RFP UW Tower Data Center Power work for AI.docx.crdownload

REQUEST FOR PROPOSAL

PROJECT TITLE: UW Tower Data Center Power work for AI Ref # 869347

The University of Washington is soliciting proposals from potential vendors to provide the above referenced services. Vendors interested in providing the required services must submit proposals per the requirements detailed in this RFP.

This solicitation is open to those vendors that satisfy the minimum qualifications stated herein and that are available for work in Washington State.

Contents of this Solicitation

General Instructions

Requirements

Evaluation and Contract Award

VI. Attachments RM# 219 AI Power Work Add RM# 219 AI Power Work Demo RM# 220 Demo SOW UW Tower AI Power Work UW Tower DC RM# 220 and RM# 219 Floor Plan Contractor Price Quotation and Item Cost Breakdown RM 220 Load Study Confidentiality Statement

Section I General Instructions

PURPOSE

UWIT Tower Data Center electrical needs for AI Configuration Re-circuiting are adding and removing electrical circuits from the RPP (remote power panel) to the server racks. As per SOW (2.19.25) & Exhibits (attachments). This is a multi phased work objective with one phase dependent on the other.

RFP COORDINATOR

The RFP Coordinator is the sole point of contact in the University for this Procurement. All communication between the Contractor and the University upon release of this RFP shall be with the RFP Coordinator, in writing, as follows: Benjamin Cory – bcory@uw.edu

Definition of Terms

“Supplier”, “Proposer, Bidder”

“Request for Proposal ”

A written solicitation document which identifies the UW’s need, and consultants are invited to submit proposals which outline their solution to the need, their qualifications and experience to provide the services, and their costs or fees.

tIMETABLE

1.5 WORKDAY

This solicitation is being conducted in Workday. Vendors can register for the sourcing event by visiting https://university-of-washington.public-portal.us.workdayspend.com/

Search using reference # 680545

Option 1- Select Bid > Register

Option 2- Select the title of the RFP and select Start Bid > Register

Submission Vendors shall submit a proposal in PDF OR Word format, via the University’s Workday Strategic Sourcing website. Proposals must be submitted on or before the time specified in 1.4 Timetable. Any proposal received after that date and time may not be considered. All proposals shall remain valid for a minimum of 180 days following the RFP closing date.

All proposals and any accompanying documentation become the property of the UW and will not be returned and shall be received on or before 11:59 PM PDT on July 31, 2024. Any proposals received after the date shown above will not be considered.

Proposals shall be clearly marked and delivered in accordance with the instructions. It is the responsibility of the Vendor to see that their proposal is received on or before the due date for proposals.

INQUIRIES

All questions must be submitted in writing via the Workday Strategic Sourcing website citing the particular RFP section and paragraph number, and utilizing the attached Question template/Attachment E. Depending upon the nature of the inquiry and the response, copies of the question and response may be distributed to all other potential vendors. The closing date for asking of questions is given in Paragraph 1.4. The University may exercise its option not to reply to Vendor inquiries; therefore, Vendors should be prepared to submit a proposal based on the information included in the RFP.

COMPLAINTS

Contractors may submit a complaint to the RFP Coordinator based on any of the following:

The solicitation unnecessarily restricts competition;

The solicitation evaluation or scoring process is unfair or flawed; or The solicitation requirements are inadequate or insufficient to prepare a response.

Contractors may submit complaints up to 5 business days prior to the proposal due date. Complaints must meet the following requirements:

Must be in writing.

Must be sent to the procurement coordinator, or designee.

Should clearly articulate the basis for the complaint.

Should include a proposed remedy.

The RFP coordinator or designee will respond to complaints in writing; the response to complaints including any changes to the solicitation will be posted as an amendment on WEBS, https://fortress.wa.gov/ga/webs/ and in Workday. The complaint may not be raised again during the protest period. The complaint process does not include an appeal process.

