Desktop / Laptop Computers and Related Devices RFP #167
1.0 General Information
1.1 City College Background
The San Francisco Community College District d/b/a City College of San Francisco (CCSF) is in the later phase of a major technology upgrade. CCSF is a large urban community college with 12 major sites, 11 in San Francisco and 1 at the San Francisco International Airport. Currently it has about 5,000 computers throughout its campuses made up of about 85% Windows and 15% Macintosh. CCSF is seeking vendors to provide, configure and at CCSF’s option install desktop and laptop computers. Delivery and installation may be at any of its sites (See attachment #6 for location of major sites). In anticipation of this, CCSF is requesting sealed pricing proposals from qualified vendors. Vendors must submit bids for all parts of this RFP.
Proposals must be addressed and delivered to: City College of San Francisco, Purchasing Department, 33 Gough Street, San Francisco, California 94103 no later than May 30, 2008, 10:00am PT. A pre-bid meeting is scheduled for Wednesday, May 21, 2008 at 1:00 pm PT at 50 Phelan Avenue in the Rosenberg Library, Room R518, San Francisco. Participation is strongly recommended.
All inquiries for technical information are to be directed to Doug Re, ITS Director, at . Inquiries concerning the purchasing process are to be directed to Kathy Hennig, C.P.M., Purchasing Manager, at 415-487-2413.
It is the intent of CCSF to select a vendor to provide, configure and at CCSF’s option install desktop and laptop computers. The initial contract will be for a 12 month period. Should this period prove satisfactory, CCSF may, at its option, renew the agreement for up to two 24 month periods.
The purpose of this proposal is to establish a master purchase agreement between CCSF and the selected vendor(s) in order to purchase desktop and laptop computers as well as LCD Displays at competitive and standardized costs during the given time frame.
This project requires on-site labor to be paid at the prevailing wage rates.
1.2 Small Local Business Enterprise Participation
It is the policy of CCSF to diligently seek full and equal opportunity for small businesses enterprises wishing to do business with CCSF are encouraged to carefully review this solicitation for opportunities to participate.
1.3 RFP Guidelines
1.3.1 RFP Criteria and Format
In order to be considered as a responsible responding vendor, each vendor must provide the following information in addition to all other components of this RFP.
1.3.1.1 A cover letter signed by the firm’s authorized principal agent which includes the responder’s understanding of the service to be provided and a general statement asserting why this firm should be selected.
1.3.1.2 Provide proof your company has been in business for the past 3 years.
1.3.1.3 Provide company prospectus showing continued financial growth during the past 3 years.
1.3.1.4 Provide audited financial reports for the past 3 years.
1.3.1.5 Provide the names and phone numbers of purchasing professionals and desktop support managers at 3 different organizations which have purchased and installed your product.
1.3.1.6 Describe firm’s complete warranty and maintenance packages and cost to be offered to CCSF.
1.4 Instructions to Responders
1.4.1 Three copies of the proposal must be submitted. Proposals must be addressed and delivered to:
City College of San Francisco
Purchasing Department
33 Gough Street
San Francisco, CA 94103
No later than May 30, 2008 10:00am PDT. Please plan deliveries accordingly. Late deliveries will not be considered.
1.4.2 No telephone, facsimile, or other electronic proposals will be considered. Proposals received after the deadline for closing will be returned to responder unopened. CCSF is not responsible for mail/messenger delays or traffic.
1.4.3 CCSF reserves the right to conduct discussions with all responders, including the responder who appears to have been selected, and to request additional information or documentation prior to an official award.
1.4.4 Any information considered to be proprietary by the responder shall be marked or stamped “Proprietary Information.” Pricing information will not be considered proprietary.
1.4.5 A listing of all subcontractors and consultants proposed in response to this solicitation must be included in this proposal. The listing must indicate name, address, and telephone number, type of participation (for example - installation, configuration), and dollar amount for the services proposed for the firm or individual.
1.4.6 The award shall be made to the responder(s) whose proposal is determined to be the most advantageous to CCSF and which takes into consideration the evaluation factors set forth in the RFP. Included in the evaluation are features, service, adherence to specifications, proximity to CCSF, and price. Cost, although a consideration, will not be the sole determining factor.
