RFP UPS Unit.pdf

REQUEST FOR PROPOSAL

UPS UNIT

Ingham Intermediate School District (“Ingham ISD”) is accepting proposals for a UPS Unit as described in the attached specifications.

Proposals must be returned no later than 28 days after the posting of Form 470. Proposals are to be returned no later than February 23, 2021 by 10:00 am in a PDF format to purchasing@inghamisd.org at which time they will be opened and reviewed. Proposals received after the specified date and time will not be accepted.

Please include the following information in the subject line of your email:

UPS Unit Proposal

No responsibility shall attach to Ingham ISD or their representatives for premature opening or non-receipt of any proposal which is not properly addressed, delivered, or identified. A confirmation of receipt of emailed proposals received will be sent.

Please see below timeline and note that all times are Eastern Standard Time.

Proposal request distributed to vendors Proposals due from vendors Hold for Vendor Interviews Estimated Award Notification

January 26, 2021 February 23, 2021 at 10:00 am February 25, 2021 March 1, 2021

Ingham Intermediate School District, Thorburn Education Center, Purchasing Department, 2630 West Howell Road, Mason, MI 48854

If there are any questions regarding the proposal process, specifications, or services required, please send them in writing via email to purchasing@inghamisd.org. Only written questions and corresponding answers shall be binding.

Sincerely, Carolyn Jones Purchasing Specialist mailto:purchasing@inghamisd.org mailto:purchasing@inghamisd.org

SPECIFICATIONS

The StarNet Consortium seeks to purchase a UPS Unit to be used in Ingham ISD's Data

Center to support network operations for our consortium members. The UPS Unit will support network operations for local districts.

The UPS Unit shall meet the following requirements:

1. Rack mountable

2. Sufficient networking gear to provide self-monitoring and alerting

3. Provide 1 hour of uptime for

a. (4) 500-watt power supplies

(2) 250-watt power supplies

(1) 650-watt power supply

4. Support, maintenance, and any requisite licensing for solution; include all recurring costs

5. Bypass feature to flow power circumventing battery packs

6. Include all cabling to be a functional solution

a. For example, if unit requires additional battery packs, sufficient cabling should be included to attach those units providing a functional solution

7. Rack mounting hardware required for operation of quoted UPS Unit.

8. Proposal is for the purchase of the UPS Unit only as specified. Installation can be proposed as an alternative at the Vendor’s preference.

GENERAL TERMS AND CONDITIONS

1. It is the desire of Ingham ISD to select a vendor that can provide the best overall value rather than simply choosing the lowest cost proposal. All considered proposals must meet or exceed all specifications herein. While pricing for a preferred brand may be requested, Ingham ISD is willing to consider any “like” products from different manufacturers as long as they meet the specifications.

2. Ingham ISD reserves the right to accept or reject any or all proposals, or portions thereof, if it deems such action to be in its best interest. Ingham ISD reserves the right to award a contract to other than the lowest proposal and has sole discretion to determine the lowest responsible proposal. Furthermore, Ingham ISD reserves the right to split any ensuing award among multiple vendors or to award the proposal in whole to one vendor.

3. Ingham ISD reserves the right to conduct discussions, request additional information and negotiate with selected vendors prior to award of the contract.

4. Ingham ISD reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether the proposal is accepted or not.

5. By responding to this solicitation, the Vendor agrees to and will be solely responsible for doing the research to ascertain that its solutions offered meets or exceeds all federal, state, local, and industry regulations, rules, standards, and/or requirements.

6. Once a Vendor has been chosen, Vendor must work with Ingham ISD staff to establish an acceptable timeline for installation.

7. Ingham ISD expects that the contract with the successful vendor will include a high level of customer service throughout the life of the contract.

8. Ingham ISD shall not be responsible for any cost or expense the Vendor incurs in implementing the requirements of this proposal. All equipment, transportation, installation, disposal fees, and any other expenses necessary for proper execution of the contract are the responsibility of the vendor and are to be included and considered part of the proposal price.

