ITB for Licenses_2024plus.docx

Invitation to Bid for Annual Support and Maintenance for Oracle Software Licenses

The Madison Metropolitan Sewerage District (District) is accepting bids for the Annual Support and Maintenance of their Oracle software licenses. Bids must identify licenses, services, and cost as requested in this Invitation to Bid (ITB) document. Failure to provide this information may result in the rejection of the bid. The District reserves the right to reject any or all bids.

The District will receive completed bid documents via email until 11:00am local time (Madison, WI) on September 18th, 2024. At that time and place, all bids will be publicly opened and read aloud. Bids should be emailed to the District Technology Manager, Batina Culver, at batinac@madsewer.org. The subject line of the email should be “Bid for Annual Support and Maintenance for Oracle Software Licenses”. A receipt confirmation is recommended when sending this email. All bids must include the items described in this ITB document.

If a bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this ITB, the bidder must immediately email the project contact listed above and request modification or clarification of the bid document.

Any questions should be emailed to Batina Culver at batinac@madsewer.org. The deadline for submitting questions is 11:00am local time (Madison, WI) on September 10th, 2024. Questions and answers that materially affect the requirements of this ITB will be posted to the District’s website by the end of the day on September 13th, 2024.

Bid Submittal Requirements and Acknowledgement

Please initial in the Bidder Initials box to the right of the information or requirement statements below to signify that you have read and understand each statement.

The Bidder must be an authorized channel partner or distributor of the listed Oracle products in the Bid Table.

The Bidder must have applicable experience of successfully providing Oracle software licenses and the related license management support for at least the last three years.

The Bidder shall appoint a single point of contact that the District will use for any activity pertaining to the requirements of this ITB. This person should be noted on Bidder Form.

Bid documents shall be submitted via email to Batina Culver, District Technology Manager at batinac@madsewer.org. All documents must be received on or before 11:00am local time (Madison, WI) on 9/18/2024. The email submission subject line should read: "Bid for Annual Support and Maintenance for Oracle Software Licenses". When sending this email, it is recommended that you use a receipt confirmation.

Questions related to this ITB shall be emailed to Batina Culver at batinac@madsewer.org. All questions must be received no later than 11:00am local time (Madison, WI) on 9/10/2024. Answers will be posted on the District's website no later than end of day on 9/13/2024. It is the responsibility of bidders to check the website for updates.

Bidder must submit with their bid, the respective Oracle's licensing policies for the licenses and support listed in the Bid Table.

Bids shall remain valid for 60 (sixty) days after the date of bid opening on 9/03/2024.

The District shall be under no obligation to accept the lowest or any other offer received in response to this bid request. The District further reserves the right to reject any or all offers based on its own evaluation of the offers received, or based on stability, capabilities, track records, reputation among users and other similar credentials of a Bidder. When the District makes any such rejection, it will not be bound to give any reason and/or justification in this regard to the Bidder.

The winning Bidder will be selected based on the total least cost quoted for the software listed in the Bid Table.

If awarded, the purchase will cover 1 year of renewals for the software as listed in the Bid Table. There is a possibility to extend the engagement for 3 additional years, without requiring rebidding, depending on service quality and controlled cost increases.

Requests for price increases shall be provided by the Vendor, in writing, to the District at least 60 calendar days prior to the software renewal period. Any price increase must be mutually agreed upon by the District and the Vendor Contractor in writing. If the District deems cost increases or past license support as not acceptable, it reserves the right to re-bid the renewal contract in whole or part.

By mutual agreement, the quantity of items purchased may be increased, provided that the original purchase price, terms, conditions, and specifications remain the same.

Late submissions will be disqualified.

Incomplete submissions will be disqualified.

The District is a municipal corporation operating under Section 200.01 to 200.15, inclusive, of the Wisconsin Statutes and is therefore exempt from payment of the Wisconsin Sales Tax and all other State Taxes.

Bid Table for Software Update License & Support renewal

All shaded fields must be completed for your bid to be valid

Total Annual Cost Bid for All Products

Bidder Information Form

The undersigned offers and agrees to furnish the services and goods at the prices are offered herein. The authorized signature also certifies that this offer is submitted competitively and without collusion.

Bidder/Vendor Name:

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