Server Infrastructure & Management BP 19-T16 RFP No. 24. 2526

Chippewa Valley Schools in Clinton Township, Michigan is soliciting competitive sealed bids for a turnkey Server Infrastructure & Management System (Bid Package 19-T16, RFP No. 24.2526) through a Request for Proposals process. The procurement encompasses the complete design, procurement, installation, configuration, and migration of a converged or hyperconverged infrastructure solution to replace the district's existing Cisco HX environment. Deliverables include a minimum of six servers with dual 16-core Intel processors, 512GB RAM per server, 10/25GbE connectivity, 500TB NVMe SSD storage, either Nutanix or VMware hypervisor management software, comprehensive low-voltage cabling infrastructure, migration of 108 existing virtual machines, complete documentation in hardcopy and electronic formats, knowledge transfer sessions with up to four staff attendees (minimum four hours), removal of existing equipment with applicable credit, and five years of onsite parts, labor, and software support. Hardware procurement must utilize approved manufacturers including Cisco, Dell, or HP. The RFP includes a base proposal with four alternates covering hardware and software configuration options and VMware licensing extensions. Key evaluation factors include best value considerations beyond low bid, with immediate work commencement upon contract award and September 1, 2026 project completion being critical. Installation must occur during regular school hours (8:00 AM-4:00 PM) with production changes and migrations scheduled during second shift or weekends to avoid operational disruption. The pre-bid meeting was held February 26, 2026; final questions are due by 5:00 PM on March 9, 2026; sealed bid proposals are due by 2:00 PM EST on March 19, 2026 at the Chippewa Valley Schools Administration Building; post-bid interviews are scheduled for March 23-26, 2026; and contract award is expected May 11, 2026 with a contract date of May 12, 2026.

The procurement does not specify set-asides or restrictions based on disadvantaged enterprise status, minority-owned business enterprises, women-owned business enterprises, or other protected classifications. There is no identified incumbent vendor or current contractor listed; however, the solution must integrate with or replace the existing Cisco HX infrastructure consisting of six nodes. Bid security of not less than five percent of the total bid proposal price is required, submitted as a certified check, cashier's check, or surety bond payable to Chippewa Valley Schools. Successful bidders with proposals of $50,000 or more must furnish Performance and Payment Bonds each equal to 100 percent of the bid proposal price through a U.S. Treasury Listed Company, with bond costs included in the bid. All bid prices must include procurement, delivery, installation, configuration, licenses, overhead, warranties, and applicable state and local taxes on construction materials; the school district is tax-exempt. Required submittals include the Familial Disclosure Form, Asbestos Notification Form, Iran Sanctions Affidavit, and Affidavit of Compliance for Criminal Background Checks. The contract includes a $30,000 allowance for owner-directed changes and establishes a five-year warranty period covering all parts, labor, and software support. While specific budget information is not disclosed in the RFP documents, the competitive nature of the procurement and complexity of the infrastructure solution suggest a significant contract value exceeding the $50,000 threshold requiring bonding.