RFB 21-2770 Storage Backup Recovery Hardware Peripherals Software.pdf

State of Wisconsin Wis. Statutes s.16.75 DOA-3070 (R05/2014)

BIDS MUST BE SEALED & ADDRESSED TO:

Remove from bidder list for this commodity/service. (Return this page only.)

AGENCY ADDRESS:

E-mails of bid submissions must plainly indicate due date and Request for Bid #JD-21-2770. .

University of Wisconsin System Administration Office of Procurement 780 Regent Street, Suite 105 Madison, WI 53715

REQUEST FOR BID

Storage, Backup and Recovery Hardware, Peripherals and Software

THIS IS NOT AN ORDER

Late bids will be rejected. Bids MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the bid is due. Bids dated and time stamped in another office will be rejected. Receipt of a bid by the mail system does not constitute receipt of a bid by the purchasing office. Any bid which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection. Bids must be submitted separately, i.e., not included with sample packages or other bids. Bid openings are public unless otherwise specified.

Records will be available for public inspection after issuance of the notice of intent to award or the award of the contract. Bidder should contact the person named below for an appointment to view the bid record. Bids shall be firm for acceptance for sixty (60) days from date of bid opening, unless otherwise noted. The attached terms and conditions apply to any subsequent award.

BIDDER (Name and Address) Bids MUST be in this office no later than

January 14, 2021 at 2:00pm CT

Name (Contact for further information)

Jacob Dwyer – jdwyer@uwsa.edu

Phone

(608) 263-4584

Date

December 17, 2020 Quote Price and Delivery FOB

Destination, Prepay and Add to Invoice Fax bids are accepted Fax bids are not accepted

Item No.

Quantity and Unit Description Price

Per Unit

Total The University of Wisconsin System requests bids for storage, backup and recovery hardware, peripherals and software in accordance with the attached itemized bid list and conditions of bid.

Payment Terms Delivery Time We claim minority bidder preference [Wis. Stats. s. 16.75(3m)(b)(3)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder must be certified by the Wisconsin Supplier Diversity Program. If you have questions concerning the certification process, contact the Wisconsin Supplier Diversity Program, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53703, (608) 267-9550. Does Not Apply to Printing Bids.

We claim disabled veteran owned business bidder preference [Wis. Stats. s. 16.75(3m)(b)(3)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Disabled Veteran Owned Businesses. Bidder must be certified by the Wisconsin Supplier Diversity Program. If you have questions concerning the certification process, contact the Wisconsin Supplier Diversity Program, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53703, (608) 267-9550. Does Not Apply to Printing Bids.

We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-5462.

Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal.

Materials covered in our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States. Yes No Unknown In signing this bid we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of perjury.

We will comply with all terms, conditions and specifications required by the state in this Request for Bid and all terms of our bid.

Name of Authorized Company Representative (Type or Print) Title Phone Fax

Signature of Above Date Email:

This form can be made available in alternate formats to individuals with disabilities upon request.

mailto:jdwyer@uwsa.edu

UNIVERSITY OF WISCONSIN SYSTEM

REQUEST FOR BIDS (RFB) # JD-21-2770

FOR: Storage, Backup and Recovery Hardware, Peripherals and Software

TABLE OF CONTENTS

1.0 INTRODUCTION AND PURPOSE

2.0 BID PROCEDURE AND INSTRUCTIONS

3.0 BID ACCEPTANCE, EVALUATION AND AWARD

4.0 TECHNICAL REQUIREMENTS

5.0 PERFORMANCE AND CONTRACT REQUIREMENTS

6.0 SUPPORT REQUIREMENTS

7.0 COST INFORMATION

8.0 NEW AND DELETED PRODUCTS

9.0 REQUIRED FORMS

- REQUEST FOR BID

- VENDOR DATA SHEET

- VENDOR REFERENCE DATA SHEET

- VENDOR AGREEMENT

- ITEMIZED BID LIST

1.0 INTRODUCTION AND PURPOSE:

1.1 PURPOSE OF THE REQUEST FOR BIDS: The purpose of this document is to provide interested parties with information to enable them to prepare and submit a bid for storage, backup and recovery hardware, peripherals and software.

The University of Wisconsin System intends to use the results of this process to award a contract for storage, backup and recovery hardware, peripherals and software.

1.2 REASONABLE ACCOMMODATIONS: The University of Wisconsin System will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you feel you need any accommodations, please contact Jacob Dwyer at (608) 263-4584.

1.3 SCOPE: The University of Wisconsin System, comprised of twenty-six campuses statewide, requests bids for storage, backup and recovery hardware, Peripherals, and Software. The manufacturers desired on this contract are listed on the Itemized Bid List. Specific manufacturers products are provided to establish the quality, functional capability, and performance level desired.

On the previous contract, over $2,000,000 worth of equipment was purchased during the contract period.

We do not guarantee any volume under this contract.

1.4 OVERVIEW OF PROCURING AGENCY: The University of Wisconsin System Administration’s Office of Procurement is the procuring entity and is performing this procurement. Jacob Dwyer, jdwyer@uwsa.edu (608) 263-4584, is the primary contact person for this procurement.

1.5 CONTRACT TERM: The contract term shall be for a one-year period with two one-year extensions possible by mutual consent. Estimated start date of the contract is February 1, 2021.

1.6 METHOD OF AWARD: Bidder shall submit on the ITEMIZED BID LIST a discount from current manufacturer’s published price list. Award(s) shall be made based on the highest percentage discount(s) bid for each item identified on the Itemized Bid List. Bids that state the University shall guarantee a specific quantity or dollar amount will be disqualified.

Maintenance shall include installation, consultation, and technical support, either via phone or on site.

1.7 CANCELLATION AND TERMINATION: The University of Wisconsin System reserves the right to cancel the resulting contract/agreement, for any reason, by giving written notice to Contractor of such cancellation and specifying the effective date thereof, at least ten (10) days before the effective date of such cancellation. Contractor shall, in the event of such cancellation, be entitled to receive compensation for any work accepted hereunder in accordance with the State's order(s). Contractor may also be compensated for partially completed work in the event of such cancellation. The compensation for such partially completed work shall be no more than the percentage of completion of each work effort, as determined in the sole discretion of the State, times the corresponding payment for completion of such work as set forth in the State's order(s).

In addition, the State reserves the right to terminate the resulting contract/agreement, for reasons of breach of contract, by giving written notice to Contractor of such termination and specifying the effective date thereof, at least ten (10) days before the effective date of such termination. Contractor shall, in the event of such termination, be entitled to receive compensation for any work accepted hereunder in accordance with the State's order(s). Contractor shall also be compensated for partially completed work in the event of such termination. The compensation for such partially completed work shall be no more than the percentage of completion of each work effort, as determined in the sole discretion of the State, times the corresponding payment for completion of such work as set forth in the State's order(s).

Upon cancellation, termination or other expiration of the resulting contract/agreement, each party shall forthwith return to the other all papers, materials, and other properties of the other held by each for purposes of execution of the contract/agreement. In addition, each party will assist the other party in the orderly termination of this contract/agreement and the transfer of all aspects hereof, tangible or intangible, as may be necessary for the orderly, nondisruptive business continuation of each party.

1.8 VENDORNET REGISTRATION

Only vendors registered with the State of Wisconsin’s VendorNet will receive future official notice for this service/commodity. The State of Wisconsin’s purchasing information and vendor notification service is available to all businesses and organizations that want to sell to the state. Anyone may access VendorNet on the Internet at http://vendornet.state.wi.us to get information on state purchasing practices and policies, goods and services that the state buys, and tips on selling to the state. Vendors may use the same Web site address for inclusion on the bidders list for goods and services that the organization wants to sell to the state. A subscription with notification guarantees the organization will receive an e-mail message each time a state agency, including any campus of the University of Wisconsin System, posts a request for bid or a request for proposal in their designated commodity or service area with an estimated value over $50,000.

Organizations without Internet access may receive paper copies in the mail upon request. Increasingly, state agencies also are using VendorNet to post simplified bids valued at $50,000 or less. Vendors also may receive e-mail notices of these simplified bid opportunities.

2.0 BID PROCEDURES AND INSTRUCTIONS

2.1 METHOD OF BID: Bidder shall submit a percent discount for each category for the manufacturer on which they are bidding.

NUMBER OF COPIES TO BE SUBMITTED:

One (1) e-mail containing the itemized bid list, bid forms, and all other required documentation must be submitted to jdwyer@uwsa.edu. The itemized bid list must be in Excel format and all other bid documentation must be in PDF format when submitted. Bid must be received, and date/time stamped prior to 2:00 p.m. CST/CDT on the stated proposal due date. E-mail subject line must contain the following title, “RFB 21-2770 Storage Backup and Recovery Hardware Peripherals and Software.” Bids not so date/time stamped shall be considered late. Late proposals shall be rejected.

RETAIN A COPY OF YOUR BID RESPONSE FOR YOUR FILES

Submitting a bid to any other e-mail address than jdwyer@uwsa.edu does not constitute receipt of a valid bid by the Office of Procurement. Proof of transmission does not constitute proof of receipt.

E-mail submissions must be a scanned copy of the document with ACTUAL signatures and initials (not typed or electronic signatures).

2.2 CALENDAR OF EVENTS: Listed below are important dates and times by which actions related to this Request for Bids (RFB) must be completed. In the event that the University of Wisconsin System finds it necessary to change any of these dates and times it will do so by issuing a supplement to this RFB.

DATE EVENT

December 17, 2020 Date of issue of the RFB December 30, 2020 at 5:00pm CT Deadline for submission of questions per Section 2.6 January 6, 2021 (approximate) Answers to Questions posted on VendorNet January 14, 2021 at 2:00pm CT Bids due from vendors http://vendornet.state.wi.us/

2.3 FORMAT OF BID: Vendors responding to this RFB must comply with the following format requirements:

a) SIGNED REQUEST FOR BID SHEET: Vendors must submit the signed Request for Bid sheet.

Bids submitted in response to this RFB must be signed by the person in the vendor's organization who is responsible for the decision as to the prices being offered in the bid or by a person who has been authorized in writing to act as agent for the person responsible for the decision on prices.

By submitting a signed bid, the vendor's signatories certify that in connection with this procurement:

(a) the vendor's organization or an agent of the vendor's organization has arrived at the prices in its bid without consultation, communication or agreement with any other respondent or with any competitor for the purpose of restricting competition, (b) the prices quoted in the bid have not been knowingly disclosed by the vendor's organization or by any agent of the vendor's organization and will not be knowingly disclosed by same, directly or indirectly, to any other respondent or to any competitor, and

(c) no attempt has been made or will be made by the vendor's organization or by any agent of the vendor's organization to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition.

(b) State of Wisconsin Terms and Conditions: These standard and supplemental terms and conditions shall govern this proposal and subsequent award. Vendors must accept these terms and conditions or submit point-by-point exceptions along with proposed alternative or additional language for each point, including any vendor contracts. Submission of any standard vendor contracts as a substitute for language in the terms and conditions is not a sufficient response to this requirement and may result in rejection of the vendor's proposal. The University reserves the right to negotiate contractual terms and conditions other than those in the State of Wisconsin Contract when it is in the best interest of the University to do so.

(c) ADDITIONAL INFORMATION: A completed Vendor Information Sheet (DOA-3477), Vendor Reference Sheet (DOA-3478) and a Vendor Agreement Form (DOA-3333) are required as well as an Itemized Bid List.

(d) COST INFORMATION: Provide cost information on the Itemized Bid List included in this RFB.

All costs for furnishing the product(s) and/or service(s) included in the bid in accordance with the terms and conditions in this RFB must be included.

2.4 MULTIPLE BIDS: Multiple bids from a vendor will be permissible however each bid must conform fully to the requirements for bid submission. Each such bid must be separately submitted and labeled as Bid #1, Bid #2, etc. on each page included in the response. Alternate acquisition plans do not constitute multiple bids.

2.5 INCURRING COSTS: The University is not liable for any cost incurred by a vendor in the process of responding to this RFB.

2.6 QUESTIONS: Any questions concerning this RFB must be submitted in writing on or before December 30, 2020 to:

jdwyer@uwsa.edu

Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFB document at this point in the RFB process. If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB, the vendor should immediately notify the above-named individual of such error and request modification or clarification of the RFB document.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFB, supplements or revisions will be posted on VendorNet.

Each bid shall stipulate that it is predicated upon the terms and conditions of this RFB and any supplements or revisions thereof.

2.7 NEWS RELEASES: News releases pertaining to the RFB or to the acceptance, rejection, or evaluation of bids shall not be made without the prior written approval of the State.

https://doa.wi.gov/Forms/DOA-3054StandardTermsandConditionsRFB-RFP.doc https://doa.wi.gov/Forms/DOA-3681SupplementalStandardTermsandConditions.doc mailto:jburnett@uwsa.edu

3.0 BID ACCEPTANCE, EVALUATION AND AWARD

3.1 BID OPENING: Bids will be opened on January 14, 2021 at 2:00pm.

Public Opening: No

3.2 BID ACCEPTANCE: Bids which do not comply with instructions or are unable to comply with specifications contained in this RFB may be rejected by the University. The University may request reports on a vendor's financial stability and if financial stability is not substantiated may reject a vendor's bid. The University retains the right to accept or reject any or all bids or accept or reject any part of a bid deemed to be in the best interest of the University. The University shall be the sole judge as to compliance with the instructions contained in this RFB.

3.3 BID EVALUATION: Bids will be evaluated by the University of Wisconsin System Administration’s purchasing agent to verify that they will meet all specified requirements in this RFB. This verification may include requesting reports on the vendor's financial stability, conducting demonstrations of the vendor's proposed products(s) and/or service(s), and reviewing results of past awards to the vendor by the State of Wisconsin.

Bids from certified Minority Business Enterprises may be provided up to a five percent (5%) bid preference in accordance with Wis. Stats. s. 16.75(3m).

3.4 NOTIFICATION OF INTENT TO AWARD: Any vendors who respond to this RFB, with a bid, will be notified in writing of the State's intent to award the contract(s) as a result of this RFB.

After notification of the intent to award is made, and under the supervision of University of Wisconsin System Administration Office of Procurement staff, copies of bids will be available for public inspection.

Vendors should schedule reviews with Jacob Dwyer at 608-263-4584.

4.0 TECHNICAL REQUIREMENTS:

All items in this section are required.

4.1 General Technical Specifications.

4.1.1 Bidder must be an authorized distributor or dealer of the original equipment manufacturer with service and repair capabilities for the equipment and must be approved by the OEM to provide the specific product. Bidders who are awarded may be asked to submit documentation verifying their authorization. The original equipment manufacturer may submit a bid but must agree to sell and invoice directly to the University.

4.1.2 The successful bidder (contractor) must be prepared to honor the standard manufacturer’s warranty.

4.1.3 All items bid shall be manufacturer's current production products unless otherwise specified.

4.1.4 Contractor must have on staff qualified personnel to assist campuses in installing, configuring, and integrating peripherals into actual computer workstation during normal business hours. Consultation may be done by telephone. Additionally, all services provided to the University of Wisconsin System or any of its campuses must be performed in the United States.

4.1.5 The contractor shall agree to accept return of system hardware components ordered in error and not installed for up to 30 days from receipt of order. The University will pay return shipping costs.

