NOTICE OF REQUEST FOR PROPOSAL
Material and/or Service: / CISCO Switches or Equivalent
PROPOSAL DUE DATE: / March 25, 2016 / Time: 10:00 AM
Location: / Dillon School District Four
801 South 9th Ave.
Dillon, SC 29536
Proposals for the material or services specified will be received by Dillon School District Four at the above specified location, until the time and date cited. No consideration of bid award will be made at the bid opening. The bid evaluation and award will be made at a later date. All information contained in the Proposal shall remain confidential until award is made. If you need directions to our office, please call 843-841-3604.
Proposals shall be in the actual possession of the District, at the location indicated, on or prior to the exact time and date indicated above. Late Proposals shall not be considered.
Proposals shall be submitted with the due date and time clearly printed in the lower, left-hand corner and Offeror’s name and address clearly indicated on the package. All Proposals must be written legibly in ink or typewritten. Additional instructions for preparing a Proposal are provided herein.
VENDORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE REQUEST FOR PROPOSAL.
Schedule of Activities
Issue Solicitation and Contract Date Time (ET)
Issue RFP 02/25/16
Questions/Inquiries 03/10/16 10:00 A.M.
Proposal receipt deadline 03/25/16 10:00 A.M.
Selection complete 03/26/16
Contract Award 03/26/16
Inquiries
Offerors must submit inquiries on or before the date and time specified. From the time of receipt of this RFP until the awarding of the contracts, Offerors are hereby cautioned to limit any communications with the District to the email address below. Any attempt to circumvent the RFP process by contacting personnel at this institution could result in the disqualification of the Offeror. Any questions regarding this RFP should be in writing VIA EMAIL to ().
Questions will be answered by issue of Addenda and posted to the district website. Any interpretation, clarification or correction in the language of the RFP will be made by release of an ADDENDUM in this fashion. It will be the responsibility of all respondents to contact the District, or check the district website, prior to submitting a response to this RFP to ascertain whether Addenda have been issued or any questions have been answered.
Inquiries may be transmitted by facsimile or e-mail. Only written inquiries will be accepted. No phone calls concerning this RFP will be accepted. Inquiries received after the deadline will not be accepted. All prospective bidders will be supplied with the inquiries made. Inquiries should be made to Paula Yohe, or mail to: Dillon School District Four, 801 South 9th Ave, Dillon, SC 29536. All responses to inquiries will be posted on the District website at www.dillon.k12.sc.us.
Contract Timetable
· Responses to this RFP must be delivered either USPS, express delivery or personally on or before the date indicated in the schedule to the District Technology Office. It is the sole responsibility of the vendor to ensure that their responses arrive in a timely manner. The District reserves the right to reject all late arrivals. Three copies of the response to the RFP are required.
RETURN PROPOSAL NO LATER THAN: MAIL OR HAND DELIVER TO:
March 25, 2016 at 10:00 a.m. Technology Center,
801 South 9th Ave.,
Dillon, SC 29536
NOTE: FAX RESPONSES TO THIS RFP ARE NOT ACCEPTABLE
DILLON SCHOOL DISTRICT FOUR (THE DISTRICT) ASSUMES NO RESPONSIBILITY FOR IMPROPERLY MARKED OR MISDIRECTED RFP RESPONSES AND/OR CORRESPONDENCE RELATED TO THIS DOCUMENT.
OFFERORS MUST PROVIDE THE FOLLOWING INFORMATION:
NAME OF COMPANY MAILING ADDRESS
(AREA CODE) PHONE NUMBER CITY STATE ZIP CODE
FAX FEDERAL ID. OR SOCIAL SECURITY NO.
IF AVAILABLE
I/WE THE UNDERSIGNED UNDER PENALTIES OF PERJURY CERTIFY:
1) SUBMISSION OF A RESPONSE TO THIS BID/PROPOSAL DOES NOT VIOLATE ANY FEDERAL OR STATE ANTI-TRUST LAWS.
2) COMPLIANCE WITH ALL REQUIREMENTS OF THE SOUTH CAROLINA DRUG-FREE WORKPLACE ACT, SECTION 44- 107-10, ET SEQ, S.C. CODE ANN, (1976). (APPLICABLE TO AWARDS IN EXCESS OF $50,000).
3) COMPLIANCE WITH THE CODE OF LAWS OF SOUTH CAROLINA REGARDING THE ETHICS, GOVERNMENT COMPLIANCE WITH S.C. TAX WITHHOLDING AMENDMENTS SECTION 12-9-310(A) 2(3).
