RFP - Host Server Replacement FY24.docx

ADVANCED TECHNOLOGY ACADEMY

HOST SERVER REPLACEMENT RFP

FY 2023-24

SECTION 1

REQUEST FOR PROPOSAL

Reference: HOST SERVER REPLACEMENT RFP – FY24

Introduction:

You are invited to submit your proposal and bid response on the enclosed forms in accordance with the Request for Proposal, Instructions to Bidders, and General Requirements contained within this bidding package entitled: HOST SERVER REPLACEMENT RFP – FY24

Instructions to Bidders:

Bids must be submitted on attached forms.

Bids must be labeled “HOST SERVER REPLACEMENT RFP – FY24”

Bids must be received by February 2, 2024 at 1:00 p.m. Bids received after February 2, 2024 at 1:00 p.m. will be not be evaluated.

No oral, telephonic, telegraphic, e-mail or facsimile proposals will be considered.

SECTION 2

GENERAL REQUIREMENTS

2.1 Proposals shall be submitted only on the forms provided within this RFP. All designations and prices shall be fully and clearly set forth on the forms provided.

2.2 Advanced Technology Academy’s Representatives reserve the right to reject any and all bids either in whole (or in part) to reject a Bid which is in any way incomplete or irregular, and to waive informality or wave any part thereof.

2.3 THE BIDS SHALL BE ON THE BASIS OF A GUARANTEED SUM. BIDDERS SHALL NOT ADD ANY CONDITIONS OR QUALIFYING STATEMENTS, NOR SALL THE PROPOSAL CONTAIN ANY ADDED RECAPITULATION OF THE WORK TO BE DONE, OR THE PROPOSALS MAY BE DECLARED IRRECULAR. Oral, telegraphic, or telephonic modification of the work will not be considered.

2.4. Advanced Technology Academy will clarify or correct any questions by issuance of an Addendum to all Bidders.

2.4.1 Addenda are written graphic instruments issued prior to the contract, which modify or interpret the bidding documents, drawings, and/or specification, by additions, deletions, clarifications, or corrections. The Request for Proposal and all Addenda will become part of the contract documents when the installation contract is executed.

2.4.2 Any explanations for the RPF shall be issued in the form of an addendum.

2.4.3 All addenda issued during the bidding time shall become part of the specifications. A copy of each addendum shall be sent to all Bidders. No verbal statement by Advanced Technology Academy or the Bidder shall be considered authoritative.

2.4.4 Each Bidder shall ascertain, prior to submitting a bid that he/she has received all addenda issued and acknowledges receipt on the Proposal Form.

2.6 Respondents may inspect the project site prior to submitting a proposal to determine all requirements associated with this Request for Proposal. Failure to do so shall not relieve the successful vendor from the necessity of furnishing and installing, without additional costs to the Academy, any material and equipment or performing any labor that may be required to carry out the intent of the resulting contract.

2.7 NO PLEA OF INGNORANCE OF CONDITIONS THAT EXIST, TIME, FACILITES THAT ARE AVAILABLE OR ANY OTHER RELEVANT MATTER CONCERNING THE WORK TO BE PERFORMED WILL BE ACCEPTED AS AN EXUSE FOR FAILURE TO FULFILL EVERY DETAIL OF ALL THE REQUIREMENTS OF THE CONTRACT DOCUMENTS.

2.8 VARIANCE & PRICES

Any variance from the specifications shall be fully explained in writing by the bidder and all prices quoted shall be on the unit price basis.

2.9 WITHDRAWAL OF BIDS

Any bidder may withdraw his/her bid at any time prior to the scheduled time of opening the bids, upon presentation of proper identification. After the opening of bids, no proposal shall be withdrawn for a period of 60 days.

2.10 SIGNATURES

The signatures required on this form shall be in longhand, in ink, by an authorized representative and submitted with the bid. Bids in non-compliance with this request will be subject to rejection.

2.11 PRODUCTS/SERVICES SPECIFICATIONS

It is the intent of the specifications to define the minimum quality of equipment and services acceptable. The product line or service must be of a known quality from a nationally recognized manufacturer(s) who regularly advertises, promotes, and distributes catalog products to the school market.