1.4.7 CCSF reserves the right to award each of the three main items (Desktop Computer System, Laptop and LCD Display) to separate responders
1.4.8 Proposal must be submitted on the Desktop / Laptop RFP Bid Worksheet provided. Attachments (letters, references) are allowed.
1.4.9 CCSF reserves the right to reject any or all proposals or any part thereof, or to withhold the award and to waive or decline to waive irregularities in any proposal when it is determined to be in CCSF’s best interest.
1.4.10 The successful responder is expended to enter into a Standard Agreement approved by the Board of Trustees of CCSF, which includes the contract General Conditions, which are contained herein.
1.4.11 The successful responder will be required to submit one set of technical and user manuals for each component described in the RFP.
1.5 Oral Presentation and On-Site Demonstration
Responders submitting proposals which meet the selection criteria and which are deemed to be the most advantageous to CCSF will be requested to give an oral presentation to a selection committee. A sample of each proposed unit must be loaned to CCSF for up to a four week evaluation period. Each invited vendor will have up to 90 minutes to perform their presentation. Scheduling of these presentations will be arranged by the Information Technology Services Department.
1.6 General Provisions
1.6.1 Terms of Payment
Discount period must be at least 30 days. Example: ‘1%, 30 days.’ The discount period will start upon date of completion of delivery of all items on a Purchase Order or other authorization certified by Controller, or upon date of receipt of properly prepared invoices covering such deliveries, whichever is later. Payment is deemed to be made, for the purpose of earning the discount, on the date of mailing CCSF’s warrant or check. It is understood and agreed that no additional charge shall accrue against CCSF in the event that CCSF does not make payment within any time frame specified by bidder.
1.6.2 Taxes
CCSF is exempt from federal taxes except for articles for resale. Vendor will enter state and local sales or use taxes, and excise tax if applicable, on invoice.
1.6.3 Billing
1.6.3.1 Labor and materials prices are to be shown separately.
1.6.3.2 Submit two copies of all Billings.
1.6.3.3 All Billings shall be submitted to:
City College of San Francisco
Douglas Re
50 Phelan Ave – LB2
San Francisco, CA 94112
1.6.4 Use of CCSF name
Vendor shall not use CCSF’s name, nor any abbreviation thereof except as provided by California Education Code §72000(a) (4) and vendor shall not quote, paraphrase, or otherwise refer to or use any opinion of CCSF, its officers, agents, or employees regarding Vendor, Vendor’s product, or Vendors performance under this contract without prior written consent of the Purchasing Department.
1.6.5 Cancellation of Agreement
CCSF shall have the right to cancel this Agreement upon ten (10) days’ advanced written notice to the Vendor.
1.6.6 Modification to Agreement
Any modification to this Agreement shall be made in writing and signed by each contracting party.
1.6.7 Standard Agreement
A contract shall be deemed to exist when a Standard Agreement has been signed by the Vendor and CCSF. A signed purchase order is a contract.
1.6.8 Nondiscrimination Clause
Vendor shall abide by the CCSF Nondiscrimination clause attached hereto as Attachment No. 1.
1.6.9 License and Permits
All licenses and permits required in connection with services under this Agreement will be current, and will be maintained throughout the terms of the contract, and shall be the responsibility of the Vendor.
1.6.10 Insurance
The successful bidder must provide, upon award, proof of General Liability and Worker’s Compensation coverage. Statutory worker’s compensation coverage limits must be at least $1,000,000. If only company owned/leased vehicles are used, Bodily Injury, Property Damage & Liability coverage must be in effect. This requirement may be met by filing a “Certificate of Insurance” within 30 days of bid award, to the CCSF Purchasing Office. All policies should be endorsed to provide 30 days written notice to CCSF of cancellation, non-renewal, or reduction of coverage.
1.6.11 Liquidated damages
If in CCSF’s sole determination, the vendor fails to complete, properly install and configure the product within the time period specified in advance, buyer and seller agree to liquidated damages of $400 per day for each day past the time for completion that the work remains uncompleted. The damages determined pursuant to the above will be deducted by CCSF from the contract price to be paid to the vendor.
