ITB_Event 105 ITS Peripherals and Optics.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

Information Technology Services (ITS)

Invitation to Bid (ITB) ITB105

ITS Peripherals and Optics

Date of Issuance: 11/08/2023

TABLE OF CONTENTS

ITB Administrative Information

ITB Lead:

Jonathan Gray, Buyer Idaho Division of Purchasing 650 W. State St. Room 100 Jonathan.gray@adm.idaho.gov 208-332-1615

Submit electronically via IPRO:

Electronic Submission IPRO Powered by Luma

Date: 11/08/2023

PURPOSE

The State Department of Information Technology Services (“ITS”), through the Idaho Division of Purchasing (“DOP”), is requesting Bids from qualified Vendors for the purchase of Peripherals and Optics in accordance with the specifications provided below.

GENERAL INFORMATION, solicitation instructions This Solicitation is issued by the state of Idaho (the “State”) via IPRO: (IPRO Powered by Luma). The ITB Lead is the only contact for this Solicitation. All correspondence regarding this ITB must be in writing. In the event that it becomes necessary to revise any part of this ITB, amendments will be posted in IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this ITB must not be relied upon. All changes to this ITB must be in writing and posted at IPRO to be valid. Alternate Bids are not allowed.

INQUIRIES

Questions or other correspondence must be submitted in writing to the ITB Lead listed below. QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. Mountain Time ON THE DATE LISTED IN THE ITB ADMINISTRATIVE INFORMATION. Written questions must be submitted using Attachment 1, Bidder Questions. Official answers to all written questions will be posted on IPRO as an amendment to this ITB.

ITB Lead: Jonathan Gray Phone: 208-332-1615 E-mail: Jonathan.Gray@adm.idaho.gov

Any questions regarding the State of Idaho Standard Contract Terms and Conditions found at (Contract Terms and Conditions) must also be submitted in writing, using Attachment 1, Bidder Questions, by the deadline identified in the ITB Administrative Information. The State will not consider proposed modifications to these requirements after the date and time set for receiving questions. Questions regarding these requirements must contain the following:

1. The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

2. Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

3. Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

Bids which condition the Bid based upon the State accepting other terms and conditions not found in the ITB, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Bid will be given.

BACKGROUND

These goods will be used for (but not limited to) network connections for Cisco, Juniper, and/or Palo Alto equipment throughout the state, to support the networks of all state agencies.

Peripherals/optics, including:

Network optical interface modules and transceivers (“Optics” or “Interfaces”) used to attach a given type of network cable into a network device. The state uses many thousands of these devices statewide.

Fiber patch cables – Various lengths and connectors Copper patch cables – Various lengths

RESULTING CONTRACT

If the state of Idaho (State) awards a contract from this Solicitation, it will do so by issuing a contract agreement document from the State’s eProcurement system, IPRO, which will be an acceptance of the successful bid. The Contract will be comprised of that contract document; this ITB, including any incorporated documents; the successful bid, including any clarifications requested by the State of Idaho (State); and an artifact formalizing any requirements agreed upon through contract discussions or negotiations, if applicable.

The following documents are incorporated into this ITB as if set out in their entirety, whether or not they are attached in IPRO: “FY24 Peripherals and Optics Contract BID”

The State will be issuing Purchase Orders for items specified in this document, the Contractor must now allow any orders that reference this Contract Agreement for items agreed too.

Ordering Ordering will be handled by ITS for internal and external agencies that may need these products.

Orders will be for Quantities needed. Quantities listed on the bid sheet are estimates only.

SPECIFICATIONS

These specifications are the minimum mandatory specifications that your Bid must meet in order for the State to consider your Bid for award. Restate each specification listed in this section, followed by your response demonstrating that your Bid meets or exceeds the required specifications; provide model, part #, or description, as appropriate.

Please see attached spreadsheet with Specifications and Quantities.

“FY24 Peripherals and Optics Contract BID” attached with this ITB

QUANTITY

Please see attachment “FY24 Peripherals and Optics Contract BID” attached with this ITB The items listed on the spreadsheet are estimated usage, and the items will be ordered as needed depending on the needs of the state.