9. Ingham ISD shall issue the vendor a purchase order in connection with this proposal. Invoice(s) for the items shall note the purchase order number and be sent by U.S. Mail to Ingham ISD, 2630 W Howell Rd, Mason, MI 48854, emailed to accountspayable@inghamisd.org or faxed to 517-676-8007. All payment terms will be a minimum of Net 30.

10. Any Vendor who will be performing any part of this proposal on site at Ingham ISD shall maintain in effect at all times during the term of this Agreement, at their own expense and with insurers licensed to do business in the State of Michigan, and shall furnish satisfactory evidence to Ingham ISD of the following insurance coverage:

a. Commercial General Liability Insurance on an “occurrence” basis with limits of liability not less than One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate limits for personal injury, bodily injury and property damage liability.

b. Workers’ Compensation Insurance including Employers Liability coverage, in accordance with all applicable statutes of the State of Michigan.

c. Errors and Omissions coverage in an amount not less than $1,000,000.

d. Employment Practices Liability (EPLI), including third party coverage, in an amount not less than $1,000,000.

e. Commercial Umbrella Liability coverage – over all of the above coverages and limits in an amount not less than $2,000,000

f. Motor Vehicle Liability: If Vendor, or its employees, will use motor vehicles to satisfy its responsibilities under this contract, then Vendor must have a minimum amount of $1,000,000 per occurrence combined single limit including coverage for hired or leased vehicles, and owned and non-owned vehicles with No-Fault coverage as required by law. If an insurance coverage furnished by Vendor is on a “claims made” basis, the Vendor shall continue the coverage required under this contract for a minimum period of three years after the expiration or termination of this contract.

g. Cancellation Notice: Commercial General Liability, Worker’s Compensation, Errors and Omissions, Employment Practices Liability and Commercial Umbrella Liability insurance as described above shall include an endorsement stating the following: “It is understood and agreed that thirty (30) days advance written notice of cancellation, non-renewal, reduction and/or material change shall be sent to CUSTOMER.”

h. Certificates of insurance shall name Ingham ISD as additional insured parties for all coverage listed above.

11. The Vendor must know Ingham ISD is a governmental unit and is thus exempt from the payment of all State and Federal taxes. The prices quoted by the Vendor must therefore not include taxes.

12. If it becomes necessary to amend this request for proposal, clarifications will be issued via email to all firms.

13. Submission of a proposal indicates acceptance by the Vendor of the conditions contained in this Request for Proposals, unless clearly and specifically noted by the Vendor in the applicable section of the Vendor Signature Page, Attachment A, of the proposal submitted. Any Vendor exceptions will need to be confirmed in writing by Ingham ISD before they are accepted.

14. Negligence in preparation, improper preparation, error in and/or omissions from the proposal shall not relieve the Vendor from fulfillment of all applicable obligations and requirements of this proposal.

15. Vendor understands that while performing services called for, they may gain access to certain confidential information. In such event, it is agreed that Vendor will withhold such confidential information from any third party if it is allowed by law.

16. This contract and/or any part of this contract are not to be subcontracted out unless agreed to in writing by Ingham ISD. Any requests for subcontractors must be submitted with the proposal.

17. Ingham ISD reserves the right to terminate the contract at any time due to the

Vendor’s failure to comply with the terms of the contract. A finding of noncompliance may result in the termination of the contract.

18. The Vendor will protect, defend and indemnify Ingham ISD, its officers, agents, volunteers and employees from any and all liabilities, claims, liens, fines, demands and costs, including legal fees, of whatsoever kind and nature which may result in injury or death to any person, including the Vendor’s own employees, and for any loss or damage to any property, including property owned or in the care, custody or control of Ingham ISD in connection with, or in any incident, or arising out of the occupancy, use, service, operations, performance or non-performance of work in connection with this contract resulting in whole or in part from negligent acts or omissions of the Vendor, any subcontractor, or any employee, agent or representative of the Vendor or any subcontractor.

19. This solicitation/RFP, the proposal submitted by the successful Vendor, attachments and mutually negotiated addenda constitute the entire contract between the Vendor and Ingham ISD. Additional documents and/or agreements, including non-negotiated provisions developed by the Vendor are not part of the executed contract.