Interpretation of the RFP Should any discrepancies be found in or omissions from the specifications, or doubt as to their meaning, the Contractor shall at once notify the Coordinator, in writing. The Coordinator will send written instructions or addenda as required to all interested parties. All addenda issued shall be incorporated into the contract. The Purchaser shall not be responsible for or bound by oral interpretations. Only questions answered by written addenda are binding. Questions received less than five (5) working days before the proposed due date for submission of proposals cannot be answered.

REVISIONS TO THE RFP

The University reserves the right to change the acquisition schedule or cancel the RFP at any time. The University reserves the right to make corrections or amendments due to errors identified in the RFP by the University or a Contractor. Any changes will be dated and attached to, and made a part of, the RFP. All changes must be coordinated in writing with, authorized by, and made by the RFP Coordinator.

All RFP corrections and amendments will be posted to https://fortress.wa.gov/ga/webs/ and also to the Workday sourcing module. Contractors are responsible for checking the website for this information.

Signature Each proposal must be signed by the Contractor with the usual signature and dated. The name and title shall be typed or printed below each signature.

Proposals submitted by a proprietorship must be signed by the owner of the bidding company.

Proposals submitted by a partnership must be signed with the partnership name by one of the partners, followed by the signature and designation of the partner signing.

Proposals by a corporation must be signed with the legal name of the corporation, followed by the name of an authorized officer.

Cost of Proposals Costs incurred in preparing and presenting the proposals or incurred in any other manner by the Contractor in responding to this solicitation are not reimbursable and may not be charged to the University.

Withdrawal or Modifications of Proposals Any Contractor may withdraw their proposal upon written request at any time prior to the scheduled due date for submission of proposals.

Public Disclosure The University is subject to RCW 42.56 (Public Records Act). All Contractor Responses and any subsequent Contract will be “public records” as defined in RCW 42.56.010

The Contractor must clearly specify any specific information that it claims is confidential or proprietary. Marking of the entire Response or entire sections as proprietary will not be honored. The University may not accept Responses where pricing is marked as proprietary.

All Responses received will remain confidential until the Contract, if any, resulting from this RFP is signed by the University and the Apparent Successful Contractor; thereafter, the Responses will be deemed public records.

To the extent consistent with RCW 42.56, the University will maintain the confidentiality of all information marked confidential or proprietary. If a request is made to view the Contractor’s information, the University will notify the Contractor of the request and the date that such records will be released unless the Contractor obtains a court order enjoining that disclosure. The Contractor will have five (5) business days from receipt of notice to obtain the court order. If the Contractor fails to obtain the court order enjoining disclosure, the University will release the requested information on the date specified.

ACCEPTANCE PERIOD

Contractor’s proposal must provide 120 business days for acceptance by University from the due date for receipt of Proposals.

RESPONSIVENESS

All Proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this RFP. The Contractor is specifically notified that failure to comply with any part of the RFP may result in rejection of the Proposal as non-responsive.

Selection of Proposals In determining the “apparent successful Contractor”, in addition to cost, the Contractor’s compliance with the requirements of this solicitation, and the items listed below, shall be given consideration.

The ability, capacity, and skills of the Contractor to perform the contract or provide the service required.

The character, integrity, reputation, judgment, experience, and efficiency of the Contractor.

The quality of performance of previous contracts or service.

The previous and existing compliance by the Contractor with the laws relating to contract and services.

Such other information as may be secured having a bearing on the decision to award the contract.

No Obligation to Contract This solicitation does not obligate the University of Washington to contract for the solicited services specified herein.

Contract in Best Interest The University reserves the right to accept or reject proposals on each item separately or as a whole, to reject any or all proposals without penalty, to waive informalities or irregularities, and to contract in the best interests of the University.

PUBLICITY

Advertising, including use of the University marks and logos, press releases, or any other general public announcement by a Contractor, stating the availability of its products or services to University employees is strictly prohibited unless the Contractor has obtained prior written authorization from the UW Procurement Services Department.

NON-ENDORSEMENT

The successful Contractor agrees to make no reference to the University in any literature, promotional material, brochures, sales presentation or the like without express written consent of the University.