COST

Provide your fully burdened Total Cost on the Bid Schedule attachment “FY24 Peripherals and Optics Contract BID” Be sure to include any shipping, packaging, and handling needed for each item.

BILLING PROCEDURE

The Contractor must provide a signed invoice upon Agency acceptance of delivery for each line item. The invoice [and respective reports] must be submitted no later thirty (30) calendar days after acceptance of delivery for each line item provided. No invoice will be accepted or paid without receipt of required documentation. Invoices submitted without the required documentation will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

Invoices and reports are to be submitted to:

Agency Contact Information:

Agency Name: ITS Financial Services Address: Attn: ITS Financial Services P.O. Box 83720 Boise, ID 83720-0042 Email: ITSFinancialServices@its.idaho.gov

SUBMISSION REQUIREMENTS

Required Bid Submission Items Your Bid Submission must consist of the following:

Bid Schedule Provide your cost information on attachment “FY24 Peripherals and Optics Contract BID”. Do not submit your Bid on any other form. Submitting your Bid on a form different than the Bid Schedule may cause your Bid to be rejected as non-responsive.

Specifications or Certifications Products that are being Bid on, will meet the requirements listed on the Bid Sheet.

Any potential combination of OEM or Company-branded OEM compatible optics that must at a minimum are guaranteed to work with Cisco/Palo Alto/Juniper.

State of Idaho Signature Page The State of Idaho Signature Page must be completed and submitted as part of your Bid. The State of Idaho Signature Page is attached in IPRO.

Bid Submission Methods Bids must be submitted electronically via IPRO. Your Bid must be received at the Division of Purchasing by the date and time specified on the IPRO header document. The official time, for bid closing purposes, is the Division of Purchasing’s time clock.

Electronic Submission via IPRO Submitting electronically via IPRO Powered by Luma, upload all of the Required Bid Submission Items (See Section 11.1) and enter your cost in IPRO for each line item; as the “Total Cost” on the Bid Schedule OR $0.00 as your cost in IPRO.

Upload all Required Bid Submission Items using Microsoft products such as Word and Excel. Do not submit items in .pdf format, unless provided otherwise in this ITB.

Submitting via IPRO, be advised that that the Bidder for Bid evaluation and award purposes is the entity profile under which submit in IPRO, which must be the same legal entity presented in your uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Bid in IPRO, the information provided on the Signature Page prevails.

It is mandatory to submit your Bid electronically via IPRO, all Bidders participating in a Solicitation issued through IPRO must establish an account in the IPRO system, as it is necessary in order to process and/or award the resulting Contract(s). It is free to establish an account and only takes a few minutes.

Bidders are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows the State to efficiently navigate the Bidder’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

Trade Secrets If your Bid contains trade secret information which you have identified, you must also submit a redacted copy of the Bid (in electronic format, with the word “redacted” in the file name) with all trade secret information removed or blacked out; as well as a separate document containing a complete list (per the instructions in the three (3) paragraphs directly below) of all trade secret information which was removed or blacked out in the redacted copy.

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Bidders must also:

Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Bid; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure.

AWARD

Award will be made to the responsive responsible Bidder(s) with the lowest Total Cost per category, as provided on the Bid Schedule. The list has been divided into three categories, and the award will be issued all to one, or by category on the Bid Schedule.

Acceptance Unless otherwise specified in the contract, acceptance will occur fourteen (14) calendar days after delivery, unless the state has notified the contractor in writing that the product delivered does not meet the State’s specification requirements or otherwise fails to pass the contractor’s established test procedures or programs or test procedures or programs identified in the contract.

Goods must be in “ready to use” condition and must not require cleaning.

Interested parties must submit a sample pack prior to the RFQ closing date and time. The sample pack will be evaluated based on the criteria stated below.

· One (1) Pair of Each Type – Optics

· One (1) Interoperable pair vendor choice of each type/speed:

· Two (2) 1G Optic

· two (2) 10G Optic

· two (2) 40G Optic

· Two (2) 100G Optic Cables:

· One (1) Piece 1m Duplex Cable of each type:

· One (1) LC/LC cable

· One (1) LC/LC MM cable

· One (1) LC/SCU cable

· One (1) LC/SCA cable Twelve (12) items total These items will be checked and evaluated for cleanliness and functionality.

