See Attachment for all RFP details

This Request for Proposal (RFP) for Bid 1014 Server Infrastructure Upgrade was jointly issued by Traverse City Area Public Schools (TCAPS) and Traverse Bay Area Intermediate School District (TBAISD), both located in Traverse City, Michigan. The procurement seeks comprehensive server infrastructure upgrades including hyperconvergence systems, network switches, storage solutions, cabling, migration services, technical training, and warranty coverage. TCAPS requires a minimum of 3 VM hosts equipped with Intel Xeon Gold CPUs and 512 GB RAM with hybrid storage, while TBAISD requires 3 or more VM hosts with Intel Xeon Gold CPUs and 192 GB RAM, also with hybrid storage; both districts require redundant top-of-rack switches and enterprise-grade drives. All pricing must include delivery charges to the Sabin Data Center, installation, configuration, and submission as a single Excel spreadsheet. Vendors must be certified dealers for the proposed equipment, provide a minimum of 3 K-12 references, and maintain specified insurance coverage including workers' compensation, comprehensive general liability of $1,000,000 per occurrence with $2,000,000 general aggregate, cyber liability of $1,000,000 per occurrence, and automobile liability of $2,000,000. Proposals were due on Wednesday, April 29, 2020 at 1:00 PM EST, with a virtual bid opening scheduled for 1:30 PM the same day; the purchase order was scheduled for issuance by May 19, 2020, with installation required by June 30, 2020, and closeout documentation due by July 7, 2020.

Vendors must submit a bid bond equal to 5% of the base bid and provide a performance bond covering 100% of the project value, with both bonds issued by sureties licensed in Michigan. All onsite personnel are required to undergo fingerprinting and background checks prior to work commencing. Payment will not be made until all equipment is delivered, functional, and inventory spreadsheets are submitted to the Technology Department and approved by the Superintendent or Director of Technology. Late delivery penalties of 1% per business day apply, with possible cancellation and liquidated damages of 5% if delivery exceeds 10 business days. No specific set-asides for disadvantaged enterprises were noted in the procurement documents, and no incumbent vendors or current contractors were identified. The RFP does not specify a budget range or award value; however, the requirement for significant infrastructure investment including multiple VM hosts, redundant networking equipment, and comprehensive services indicates a substantial procurement.