FUNDING

Any contract awarded as a result of this procurement is contingent upon the continued availability of state or federal agency funding.

Contract and Terms & Conditions

The Apparent Successful Vendor will be expected to enter into a contract which is substantially the same as the University of Washington’s General Terms and Conditions which can be located here: https://finance.uw.edu/ps/suppliers/terms-conditions, and are also attached as Exhibit H. In no event is a Vendor to submit its own standard contract terms and conditions in response to this solicitation. All exceptions to the contract terms and conditions must be submitted as an attachment to the bidder’s proposal. The Agency will review requested exceptions and accept or reject the same at its sole discretion.

Data-Security If, during the course of the performance, administration, or maintenance of this contract, or any extension or renewal thereof, CONTRACTOR acquires, uses, or otherwise obtains access to ‘University Data’ as those terms are defined in the UW Data Processing Agreement, incorporated herein, then the UW and CONTRACTOR agree that all of the terms and conditions of the UW’s Data Processing Agreement and/or IT Data Security Addendum(s) shall apply.

IN-STATE RECIPROCITY

Pursuant to RCW 39.26.371 and WAC 200-300-075, the State of Washington Department of Enterprise Services has established a schedule of percentage increases to be added to Bids from Bidders in states that grant a preference to Contractors located in their state, or for goods manufactured in their state. The percentages related to each respective state are provided in the NASPO’s state preference repository and apply only to Bids received from Bidders in those states listed. The appropriate percentage will be added to each Bid bearing the address from a state with in-state preferences rather than subtracting a like amount from Washington State Bidders.

This action will be used only for analysis and award purposes. In no instances shall the increase be paid to a Bidder whose Bid is accepted and awarded a Contract.

GRATUITIES

In accordance with RCW 42-52-150 and 160, Ethics in Public Service, no gifts, gratuities or any item of economic value may be accepted by University Employees. Contractors agree to offer no such items to any University employee.

Minority and Women Business Enterprise Participation In accordance with chapter 39.19 RCW, the University of Washington encourages participation in all of its contracts by firms certified by the Office of Minority and Women’s Business Enterprises (OMWBE). Participation may be either on a direct basis in response to this solicitation or on a subcontractor basis. However, no preference will be included in the evaluation of proposals, no minimum level of MWBE participation shall be required as a condition for receiving an award and proposals will not be rejected or considered non-responsive on that basis. Any affirmative action requirements set forth in federal regulation or statutes included or referenced in the contract documents will apply.

The established annual procurement participation goals for this solicitation are MBE 6% and WBE 4%. For information on certified firms, Contractors may contact OMWBE at 360/753-9693or http://www.omwbe.wa.gov.”

U.S. Small Business Participation Participation in contracts for goods and services is encouraged by firms which qualify under definitions by the U.S. Small Business Administration as small business (SB), or small disadvantaged business (SDB), or small women owned business (WOB).

The percentage listed below is voluntary. No preference will be included in the evaluation of bids/proposals. Participation in University contracts may be either direct as the Contractor in response to this solicitation, or as a subcontractor to a Contractor.

Voluntary U.S. Small Business goals for this solicitation are 15% SB/SDB/WOB

SECTION II

REQUIREMENTS

2.1 Period of Service

Unless otherwise stated, the initial term of the agreement shall be for the period of time during the performance of the work only. Extensions, if any, shall be agreed upon in writing between the parties.

Proposal Requirements and Instructions

Background and History: Describe the company, organization, officers or partners, number of employees and operating policies which would affect this Contract. State the number of years the organization has been continuously engaged in business.

Financial Stability: Describe the financial status of the company. Attach a copy of the most recent annual financial statement or other similar document.

Technical Approach and Methodology: Describe Bidder’s technical approach and methodology for accomplishing the described Scope of Work. The proposed approach and methodology should include a detailed work plan and schedule. All information to be provided by participating Hospital(s) as part of this plan must be specified including content, format and frequency.