Vendor may not be charged with liquidated damages for any excusable delay, which include:
1.6.11.1 Acts of CCSF which significantly delay or interfere with timely performance of the required action, including change orders, and restricted access to the worksite during contract hours (weekdays 8am – 5pm)
1.6.11.2 Causes not reasonably foreseeable by the parties at the time of execution of the contract, including but not limited to acts of God, or of public enemies.
1.6.12 Allocation of Funds
Funding under this Agreement is subject to allocation of budgeted funds for each year of the terms of this Agreement. The final contract must contain a non-appropriation clause.
1.6.13 Condition of Articles
Articles offered and furnished must be new and previously unused, and of manufacturer’s latest model or version.
1.6.14 Inspection
All articles supplied shall be subject to inspection and rejection by the Purchasing Department or any designee charged by CCSF with such duty.
1.6.15 Deliveries
Time and manner of delivery are essential elements of performance. Unless otherwise specified, supplier is responsible for delivery and shall pay all costs for delivery. FOB destination in San Francisco or at other points as may be specified in Contract, freight prepaid. All deliveries must occur during standard working hours (weekdays 8am – 5pm).
Shipments are to include a packing slip, and CCSF Purchase Order Number shall appear on all cases, packages, and correspondence.
1.6.16 Contract Interpretation and Venue
Should any questions arise as to the meaning and intent of the contract, the matter shall be referred to the Purchasing Department, which shall decide the true meaning and intent of the contract. The contract shall be deemed to be made in, and shall be construed in accordance with the laws of the State of California.
1.6.17 Assignment
The contracted awarded hereunder may be assigned only with the prior written approval of the Purchasing Department and the surety on only applicable performance bond.
1.6.18 Hold Harmless and Indemnification
Vendor shall indemnify and hold harmless CCSF, its officers, agents, and employees from every claim or demand made, and every liability, loss, damage, or expense, of any nature whatsoever, which may be incurred by reason of:
1.6.18.1 Liability for damages, death, or bodily injury to persons; injury due to loss or theft of property or any other loss, damages or expense arising in accordance with the above, sustained by the Vendor upon or in connection with the work called for in the Contract, except for liability resulting from the sole negligence, or willful misconduct of CCSF, its officers, agents, employees, or independent contractors who are directly employed by CCSF, and except for liability resulting from the active negligence of CCSF.
1.6.18.2 Any injury or death of persons or damage to property caused by any act, neglect, default of the Vendor, or any person, firm, or corporation, including CCSF, arising out of, or in any way connected with the work covered in the Contract, whether said injury or damage occurs either on or off CCSF property, if the liability arose from the negligence or willful misconduct of anyone employed by the Vendor, either directly or by independent contract, and not by the active negligence of CCSF.
1.6.18.3 The Vendor, at its own expense, cost, and risk shall defend any and all actions, suits, or other proceedings that may be brought or instituted against CCSF, its officers, agents, or employees, on any such claim or liability, and shall pay or satisfy any judgment that may be rendered against CCSF, its officers, agents, or employees in any action, suit, or other proceedings as a result thereof.
1.6.19 Failure to Deliver
If Vendor fails to deliver an article or service of the quality, in the manner or within the time called for in the Contract, and, it being here specifically provided that time shall be of the essence in the purchase order requirements, CCSF may cancel the purchase order in whole or in part respecting any items affected by such default and may, whether such purchase order is cancelled in whole or in part, and without notice to the supplier, purchase such articles or services from any source and the price paid shall be considered the prevailing market price at the time of purchase, and if of a greater price than that named in the contract be paid for such articles or services, the excess price will be charged to and collected from Vendor or sureties on its bond if bond has been required.
1.6.20 Acceptance of Delivery
Purchasing may reject any and all materials which are not in strict compliance with the requirements of the specifications. Rejected articles shall be removed promptly from CCSF premises at the Vendor’s expense.
1.6.21 Ownership
Ownership of articles remains with the Vendor until such time as CCSF accepts the installation and configuration.
1.7 Calendar of Events
May 21 2008, 1:00pm – Pre-Bid Meeting
May 30, 2008, 10:00am – Proposals Due
June 2 through June 6, 2008 – Vendor Demos
June 6 through June 20, 2008 – Contract negotiations