20. The installation shall be done by trained and qualified personnel. Vendor will pay for any failure to conform or for any defect. In addition, Vendor will repair/replace any damage occurring to Ingham ISD or its members controlled, real or personal property when that damage is the result of the Vendor or subcontractor’s failure to conform to contract requirements or any defect in equipment, material, workmanship, or design furnished or in compliance with federal, state, and local laws, codes, regulations, and standards. Vendor’s warranty with respect to work done, repaired, or replaced under these conditions will run for one (1) year from the date of repair or replacement or completion.

21. The Vendor must warrant work performed, materials, equipment installed for a period of not less than one (1) year against defects and poor workmanship. Even if final payment is made, if the owner discovers an unfinished and/or improperly installed component, defect of poor workmanship that should have been identified and noted during final inspection, the Vendor will complete the work in a timely fashion at no additional cost to the owner. This warranty does not cover damage caused by fire, winds, floods, chemicals, or owners’ negligence of reasonable precaution.

22. Vendor may offer extended warranties or maintenance agreements if available at an additional cost to Ingham ISD. The extended warranties or maintenance contract must be offered as a separate line item.

23. Vendor must obtain all required permits prior to performing the work. Costs for any required permits are to be included in the quoted price.

24. Vendor shall take care to protect all existing structures, equipment, trees, landscaping, etc. and will clean parking lots and District grounds of debris. Site will be kept as clean as possible daily.

25. Use of tobacco products will not be allowed on Ingham ISD’s property by Vendor or any of Vendor’s employees. This includes in personal vehicles on Ingham ISD’s property.

26. Vendor is responsible for the protection and safekeeping of all their own materials and equipment stored on Ingham ISD premises.

27. All work will be in compliance with OSHA safety requirements and any District, State and National guidelines or requirements including, but not limited to:

* Personal Protective Equipment

* Hazard Communications (MSDS)

* Confined Space

* Lockout/Tagout *Any other laws, guidelines, mandates, etc.

28. This contract is to be interpreted by the laws of Michigan. The parties agree that the proper forum for litigation arising out of this contract is in Ingham County, Michigan.

29. More than one proposal for the same Work from an individual or entity under the same or different names will not be considered. Reasonable grounds for believing that any Vendor has an interest in more than one proposal for the Work may be cause for disqualification of that Vendor and the rejection of all proposals in which that Vendor has an interest.

30. Proposals may be withdrawn and/or changed any time prior to the opening date.

Proposals may not be withdrawn or changed after the opening date and time; and shall be deemed a firm offer continuing for ninety (90) days.

31. Should Vendor’s company be sold during the life of this agreement, Vendor maintains that the pricing, contract, and terms and conditions of this agreement shall be binding upon any successor or new ownership.

32. A proposal by a corporation shall be executed in the corporate name by the president or a vice-president or other corporate officer accompanied by evidence of authority to sign. The corporate seal shall be affixed and attested by the secretary or an assistant secretary. The corporate address and state of incorporation shall be shown below the signature.

33. A proposal by a partnership shall be executed in the partnership name and signed by a partner (whose title must appear under the signature), accompanied by evidence of authority to sign. The official address of the partnership shall be shown below the signature.

34. A proposal by a limited liability company shall be executed in the name of the firm by a member and accompanied by evidence of authority to sign. The state of formation of the firm and the official address of the firm shall be shown below the signature.

35. From the issue date of this RFP until a Contract has been awarded and announced, prospective Vendors are not allowed to communicate about the subject of the RFP or a Vendor’s Proposal with the School District(s), its Board of Education, administration, staff, teachers, or students, except as provided in the Voluntary Walk-Through.

36. Upon completion of the work, the Vendor will present Ingham ISD with all documents necessary to close out the project, including but not limited to:

a. Maintenance Manuals

b. Two (2) copies each of procedures of using and maintaining the materials and equipment installed

c. Executed warranties on installed products and equipment

d. Safety Data Sheets for any materials supplied

e. No-cost training for maintenance staff of Ingham ISD

SUBMISSION OF PROPOSALS

Proposal pricing must include:

• Material costs

• Any additional costs (including, but not limited to, manufacturer start up, warranty, software and recurring license costs)

• Delivery/freight costs

• Installation costs

• Lead times once the order is placed with vendor.