Project Team and Management Structure: Identify proposed project team and management structure for completing the Scope of Work. This should identify roles and responsibilities, including Bidder expectations of participating UW Medicine Hospital(s) staff resources. Provide resumes of key professional staff to be assigned to the project and their level of commitment to this engagement.

Proposed Fees: Provide a cost proposal to accomplish the Scope of Work or provide the requested product.

Firm Experience and Credentials: Provide evidence of Bidder’s experience in projects or providing products as described within this RFP.

References: List three (3) relevant references, including a description of the engagement, professional fees, duration and date of completion, contact person, title, mailing address, telephone number and e-mail address

Contract Management Information: Provide primary Contract Manager Contact name, title, mailing address, telephone number and email address.

2.3 SCOPE OF WORK

Multiple branch circuit moves, adds and deletes as per attached Scope of Work document, dated 2/19/2025 and Exhibits.

2.3.1 Functional, technical, and performance requirements

Work Includes: 1. The procurement, installation and documentation of all breakers, wire, grey Sealtite flexible conduit, receptacles, wire labels and mounting hardware. 2. All required permits. 3. Updated panel schedules and drawings. 4. MOPS for all work to be performed in data center. 5. Perform IR scanning of all affected RPP’s 6 months after work has been completed. This project must be completed in a 2-phase approach with up to 3-week dead period between phase 1 and 2. 1. Phase#1 is all RM#220 work 2. Phase#2 is all RM#219 work

In a structured, Project Owner-approved work process requiring minimal client-approved downtime of Project Owner IT equipment, and in accordance with the description, exhibits and specifications included here in, the Contractor is to perform the following: i. Perform all work described in the Stantec design document labeled “RM 220 Load Add Study” ii. Perform all work in UW provided excel spreadsheet labeled “RM#220 Demo” iii. Perform all work in UW provided excel spreadsheet labeled “RM#219 AI Power Work” b) Contractor will update owner provided panel schedules and drawings. c) Contractor shall prepare Methods of Procedure (MOP’s) outlining in detail, all steps required for the safe and accurate execution of the work. MOP’s are to be submitted to Owner for review and approval increment. Plan for 7-10 day review/approval process. Approval consists of Owner signature on each MOP. d) IR scanning of all affected RPP’s branch circuits with report of all findings will be performed 6 months after all project work has been completed.

2.3.2 Schedule Constraints

Contractor will provide Project Owner with a Project Execution Plan, some of which will be refined and developed as the project progresses. The Project Execution Plan shall contain a Safety Plan, Overall Project Schedule and On-site Work Schedule, which will be provided electronically in a project.

2.3.3 Project Management Requirements

The work is to be accomplished with minimal power downtime to the IT equipment racks while maintaining the highest available system reliability, and completed in a prescribed manner through specific client-approved Method of Procedure’s (MOP’s), which are to be prepared by the Contractor.

The Contractor shall perform project management and coordination services in accordance with the Project Owner’s Safety Plan and Building Owner’s work execution standards, including any revisions agreed to in the Contract .The Contractor’s project management responsibilities include, but are not limited to: (1) Overall management of the Work in accordance with the Contractor’s Project Execution Plan; (2) Planning, controlling and executing engineering, local permit approvals, constructability, procurement, fabrication, assemblies, transportation, construction, integration and turnover plans, to the extent necessary to achieve performance of the Work; and, (3) Producing and updating project schedules; project schedules are to be established under the terms of the Contract.

2.3.4 Personnel Requirements and Expectations

Perimeter security and personnel access procedures must be followed at all times. In addition, COVID-19 health/safety procedures exist at the facility and must be fully complied with. It is a contract requirement that the contractor’s personnel comply with all security and health/safety procedures at all times. Team members will undergo a background check in order to obtain security clearance for entry.

The Contractor shall fully comply with all Safety, Health and Security requirements under the Contract and Project Owner’s regulations. The Contractor shall obtain all necessary permits to perform the Work according to the safety or security requirements as to the Contractor’s Works, personnel, vehicles, materials and equipment. The Contractor shall submit the Safety Plan, prior to mobilizing on site for the Project Owner’s approval. Contractor shall identify a member of the team to serve as safety officer on the project, with the authority to implement the Safety Plan and serve a contact point with the owner.