4.1.6 The contractor must clearly designate a person to provide ongoing communication with each campus, coordinate servicing, answer questions and expedite deliveries. Please supply name, address, telephone, fax and e-mail of contact(s). The contractor is responsible for notifying UW System Procurement and the campuses of any change in contact(s).

4.1.7 The contractor must be financially stable and responsible and may be asked to provide a financial report.

5.0 PERFORMANCE AND CONTRACT REQUIREMENTS:

All items in this section are required.

5.1 General Performance Specifications.

5.1.1 All proposed equipment must be capable of performing at an effectiveness level in accordance with manufacturer's specifications.

5.1.2 All proposed equipment must be capable of performing all operations in accordance with manufacturer's advertised data sheets and technical publications.

5.2 Firm Discounts

5.2.1 Prices for the items listed on this contract shall be based on a firm discount from the most current US Commercial price list. The percentage must remain firm during the initial and each succeeding contract term; or may be renegotiated by the University and the Contractor.

5.2.2 Should prices change during the contract term, it is the responsibility of the Contractor to submit a letter, referencing the contract number, and send two [2] copies of the new price list or revised portions, to Purchasing, 30 days prior to any price increases becoming effective. An acceptance of the price list change will be in the form of an amendment to the contract.

5.3 Reporting Requirements

5.3.1 The contractor will be required to submit reports semiannually to the University of Wisconsin System Administration’s Office of Procurement listing all products purchased against this contract.

Reports shall be received before July 15th for purchases made between January 1st and June 30th of that year and by January 15th for purchases made between July 1st and December 31st of the previous year.

5.4 Delivery

5.4.1 Delivery of this equipment should be made within 21 calendar days after receipt of order.

5.4.2 The equipment is to be delivered to the dock at various statewide campuses of the University of Wisconsin. Contractor will be responsible for equipment during shipping but will add actual shipping charges to the invoice. Equipment is to be in operating condition with operating instructions, operating manuals and maintenance manuals given to University personnel. Bid prices are to include all packing, instructional and manual charges.

6.0 SUPPORT REQUIREMENTS:

6.1 Vendors must furnish all warranty repairs or provide alternate source of local warranty repair at no extra cost to the state.

6.2 Contractor will correct or have corrected any substandard work as requested by the buyer. Such work shall be at no extra cost to the buyer.

7.0 COST INFORMATION

7.1 Pricing. Vendors must fully complete the following cost sheets:

Itemized Bid List

8.0 NEW AND DELETED PRODUCTS

8.1 New products as announced by the manufacturer may be added to this contract at the discretion of University System Procurement. Equipment, which is no longer manufactured, or which is not being ordered in sufficient quantity may be deleted from this contract. Contractors shall promptly notify UW system Procurement of new or discontinued items.

9.0 REQUIRED FORMS

The following forms must be completed and submitted with the bid in accordance with the instructions given in Section 2.3. Blank forms are attached, Standard and Supplemental Terms and Conditions are informational.

Request for Bid Sheet (DOA-3070) – Signed cover sheet from this RFB document Vendor Information (DOA-3477) Vendor Reference (DOA-3478) Vendor Agreement (DOA-3333) Itemized Bid List

Standard and Supplemental Terms and Conditions:

DOA-3054 Standard Terms and Conditions (RFB/RFP) (01/18) DOA-3681 Supplemental Standard Terms & Conditions for Procurements for Services (01/17) https://doa.wi.gov/Forms/DOA-3477VendorInformation.doc https://doa.wi.gov/Forms/DOA-3478VendorReference.doc https://doa.wi.gov/Forms/DOA-3333VendorAgreementCooperativePurchasing.doc https://doa.wi.gov/Forms/DOA-3054StandardTermsandConditionsRFB-RFP.doc https://doa.wi.gov/Forms/DOA-3681SupplementalStandardTermsandConditions.doc