4) TO FURNISH ITEM(S) AND OR SERVICE(S) IDENTIFIED HEREIN, AT THE PRICE(S) QUOTED, PURSUANT TO ALL TERMS, CONDITIONS, PROVISIONS AND SPECIFICATIONS CONTAINED IN THIS DOCUMENT OR ANY SUBSEQUENT WRITTEN AMENDMENTS, WHICH CLEARLY REFERENCE THIS RFP NUMBER.
5) COMPLIANCE WITH ALL PROVISIONS AND CLAUSES BY REFERENCE IDENTIFIED HEREIN.
6) RECOGNITION THAT THIS SOLICITATION IS GOVERNED BY THE DILLON SCHOOL DISTRICT FOUR PROCUREMENT CODE
______
AUTHORIZED SIGNATURE AUTHORIZED SIGNATURE
(MANUAL) (PRINT/TYPED)
****** MUST BE SIGNED BY AUTHORIZED AGENT TO BE VALID ******
02/25/16
Page 3 of 29
CONDITIONS
1. Unit prices will govern over extended prices unless otherwise stated in notice.
2. Payment in connection with discount offered will be computed from the time of inspection/or acceptance.
3. In case of default on contractor, Dillon School District Four reserves the right to purchase any or all items in default in open market, charging contractors with any excessive costs. SHOULD SUCH CHARGE BE ASSESSED, NO SUBBSEQUENT BIDS OF THE DEFAULTING CONTRACTOR WILL BE CONSIDERED UNTIL THE ASSESSED CHARGE HAS BEEN SATISFIED.
4. All materials and products offered must be granted to meet the requirements of the specifications indicated, given or referred to.
5. Prices bid must be consistent throughout the life of the contract. Discount payment in less than thirty days will not be considered in making award.
6. The right is reserved to reject any bid in which delivery time indicated is considered sufficient to delay the operation for which the commodity is intended.
7. Unless otherwise indicated in the bid notice, prices must be firm.
8. The successful bidder shall indemnify and save harmless Dillon School District Four and all agents, and employees from all suits or claims of any character brought by reason of infringing on any patent, trademark, or copyright.
9. Ambiguous bids which are uncertain as to terms, delivery, quantity, or compliance with specifications may be rejected or otherwise disregarded.
10. Any contract entered into by Dillon School District Four resulting from this bid notice shall be subject to cancellation at the end of any fiscal or appropriated year unless otherwise provided by law.
11. If not submitting a bid, respond returning the form only, marking it “NO BID” and explain the reason.
12. Do not include more than one bid per envelope. The face of the envelope shall contain in additions to the address, the date and time of the bid opening. Bids not submitted on the bid form will be subjected to rejection.
13. All taxes on any item Dillon School District Four may be required to pay must be shown separately, not included in the bid price.
14. All contracts and obligations are contingent upon the District securing the E-rate discount, and the availability of sufficient local funding at the time of contracting. Should funding for subsequent years become unavailable, the contract will be terminated and the vendor will be notified in writing of the termination.
15. All invoice payments made by the District will coincide with established accounts payable schedules observed by the District.
16. Contracts will be renewed on a yearly basis.
17. Vendors may not contract with schools individually.
18. The District reserves the right to employ third party consultants to verify that all work meets acceptable standards.
GENERAL PROVISIONS
ORDER OF PRECEDENCE:
In the event of inconsistency between provisions of this solicitation, the inconsistency shall be resolved by giving precedence in the following order:
The Bidding Schedule
General Provisions
Instructions to Bidders and Conditions
Other provisions of the contract whether incorporated by reference or otherwise; and
The Specifications
S.C. LAW CLAUSE:
Upon award of a contract under this bid, the person, partnership, association, or corporation to whom the award is made must comply with the laws of South Carolina which require such person or entity to be authorized and/or licensed to do business in this State. Not withstanding the fact that applicable statutes may exempt or exclude the successful bidder from requirements that it be authorized and/or licensed to do business in this State, by submission of this signed bid, the bidder agrees to subject itself to the jurisdiction and process of the courts of the State of South Carolina as to all matters and disputes arising or to arise under the contract and the performance thereof, including, any questions as to the liability for taxes, licenses, or fees levied by the State.
BIDDERS QUALIFICATION:
Bidders must, upon request of Dillon School District Four, furnish satisfactory evidence of their ability to furnish products or services in accordance with the terms and conditions of these specifications. The District reserves the right to make the final determination as to the bidder’s ability to provide the products of services.
BIDDERS RESPONSIBILITY:
Each bidder shall fully acquaint himself with conditions relating to the scope and restrictions attending the execution of the work under the conditions of this bid. It is expected that this will sometimes require on-site observation. The failure or omission of a bidder to acquaint himself with existing conditions shall in no way relieve him of any obligation with respect to this bid or to the contract.
AWARD CRITERIA:
Award will be made to the lowest responsible bidder (s) who submits a responsive bid which is most advantageous to Dillon School District Four. The District reserves the right to select and award on any individual item basis, group basis, or all or none basis.
RIGHT TO PROTEST:
Any vendor desiring to exercise rights under Section 13 (Legal and Contractual Remedies) of Dillon School District Four Procurement Code should direct all correspondence to 801 South 9th Avenue, Dillon, S.C. 29536.
REJECTION:
Dillon School District Four reserves the right to reject any bid that contains prices for individual items or service that are inconsistent or unrealistic when compared to the prices in the same or other bids, or to reject any or all bids, if such action would be in the best interest of Dillon School District Four.
ASSIGNMENT:
No contract may be assigned, subject, or transferred without the written consent of Dillon School District Four.
DRUG-FREE WORKPLACE:
For All contracts in excess of $50,000, the signing of this bid is certification that the bidder will comply (is in compliance) with amended Title 44, Code of Laws of South Carolina, 1976, Chapter 107, The Drug-Free Workplace Act.
PAYMENT:
Dillon School District Four will pay invoices within 30 working days. After receipt of the invoices (s) or satisfactory completion of the order, which is later. We will pay no invoices until goods are received.
ALTERATIONS:
VERBAL COMMENT OR DISCUSSION BY DILLON SCHOOL DISTRICT FOUR TO THIS SOLICITATION CANNOT ADD, DELETE OR MODIFY ANY WRITTEN PROVISION. ANY ALTERATION MUST BE IN THE FORM OF A WRITTEN AMENDMENT TO ALL BIDDERS.
INSTRUCTIONS TO BIDDERS
1. Submit one original and three copies of each bid.
2. Bids, amendments thereto or withdrawal requests received after the time advertised for bid opening will be void regardless of when they were mailed.
3. The bid evaluation and award will be made at a later date.
4. Attach complete specifications for any permitted substitutions offered, when amplification is desired or necessary.
5. If specifications or descriptive papers are submitted with bids, enter bidder’s name thereon.
6. If the article bid upon has a grade name or brand, show same in the bid.
7. All prices must reflect FOB location within the Dillon School District Four. List of schools and addresses are provided.
8. Address and mark bids as indicated above. DILLON SCHOOL DISTRICT FOUR ASSUMES NO RESPONSIBILITY FOR UNMARKED ENVELOPES BEING CONSIDERED FOR AWARD.
9. The commodities and/or services must be furnished as described and specified, delivered FOB destination freight prepaid unless otherwise specified herein.
10. Bidders to visibly mark as “Confidential” each part of their bid they consider to be proprietary information.
11. Dillon School District Four must receive such acknowledgement by the time, date, and the place specified for receipt of bids.
Multiple Award
The District reserves the right to make a multiple award to more than one vendor. The award will be limited to the least number of vendors that the District determines is necessary to meet the needs of the District.
Award Basis
The successful offeror will be determined by Evaluation Criteria including but not limited to pricing. The lowest responsible and responsive offer will be awarded. Dillon School District Four reserves the right to award as many contracts for the services as may be in the best interest of the District.
Evaluation
Representatives of Dillon School District Four will evaluate the proposals and rank them from the most likely to the one least likely to meet the requirements outlined in the RFP. If several proposals are very closely ranked, the District may call for interviews to assist in the decision making. In addition to interviews, the District reserves the option to call for and enter into discussions with the firms considered most likely to meet the requirements for the purpose of negotiations, on pricing and/or other portions of the proposal, if considered by the District to be in the best interest of the District.
Evaluation criteria matrix is attached.
Equipment Requirements
While the majority of equipment will be purchased through state contract, specific situations may require purchases outside of the state contract. All purchases outside state contract must meet the criteria determined by the District and meet all state and local procurement procedures, and the SLD Competitive Bidding Process.
.
Vendor Requirements
· All documentation requested is to be included when bids are submitted.
· Vendors will be required to list details and be prepared to present proof of the following partnerships and certifications; Microsoft, Cisco, HP ProCurve and if necessary certifications from company for equipment proposed. Please list your company’s partnership levels as well as details of certifications, specializations, and list of certified employees.