2.3.5 Interfaces

Given the integrated nature of the Project, and integration of other Project contractors, suppliers and personnel, Contractor shall be responsible for administration and follow-up of the progress of the external interfaces between Contractor and the other contractors, suppliers and vendors to close-out Project interfaces and complete the Work and Project.

2.3.6 Safety, Health and Security

SECTION III EVALUATION AND CONTRACT AWARD

Evaluation of Proposals The University reserves the right to make Vendor selections based solely on the proposal submitted. Responsive proposals will be evaluated strictly in accordance with the requirements stated in this solicitation and any addenda issued. The evaluation of proposals shall be accomplished by an evaluation team to be designated by the UW, which will determine the ranking of the proposals. The RFP Coordinator may contact the Vendor for clarification of any portion of a Vendor’s proposal.

Interview / Presentation At its sole discretion, the University may require Vendors to participate in an interview or provide a presentation to the evaluation committee. If so, the score from the interview and/or the presentation may be combined with the score of the proposal to identify the apparent successful Vendor. The University will contact the Vendor directly to schedule the interview/presentation.

Evaluation Criteria & Scoring The following weighting and points will be assigned to the proposal for evaluation purposes:

Contractor Selection is to be based upon the contractor’s previous successful experience in similar data center work (15%), the qualifications and relevant experience of the contractor’s assigned team (20%), the price for completing the work (50%), and the history of meeting project schedules (15%)

Total of points: 100

The submitted proposal shall include information that supports the contractor’s qualifications in these categories. Prior to award of contract, contractor will be required to show proof of a valid Contractor’s license, bond, and insurance requirements of the Owner.

Notification to Proposers Once the final evaluation phase has been completed, the solicitation Coordinator will issue a written announcement to all participants, citing the name(s) of the apparent successful vendors.

Section IV Attachments

Attachment A. RM# 219 AI Power Work Add

Attachment B. RM# 219 AI Power Work Demo

Attachment C. RM# 220 Demo

Attachment D – SOW UW Tower AI Power Work

Attachment E – UW Tower DC RM# 220 and RM# 219 Floor Plan

Attachment F – Contractor Price Quotation and Item Cost Breakdown

Attachment G – RM 220 Load Add Study

Attachment H – Confidentiality Statement Contractor to sign and return with proposal.

Attachment J. University of Washington General Terms and Conditions

11. Attachment K. Question Template image1.emf

RM#219 AI Power Work Add.pdf

Rack Circuits Breaker Receptacle Notes

6K07 63B2-A1-21,22 30AMP L6-30R

63B2-A1-25,26 30AMP L6-30R

6K06 63A1-A1-3,4 30AMP L6-30R

63A1-A1-11,12 30AMP L6-30R

6K05 62B1-A1-27,28 30AMP L6-30R

62B1-A1-25,26 30AMP L6-30R

62B1-A1-21,22 30AMP L6-30R

62B1-A1-23,24 30AMP L6-30R

6K04 62B1-A1-19,20 30AMP L6-30R

62B1-A1-17,18 30AMP L6-30R

62B1-A1-15,16 30AMP L6-30R

62B1-A1-13,14 30AMP L6-30R

6K11 61A1-B1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

61A1-B1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

6K12 63A1-B1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

63A1-B1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

6K13 62A3-A1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

62A3-A1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

6K14 62A3-A1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

6K15 62A3-B1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

62A3-B1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

6K16 62A3-B1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

6K17 62A2-B1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

62A2-B1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

6L09 62A2-B2- 30AMP 3-Phase L21-30R Breaker location will be decided during install

62A2-B2- 30AMP 3-Phase L21-30R Breaker location will be decided during install

6L10 62A2-A1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

62A2-A1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

6L11 61B1-B1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

61B1-B1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

6L12 61B1-B1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

6L13 61A3-A1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

61A3-A1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

6L14 61A3-A1- 30AMP 3-Phase L21-30R Breaker location will be decided during install

6L15 61A3-A1- 30AMP 3-Phase L21-30R Breaker location will be decided during install image2.emf

RM#219 AI Power Work Demo.pdf

Rack Circuits

6K11 61A1-B1-10,11

61A1-B1-8,9

61A1-B1-6,7

61A1-B1-4,5

6K12 63A1-B1-21,22

63A1-B1-23,24

63A1-B1-25,26

63A1-B1-27,28

6K13 62A3-A1-1,3

62A3-A1-5,7

62A3-A1-9,11

62A3-A1-13,15

6K14 63A1-A1-11,12

63A1-A1-3,4

6K15 62A3-A1-6,8

62A3-A1-10,12

62A3-A1-14,16

62A3-A1-18,20

6K16 62A3-B1-6,8

62A3-B1-10,12

62A3-B1-14,16

62A3-B1-18,20

6K17 62A3-B1-1,3

62A3-B1-5,7

62A3-B1-9,11

62A3-B1-13,15

6K18 62A2-B1-13,14

62A2-B1-9,10

62A2-B1-5,6

62A2-B1-1,2

6K19 62A2-B2-9,10

62A2-B2-13,14

62A2-B2-5,6

62A2-B2-21,22

6L01 61A3-A1-1,3,5

61A3-A1-7,9,11

6L02 61A3-A1-13,15,17

61A3-A1-19,20,23

6L03 61A3-A1-2,4,6

61A3-A1-8,10,12

6L04 61B1-B1-25,26,27

61B1-B1-34,35,36

6L05 61B1-B1-19,20,21

61B1-B1-28,29,30

6L06 62A2-A1-1,2,3

62A2-A1-4,5,6

6L07 63B2-A1-21,22

63B2-A1-25,26

6G03 62B1-A1-9,10

62B1-A1-11,12

6G04 62B1-A1-15,16

62B1-A1-13,14

6G05 62B1-A1-17,18

62B1-A1-19,20

6G06 62B1-A1-21,22

62B1-A1-23,24

6G07 62B1-A1-25,26

62B1-A1-27,28 image3.emf

RM#220 Demo.pdf

RACK

6A19 64A5-A1-13,15,17

64B5-A1-13,15,17

6A18 64A5-A1-7,9,11

64B5-A1-7,9,11

6A17 64B5-A1-1,3,5

64A5-A1-1,3,5

CIRCUIT WITH NO LABEL

6A16 64B1-B1-25,26,27

64D1-A1-25,26,27

6A13 64B1-B1-7,8,9

64B1-B1-4,5,6

64D1-A1-7,8,9

6A12 64D1-A1-4,5,6

6A07 64B3-B2-1,2,3

64A3-A2-1,2,3

6A06 64A3-A2-4,5,6

64B3-B2-4,5,6

6B09 64D1-A1-10,11,12

64B1-B1-10,11,12

6B10 64D1-A1-13,14,15

64B1-B1-13,14,15

6B11 64D1-A1-16,17,18

64B1-B1-16,17,18

6C06 64C3-B1-1,2,3

64B4-A1-1,2,3

6C05 64B4-A2-10,11,12

64B4-A2-13,14,15

64C3-B2-13,14,15

64C3-B2-10,11,12

6C03 64B4-A2-7,8,9

64C3-B2-7,8,9

6D02 64C3-B1-19,20,21

64B4-A1-19,20,21

6D03 64B4-A1-16,17,18

64C3-B1-16,17,18

6D04 64B4-A1-13,14,15

64C3-B1-13,14,15

6D05 64B4-A1-10,11,12

64C3-B1-10,11,12

6D06 64B4-A1-7,8,9

64C3-B1-7,8,9

6D07 64C3-B1-4,5,6

64B4-A1-4,5,6

CIRCUIT

image4.emf

SOW UW Tower AI Power Work.pdf image8.emf