small purchase with special conditions OWR Statton L&D Server replacement

The State of Illinois, specifically the Office of Water Resources (OWR) for McHenry County, is seeking proposals for a small purchase contract to replace the server system at the William G. Stratton Lock and Dam. The procurement involves acquiring and installing a new server to control lock, dam, and camera systems, with specific requirements for technological compatibility. The project necessitates replacing an existing 10-year-old Cisco r320 server with a new system that must integrate seamlessly with the current Pelco network camera system and EATON XP series touchscreen Human Machine Interfaces using VisualDXP software. Vendors must provide comprehensive equipment recommendations, procure approved equipment, and complete on-site installation. The solicitation allows for "or equal" equipment submissions, with bidders bearing the responsibility of proving equivalency. The contract opportunity was posted on February 14, 2025, with proposals due by February 27, 2025, presenting a relatively short procurement timeline of approximately two weeks for interested vendors to prepare and submit their responses.

While the solicitation documents do not explicitly outline specific set-aside designations, the standard terms and conditions document suggests potential considerations for minority contractors, including a $15 fee for those awarded contracts over $1,000. The procurement requires vendors to meet specific insurance requirements, including $1M in general liability and $1M in auto liability coverage. All proposed products must be new and unused, with shipping costs included and terms set as F.O.B. The standard terms also mandate vendor recordkeeping for 3-5 years and include provisions for contract termination, either for cause or convenience. Though no specific budget range is provided in the available documents, the scope suggests this is a targeted technological infrastructure replacement project with specific technical requirements. Vendors will need to demonstrate technical competence in server systems, network integration, and compatibility with existing industrial control systems at the Stratton Lock and Dam facility.