The following tests will be performed as needed.

1. International Standards testing per IEC 61300-3-35 using fiber inspection probes (FIP), optical time domain reflectometers (OTDR) and other industry standard tools.

1. Optics Compatibility with various equipment – Cisco, Dell, Juniper, Palo Alto, Intel and other equipment manufacturers. Checking the optics to see if the optics cause errors on device reboot.

1. Optics Functionality – Does device support advertised speeds/bandwidths/wavelengths.

1. Optics diagnostics – Optics must have diagnostical optical monitoring functions (DOM).

1. Reliability – Installing optics and cables into a piece of equipment in an uncontrolled environment and running various tests to observe reliability under normal conditions in a production environment for a period of seven (7)-calendar days.

Items not found in compliance with these requirements may be found in non-compliance, and the bid may not be considered.

The sample Items must be delivered to:

Department of Administration Division of Purchasing Attn: Jonathan Gray 650 W State St, Ste 100 Boise, ID 83720-0075 Email: jonathan.gray@adm.idaho.gov

Vendor products must meet industry standards where applicable (e.g. TIA, IEEE, or other). Fiber optic goods (Optics/transceivers/cables/interfaces/ports/etc) must comply with IEC 61300-3-35 v2 or subsequent versions at a 99.999% rate when removed from factory packaging.

Cat6 copper cables must be certified to meet both ANSI/TIA-568-C.2 and ISO/IEC 11801 standards.

Cat6a copper cables must be certified to meet both ANSI/TIA-568-C.2 Category 6A and ISO/IEC 11801:2010 AMD2 Category 6A.

Training For transceivers, the vendor must provide a “compatibility matrix” for their products, if available. This will assist when determining which transceivers to order for devices with specific optical restrictions. For example, see https://apps.juniper.net/hct/category/?catKey=100001.

For fiber cables, each fiber cable must include both the insertion loss and return loss values for each connector on each cable.

Warranty, Service and Support, Maintenance, etc.

Goods must be warrantied from manufacturer for defects and cleanliness. Standard industry warranty coverage must be included for optics and cables. Bidders must include a copy of their warranty coverages with their bid. Any goods found to be the cause of damage to other equipment due to manufacturer defect must be replaced at no cost to the State, and the damaged equipment will be replaced at the cost of the Bidder.

Products not meeting the standards, specifications and/or requirements must be replaced within fifteen (15) business days of notice at no cost to the State of Idaho.

Delivery Information Technology Services (ITS) Attn: Business Operations Team 11351 W. Chinden Blvd., Building 6 Boise, ID 83714 Email: itsbusopsteam@its.idaho.gov

Price Adjustment Clause All prices must be firm against any increase for one (1) year from the effective date of the contract. A price adjustment will be considered after the first (1-year) term of the contract, and for each contract renewal period thereafter. If a price increase is requested, it must be the responsibility of the Contractor to notify the State thirty (30) calendar days in advance of the desired effective date and provide supporting documentation of industry wide increases justifying the request. (ITS) Information Technology Services will notify the Contractor whether the request is approved within ten (10) calendar days of receipt of the request.

Insurance Requirements Within five (5) days of notification of award (or such other time as designated by the Purchasing Activity), the apparent successful Bidder or Offeror will provide certificates of insurance required herein and will maintain the insurance during the life of the Contract. There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within the five (5)-business day period may be cause for your Bid or Proposal to be declared non-responsive or for your Contract to be cancelled.

Contractor must carry liability and property damage insurance that will protect it and the State of Idaho from claims for damages for bodily injury, including accidental death, as well as for claims for property damages, which may arise from operations under the Contract whether such operations be by themselves or by anyone directly or indirectly employed by either of them.

Contractor will not commence work under the Contract until it obtains all insurance required under this provision and furnishes a certificate or other form showing proof of current coverage to the State. All insurance policies and certificates must be signed copies. After work commences, the Contractor will keep in force all required insurance until the Contract is terminated.

Commercial General and Umbrella Liability Insurance.

Contractor must maintain commercial general liability on an occurrence basis to include premises and operations, personal and advertising injury, products and completed operations, liability assumed under an insured contract, and independent contractors. The limits of liability must not be less than:

$1,000,000 each occurrence bodily injury and property damage $1,000,000 personal and advertising injury $2,000,000 general aggregate* $2,000,000 products/completed operations aggregate* Coverage must include additional insured status and a waiver of subrogation in favor of the State, its officers, directors, employees, agents, and volunteers.

*If warranted, based on the exposure, a per project aggregate may be necessary. If so, the per project aggregate, general aggregate, and the products/completed operations aggregate should be twice the minimum required occurrence limit. The ISO endorsement CG 25 03 or its equivalent should be required.

18.1.1 CGL insurance must be written on ISO occurrence form CG 00 01 (or a substitute form providing equivalent coverage) and must cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract).

Commercial Automobile and Commercial Umbrella Liability Insurance:

Contractor must maintain Commercial Automobile Liability and, if necessary, Commercial Umbrella Liability insurance with a limit of not less than $1,000,000 each accident. Such insurance must cover liability arising out of any auto (including owned, hired, and non-owned autos).

18.2.1 Bidder or Offeror may request a waiver from providing Commercial Automobile and Commercial Umbrella Liability Insurance in its Bid or Proposal if the Bidder or Offeror will not use any owned, hired or non-owned vehicles to conduct business under the Contract, if it is awarded the Contract, and the State of Idaho will consider the request. If the Bidder or Offeror submits a request to waive the provision of Commercial Automobile and Commercial Umbrella Liability Insurance after the due date and time for receipt of Bids or Proposals, the State of Idaho may not consider the request.

Workers Compensation Insurance and Employer's Liability:

Contractor must maintain workers compensation and employer's liability. The employer's liability must have limits not less than $1,000,000 each accident for bodily insurance by accident or $1,000,000 each employee for bodily injury by disease.

18.3.1 Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write workers compensation insurance in the State of Idaho, as evidence that the Contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

State of Idaho as Additional Insured:

The liability insurance coverage required for performance of the Contract must include the State of Idaho, the (agency) and its divisions, officers and employees as additional insured, but only with respect to the Contractor’s activities to be performed under the Contract.

18.4.1 The Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing endorsements to the liability insurance policies showing the State of Idaho, the (agency) and its divisions, officers and employees as additional insured. The endorsements must also show the policy numbers and the policy effective dates.

18.4.2 If a liability insurance policy provides for automatically endorsing additional insured when required by contract, then, in that case, the Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing copies of the policy pages that clearly identify the blanket endorsement.

Notice of Cancellation or Change:

Contractor must ensure that should any of the above described policies be cancelled before the expiration date thereof, or if there is a material change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s), that written notice will be delivered to the Division of Purchasing (if the Contract was issued by the Division) or to the Purchasing Activity (contracting state agency) in accordance with the policy provisions. Contractor must further ensure that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential exhaustion of aggregate limits, must not affect the coverage(s) provided to the State of Idaho, and its divisions, officers and employees.

Acceptable Insurers and Deductibles:

Insurance coverage required under the Contract must be obtained from insurers rated A-VII or better in the latest Bests Rating Guide and in good standing and authorized to transact business in Idaho. The Contractor must be financially responsible for all deductibles, self-insured retention’s and/or self-insurance included hereunder. The coverage provided by such policy will be primary to any coverage of the State on or related to the Contract and must provide that the insurance afforded applies separately to each insured against whom a claim is made, except with respect to the limitation of liability.

Waiver of Subrogation:

All policies must contain waivers of subrogation. The Contractor waives all rights against the State and its officers, employees, and agents for recovery of damages to the extent these damages are covered by the required policies. Policies may contain deductibles, but such deductibles will not be deducted from any damages due to the State.

Records Maintenance Contractor must maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records must be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

Audit Rights The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

ITB105 ITS Peripherals and Optics

ATTACHMENT 1-BIDDER QUESTIONS

PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

2. Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regards to a State Term or Condition or a Special Term or Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

3. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

4. Once completed, this form is to be e-mailed per the instructions in the ITB. The e-mail subject line is to state the ITB number followed by “Questions.”

ITB105 ITS Peripherals and Optics Page 12

ITB105 ITS Peripherals and Optics

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