• All equipment needed to complete job

• All labor

• All permits

• Vendor shall include warranty information and warranty options for all items included in their proposal pricing o Vendor Signature Page – Attachment A o Complete Attachment A-Vendor Signature Page. A corporate official legally authorized to bind the company must sign the Vendor Signature Page in black or blue ink.

o Iran Affidavit – Attachment B o Public Act 517 of 2012 defines an Iran Linked Business as: 1) a person engaging in investment activities in the energy sector of Iran, including a person that provides oil or liquefied natural gas tankers or products used to construct or maintain pipelines used to transport oil or liquefied natural gas for the energy sector of Iran; or 2) a financial institution that extends credit to another person, if that person will use the credit to engage in investment activities in the energy sector of Iran. Please sign certifying that your company is not an Iran linked business.

o Familial Disclosure – Attachment C o Complete and submit with proposal

Proposals Will Be Returned To purchasing@inghamisd.org

Due Date Tuesday, February 23, 2021 10:00 am EST or before

Company Name

Mailing Address

Licensure and Number

Name of Person Completing Bid

Email of Person Completing Bid

Telephone Number Fax Number

Any exceptions need to be confirmed in writing before being accepted by Ingham ISD.

Form to be signed by authorized company representative in either blue or black ink

Authorized Signature

Name of Signatory Title of Signatory

Attachment A - Vendor Signature Page

UPS UNIT

Contact Information

Authorized Signature

Exceptions

Please list out any exceptions to the terms, conditions or specifications to the UPS Unit

By signing below, the undersigned certifies that he/she has read and understands the instructions and conditions to Vendors, the information provided is accurate and that a duly authorized agent of your firm has signed this proposal. The Proposer certifies offers to furnish products and/or services in strict accordance with the requirements of the proposal including terms and conditions; Proposer certifies that they understand the services to be provided; that prices quoted are correct; and that this proposal is valid ninety (90) days from the date submitted. Further, that he/she will abide by these terms and all applicable state, federal and local laws and regulations governing the services requested. The undersigned also certifies that the company has not been debarred or suspended from doing business with the federal government and does not appear on SAM (System for Award Management) as an Excluded Party.

Company Information

The undersigned, the owner or authorized officer of

Name of Vendor

By

Date

State of )

County of )

This instrument was acknowledged before me on the day of , date month year by Bidder Signature Name

Notary Signature

Notary Name

County, My Commission Expires

Acting in the County of

Attachment B - Iran Affidavit

UPS UNIT

Notarized Signature

SS.

(the “Vendor”), pursuant to the compliance certification requirement provided in the Ingham Intermediate School District (“Ingham ISD”) UPS UNIT Request for Proposals, hereby certifies, represents and warrants that the Vendor (including its officers, directors and employees) is not an “Iran Linked Business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Vendor is awarded a Contract as a result of the aforementioned Request for Proposal, the Vendor will not become an “Iran Linked Business” at any time during the course of performing under the Contract.

The Vendor further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the Contract or proposed Contract for which the false certification was made, whichever is greater, the cost of Ingham ISD's investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on an Invitation To Bid or Request for Proposals for three (3) years from the date the it is determined that the person has submitted the false certification.

AFFIDAVIT OF COMPLAINT - IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

Vendor Information

1.

2.

3.

4.

5.

Signature(s):

Title:

Name of Firm:

) SS

On this , before me a Notary agent of the said firm

State of

County of and who acknowledged the same to be his free act and deed as such agent.

day of

My Commission Expires

Notarized Signature

Vendor Information

Public in and for said county, personally appeared

Notary Public

Owner/ Employee Name Related To: Relationship

The following are familial relationships as described above (provide employee name, family contact name, family contact position, and familial relationship or NONE).

Attachment C - Familial Disclosure

UPS UNIT

All Vendors must complete the following disclosure form in compliance with MCL 380.1267 and attach this information to their proposal.

By the attached sworn and notarized statement, we are disclosing the following familial relationship(s) that exists between the owner or any employee of the Vendor and any member of the Districts’ Board, employees, or the superintendent.

Disclose any familial relationship and complete the form below in its entirety: