SOLICITATION # IT-23-054 Page 7 information contained herein to only those employees of their entity who must be directly involved with proprietary information, (3) use the same degree of care as for its own information of like importance, but at a minimum use reasonable care in safeguarding against disclosure of proprietary information of the other party, and (4) not use proprietary information for any purpose without the prior written consent of the discloser.

4.10 GOVERNING LAW

This RFB and subsequent agreements shall be governed by, construed, and enforced in accordance with the Code of Ordinances and laws of SRPMIC. Nothing in this RFB, or in subsequent agreements, shall be construed as a waiver of sovereign immunity.

4.11 PROHIBITION AGAINST CONTINGENT FEES

Vendors shall not retain a person or agency to solicit or obtain a SRPMIC contract for a contingent fee, except a bona fide employee or agency. For breach or violation of this policy, SRPMIC shall have the right to annul such contract without liability or to deduct from the contract price or consideration, or otherwise recover, the full amount of the contingent fee.

Definitions:

Agency. A business or organization established to provide a particular service, typically one that involves organizing transactions between two other parties.

Bona Fide Agency. An established commercial or selling agency, maintained by a contractor or supplier for the purpose of securing business, that neither exerts nor proposes to exert improper influence to solicit or obtain Government contracts nor holds itself out as being able to obtain any Government contract or contracts through improper influence.

Bona Fide Employee. A person, employed by a contractor or supplier and subject to the contractor's or supplier’s supervision and control as to time, place, and manner of performance, who neither exerts nor proposes to exert improper influence to solicit or obtain Government contracts nor holds out as being able to obtain any Government contract or contracts through improper influence.

Contingent Fee. Any commission, percentage, brokerage, or other fee that is contingent upon the success that a person or concern has in securing a Government contract.

Improper Influence. Any influence that induces or tends to induce a Government employee or officer to give consideration or to act regarding a Government contract on any basis other than the merits of the matter.

4.12 PURCHASE ORDER REQUIRED

A valid Purchase Order is required prior to the start of any work or service and prior to the shipment of any goods.

4.13 PURCHASE ORDER TERMS AND CONDITIONS

All Purchases Orders shall be subject to the Community’s Purchase Order Terms and

Conditions: https://www.srpmic-nsn.gov/wp-content/uploads/2017/04/PO-

TermsConditions.pdf https://www.srpmic-nsn.gov/wp-content/uploads/2017/04/PO-TermsConditions.pdf https://www.srpmic-nsn.gov/wp-content/uploads/2017/04/PO-TermsConditions.pdf

SOLICITATION # IT-23-054 Page 8

5.0 APPENDIX A: BILL OF MATERIALS

Attached separately

SOLICITATION # IT-23-054 Page 9

6.0 APPENDIX B: CLIENT REFERENCES

List between three (3) and six (6) references that closely reflect this project’s scope of work within the past five (5) years. Include similar projects done with other tribal communities if applicable.

1. Name of Firm: ________________________________________________________________

Address: ______________________________________________________________________

Telephone: _______________Contact: __________________ Title: _______________________

Contact e-mail: ____________________________ Service Dates: _________________________

Summary of Project: _____________________________________________________________

Population of Government Entity (if applicable): _______________

2. Name of Firm: ________________________________________________________________

Telephone: _______________Contact: __________________ Title: _______________________

Contact e-mail: ____________________________ Service Dates: _________________________

Summary of Project: _____________________________________________________________

3. Name of Firm: ________________________________________________________________

Telephone: _______________Contact: __________________ Title: _______________________

Contact e-mail: ____________________________ Service Dates: _________________________

Summary of Project: _____________________________________________________________

SOLICITATION # IT-23-054 Page 10

CLIENT REFERENCES (continued)

4. Name of Firm: ________________________________________________________________

Telephone: _______________Contact: __________________ Title: _______________________

Contact e-mail: ____________________________ Service Dates: _________________________

Summary of Project: _____________________________________________________________

5. Name of Firm: ________________________________________________________________

Telephone: _______________Contact: __________________ Title: _______________________

Contact e-mail: ____________________________ Service Dates: _________________________

Summary of Project: _____________________________________________________________

6. Name of Firm: ________________________________________________________________

Telephone: _______________Contact: __________________ Title: _______________________

Contact e-mail: ____________________________ Service Dates: _________________________

Summary of Project: _____________________________________________________________

SOLICITATION # IT-23-054 Page 11

7.0 APPENDIX D: NON-COLLUSIVE AFFIDAVIT

State of _____________________________, County of ___________________________, ______________________________________, being first duly sworn, deposes and says:

That he is,____________________________________________ the party making the foregoing proposal for bid, that such proposal or bid is genuine and not collusive or sham; that said bidder has no colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not, in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the bid price of affiant or of any other bidder, or to fix any overhead, profit or cost element of said bid price, or of that of any other bidder, or to secure any advantage against the Owner or any person interested in the proposed contract, and that all statements in said proposal for bid are true.

Project No._____________________________

Location _______________________________

Signature

Name and Title

Date

(Signature must be notarized.)