2.12 MANUFACTURER SUBSTITUTIONS

Any substitutions from the specified products, equipment or services by the manufacturer is acceptable at no additional cost to Advanced Technology Academy. Advanced Technology Academy reserves the right to refuse any and all manufacturer substituted products, equipment or services.

2.13 CLEAN UP

The vendor shall, at all times, keep the premises free from accumulations of waste materials, or same, caused by the work; and upon completing the work, shall remove all work-related rubbish from and about the building and shall leave the work area broom clean, or its equivalent. In the case of dispute, the Academy may remove the rubbish and charge the cost to the vendor, as the Academy shall determine.

2.14 FEDERAL, STATE AND MUNICIPAL TAXES

Each proposal submitted shall include, and the vendor shall pay, all taxes, which are levied by the Federal, State, and Municipal Governments, on labor and for materials entering the work. The owner reserves the right to require evidence of such taxes prior to final payment. In compliance with the regulations of the Michigan Sales Tax Commission, no sales tax is to be included in the proposal. The Academy is exempt from Federal Excise and Sales taxes. All property or services furnished must comply with all applicable federal, state, and local codes and regulations.

2.15 RFP TIMELINE

The Academy’s anticipated timeline for this RFP is as follows:

Please note: This is an anticipated timeline based on when the school will have available time for installation of the new hardware. The Academy reserves the right, in its sole and absolute discretion, to make modifications to the RFP timeline.

SECTION 3

QUALIFICATIONS OF BIDDERS

3.1 The respondent to this RFP must include:

· Company Name

· Representative’s Name and Title

· Office Address

· Telephone Number

· Fax Number

· E-Mail Address

SECTION 4

SPECIFICATIONS AND PRICING

4.1 CURRENT ENVIRONMENT

Currently, all services are designed as a SAN to migrate services across available resources; three (3) ESXi hosts, in addition to standalone physical servers.

Below is a current snapshot of the Academy’s environment:

@ 3.40GHz @ 3.4 GHz

E5-2643 v3 @ 3.40GHz @ 3.4 GHz

E5540 @ 2.53GHz @ 2.53 GHz

E5540 @ 2.53GHz @ 2.53 GHz

E5540 @ 2.53GHz @ 2.53 GHz

E5540 @ 2.53GHz @ 2.53 GHz

E5540 @ 2.53GHz

E5540 @ 2.53GHz @ 2.53 GHz

E5540 @ 2.53GHz @ 2.53 GHz

E5540 @ 2.53GHz @ 2.53 GHz

4.2 SPECIFICATIONS:

Hardware: HPE ProLiant DL360 Gen10+, or equivalent. The vendor can use best judgment on manufacturer.

Licensing/Installation: Vendors should proposal all licensing and labor services to upgrade the current Oss to the latest supported Windows Server operating system. The Academy also requests the vendor provide a project plan/timeline.

The Academy welcomes solutions vendors propose to achieve modernizing the current server structure environment. However, it is requested that the vendor demonstrate how its proposal will be effectively supported and be the most cost-effective solution. Additionally, the Academy welcomes solutions to repurpose the outgoing hardware as a back-up/redundant host.

4.4 PRICING

Complete and attach the excel form in Section 4. The spreadsheet must be completed entirely for all components that are bid by the vendor:

a) Part Number

b) Hardware description – if the hardware description differs from the proposed hardware description, the vendor should change and highlight the new description.

c) Quantity – if there is any change in quantity from the requested quantity, the field must be highlighted.

d) Unit Price

e) Extended Price

f) Installation costs – provide all install costs for the proposed product(s), if requested in the hardware description field

g) Include the costs for one (1) and three (3) -year support for all products

Total Base Bid: (Total must match the total from the spreadsheet)

Section 4.2 Base Bid Total: $ __________________

I have examined the specifications and instructions included herein and agree, provided I am awarded a contract within 60 days of the bid due date, to provide the specified items form the sum shown in accordance with the terms stated herein. All deviations from specifications and terms are in writing and attached hereto.

Company Name:

Address:

Name/Title

Authorized Signature:

Email Address:

Phone Number:

Cellular Number:

Date: