ࡱ> y ^bjbj {{}V $PdX^JJJJ~~~jllllll$Gr~~~~~JJ4~FJJj~j.w:{J`ЮGyFV0yBR:{:{~~~~~~~~~~~~~~~~~~~~~~~ :  UNIVERSITY OF OREGON The State of Oregon Acting by and Through the State Board of Higher Education on Behalf of the UNIVERSITY OF OREGON (University) Invitation to Bid (ITB) Data Communications Hardware, Software and Support Services ITB No. 263000-0009-ITB Bids Due Not Later Than: April 13, 2012 at 5:00 PM at Issuing Office electronically. Postmarks will not be considered. Issuing Office: Purchasing and Contracting Services Section I General Information Purpose: The purpose of this ITB is to establish multiple price agreements with qualified data communications product manufacturers, who will supply data communications equipment and services, including OEM maintenance and training for one of three specific brands. University is soliciting bids and intends to award price agreements for the following three manufacturers: Arista Networks, Cisco Systems and Juniper Networks (Manufacturer) brands. University desires to contract in a manner that allows University to conveniently purchase products, routine support services (software maintenance, advance replacement of hardware, and access to technical assistance and customer support centers) at a set discount from Manufacturer list prices. Expected deliverables are listed in Scope of Services, below: It is anticipated that the term of the agreements awarded under this ITB, will be for 1 year, with the option to extend the agreement for 4 additional 1 year periods, for a total possible agreement term of 5 years. For additional information or clarification of requirements contact: Jose Dominguez Information Services 250D Computing Center Eugene, OR 97403  HYPERLINK "mailto:jad@uoregon.edu" jad@uoregon.edu (541) 346-1685 Unless otherwise specified, requests for clarification or change of the ITB document must be received by University in writing at least ten days prior to the Closing Date and Time. Requests for clarification or change must include the reasons for the clarification or change, and any proposed changes to specifications or provisions. University will consider all requests for clarification or change and, if appropriate, amend this ITB by issuing an addendum. University may extend the Closing Date and Time if such information significantly amends this solicitation or if University determines that compliance with the original proposed Closing Date and Time is impractical. This ITB will be posted on the Oregon University System (OUS) website, under Business Opportunities, accessible at  HYPERLINK "http://www.ous.edu/bapp/bopps/" http://www.ous.edu/bapp/bopps/. Any addendums will be posted to the OUS website. Bidders are responsible for monitoring the OUS website on a periodic basis for any modifications to the ITB. University will not issue individual notifications. All bids must be received by University by 5:00p.m. on or before April 13, 2012 (Closing Date and Time). Postmarks will not be considered. Bid submittal mailing and delivery address, phone and e-mail: Data Communications Hardware, Software and Services Purchasing and Contracting Services 720 E. 13th Avenue Eugene, OR 97401  HYPERLINK "mailto:submit1@uoregon.edu" submit1@uoregon.edu (541) 346-3156  HYPERLINK "mailto:"  ELECTRONIC submissions are encouraged. Office hours for receipt of bids are: Monday through Friday 8 am to 5 pm 1.7 The resulting agreements from this ITB for data communications hardware, software and services, will allow participation by other Oregon University System (OUS) institutions. Other OUS institutions wishing to utilize the products, services and rates on same terms and conditions as offered to University will execute its own agreement (purchase order or purchase instrument) for its requirements with the successful Bidder. The other OUS institutions utilizing this option will be individually responsible for their obligations pursuant to their separate agreements. Likewise, the successful Bidder will be separately responsible to the other OUS institutions pursuant to those separate agreements. Any such separate agreements with other OUS institutions will not impact the successful Bidders obligations to University. University makes no representation or guarantee as to volume of such additional purchases by other OUS institutions. Section II Scope of Services The following equipment and services will be provided by the successful Bidders: Arista Networks, Cisco Systems or Juniper Networks brand products, software and services. Discount pricing bid will apply to all items in Manufacturer published product catalog during the term of any resulting agreement. Hard copies or access to online price books and price lists of all current catalogs. Bidder will be responsible to notify University when new price books are available. Successful Bidders shall process University purchase orders for the purchase of covered products and services pursuant to resulting agreement. All items purchased through any resulting agreements will be new, under Manufacturer warranty, and shipped directly from Bidder or Manufacturer to University. Bidder will be responsible for shipping and handling charges. Bidder will own goods in transit and assumes full risk and liability for goods damaged in transit and files any damage claims. All orders shall be shipped complete (no partial shipments unless approved in writing by University) and clearly identify packages with University contact name and contact information. Shipping address and contact information will be provided by University with each order placed. All deliveries shall be timely and not exceed 4 to 6 weeks after receipt of order (ARO). All support, including hardware maintenance, software maintenance, technical assistance and customer services will not include any third party intervention and will be provided directly from Manufacturer. All software will have appropriate licensing that allows University use. Warranty period shall begin upon Acceptance of Product by University. Standard Manufacturer warranty shall apply. All hardware service contracts shall begin upon Acceptance of Product by University. All software licensing shall begin upon Acceptance of Product by University. If during the term of the agreement Bidder enters into a contract for the same goods or services with a third party on terms that are more advantageous than those set forth in the agreement between Bidder and University, Bidder shall make the more advantageous terms available to University. Section III Bids will include the business name, address and telephone number and email of the Bidder, and a cover letter summarizing the bid. Bidder will list names, titles, and qualifications of the key personnel who will be assigned to this project, including subcontractors. If Bidder will be required to obtain goods or services from a subcontractor in order to fulfill the work set forth in the bid, in addition to any subcontractors listed as key personnel in Section 3.2, above, Bidder must list the additional subcontractors, if known. If the identity of the specific subcontractors is not known at the time of bid submission, Bidder should indicate that a subcontractor is anticipated to be named, and identify the specific service or good that will be subcontracted. If the Bidder is an entity other than a sole proprietorship, Bidder must submit evidence in the form of a Secretary Certificate (or equivalent documentation) that the individual submitting the bid is authorized to act for and bind the Bidder in all matters relating to the bid and possible subsequent agreement. If the Bidder is not an entity organized under the laws of the State of Oregon, Bidder must submit a certificate of good standing (or equivalent documentation) that Bidder is in good standing in its state of organization and registered to do business in the state of Oregon. Bidders shall clearly identify the brand of products and services covered and discount percentages to be applied to Manufacturers standard catalog and services. See Section VII Bid Statement. Submit a copy of Bidders standard warranty provisions. Section IV Bid Procedures Bids must be in writing and must be signed by an authorized representative of the Bidder. Alterations or erasures must be initialed in ink by the person signing the bid Statement. No verbal bids will be accepted. Bids may be submitted manually or electronically. Bidders are encouraged to submit their bids electronically to the e-mail address provided in Section I, above. The subject line must clearly state that it is a BID, noting the ITB Project Name, ITB Number, and Closing Date and Time. Electronic bids must be in MS Word or Excel. Supporting documentation such as graphics, pictures, and financial statements may be in .pdf or other appropriate format. All bids submitted electronically must be submitted by individuals with authority to legally bind the Bidder. Bidders submitting manually must submit two (2) copies of their bid, as well as an electronic version on CD or USB device. All manual submissions must be submitted in a sealed envelope appropriately marked. All envelopes in which the ITB, Bid Statement and your bid are submitted MUST be clearly marked BID, noting the ITB Project Name, ITB Number, and Closing Date and Time. University will not be responsible for the proper identification and handling of bids not submitted in the designated manner or format as required by this ITB. It is the Bidders responsibility to ensure that the bid is received by University at the required delivery point, prior to the Closing Date and Time as indicated in this ITB regardless of method used to submit the bid. All manual submissions will be made to the address indicated in Section I of this ITB. Unless Bidders are specifically authorized by this ITB to take exceptions or to leave terms open to negotiation, bids will be a complete offer and fully responsive to this ITB, and must include all information required herein to be evaluated and considered for award. Failure to do so may be deemed sufficient cause for rejection of the bid as non responsive. Submission of a bid constitutes a firm, binding and irrevocable offer for a period of ninety (90) days following the Closing Date and Time. Bids may be withdrawn at any time prior to the scheduled Closing Date and Time. Withdrawal can only be accomplished by written notification, signed by an authorized representative. Notification of withdrawal may be submitted manually or electronically. The written notification must be received by University prior to the Closing Date and Time. A log of all withdrawn bids with their dates and times of physical receipt will be kept by University. The envelope or e-mail subject line must be clearly identified with the words BID WITHDRAWAL, and must display the ITB Project Name, the ITB number, and Bid Closing Date and Time. Bidders may modify a previously submitted bid prior to the Closing Date and Time. Modifications must be made in writing and signed by an authorized representative. Modifications may be submitted manually or electronically. The envelope or e-mail subject line must be clearly marked MODIFICATION, and must display the ITB Project Name, the ITB number, and the Bid Closing Date and Time. Verbal modifications or corrections will not be recognized or considered. Bidders are strongly encouraged to utilize the same method of submission, either manual or electronic, throughout the solicitation process (e.g. if your bid was submitted electronically, Bidders are encouraged to submit modifications and requests to withdraw via e-mail; if your bid was submitted manually, requests for modification or withdrawal should be submitted manually). Requests for change or protests of solicitation specifications or agreement provisions must be received by University, in writing, no later than ten (10) business days prior to the Bid Closing Date and Time. No requests for change or protests of solicitation specifications or agreement provisions will be considered after the deadline stated above. Such requests for change or protests will include the reasons for the request for change or protest, and proposed changes to specifications or provisions. Envelopes or e-mails containing requests for change or protest must be marked SOLICITATION SPECIFICATION REQUEST FOR CHANGE or AGREEMENT PROVISION PROTEST, and must identify the ITB Project Name, ITB number and Bid Closing Date and Time. University reserves the right to amend this ITB, extend the Closing Date and Time, or deny the request or protest. If University deems it necessary to amend this ITB, an Addendum will be prepared and posted to the OUS Business Opportunities webpage:  HYPERLINK "http://www.ous.edu/bapp/bopps/" http://www.ous.edu/bapp/bopps/. Bidders are responsible for monitoring OUS for any amendments to the ITB. Bidders will not receive an individual notification. Bidders will be required to sign and attach a copy of the Addendum to their bid. If the Bidder has already submitted a bid, the Bidder must follow the instructions set forth in Sections 4.7 or 4.8, above. University reserves the right, at its option, to reject any or all bids. Notification of bid rejection will be made in writing, sent by certified mail. University reserves the right to waive minor informalities and irregularities in bids. University is not responsible for any costs of any Bidder incurred in connection with submitting or presenting its bid. All Bidders who respond to solicitations do so solely at their own expense. Bidders agree that University will have the right to review and require modification of any terms or definitions used in the final agreement. Failure to agree upon acceptable agreement definitions or terms may result in cancellation of the proposed award. This ITB and one copy of each original bid received in response to it, together with copies of all documents pertaining to the award of an agreement, will be retained by Universitys issuing department for the required retention period, and made a part of a file or record which will be open to public inspection. If a bid contains any information that is considered a "trade secret" under ORS 192.501(2), the Bidder must mark each sheet of such information with the following legend: "This data constitutes a trade secret under ORS 192.501(2), and will not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192." Failure to mark a specific page with the legend set forth in this Section will conclusively establish that the information on that page does not constitute a trade secret as defined in ORS 192.501(2). The Oregon Public Records law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies "unless the public interest requires disclosure in the particular instance". See ORS 192.501(2). As such, non-disclosure of documents or any portion of a document submitted as part of a bid may depend upon official or judicial determinations made pursuant to the Public Records Law. Bids in which the entire document is marked or otherwise identified in its entirety as confidential or a trade secret may be rejected. University plans to award this project to the firm or individual who best meets the best value criteria detailed in this ITB. It is anticipated that notification of University's decision will be mailed approximately April 27, 2012. Bid responses must clearly identify the question or request to which the Bidder is addressing and restate the Section number with each response. All responses must be organized in the order in which the question or request was presented in the ITB. Bids that do not follow the format described in this ITB may at Universitys sole discretion be deemed non-responsive, and receive no further consideration. All bids submitted in response to this ITB become the property of University. By submitting a bid in response to this ITB, Bidder grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the bid solely for the purpose of evaluating the bid, negotiating an agreement, if awarded to Bidder, or as otherwise needed to administer the ITB process, and to fulfill obligations under Oregon Public Records Laws. Bids, including supporting materials, will not be returned to Bidder. Section V Evaluation and Award 5.1 Bids will be evaluated by a committee consisting of representatives of the requesting University department, and other interested individuals, as University deems appropriate (Committee). 5.2 Bids will initially be evaluated for completeness and compliance with the mandatory requirements of this ITB. 5.3 Those bids which are incomplete, which do not meet all requirements of this ITB or are otherwise deemed by University to be "non-responsive," will be rejected. 5.4 After considering and assessing all factors it deems relevant, the Committee will make a recommendation to Universitys Chief Information Officer, who will then make a decision as to how to proceed. 5.5 The apparent successful Bidder(s) will be notified in writing of its status, and an agreement will be provided to the apparent successful Bidder(s), in substantially similar form to the one included with this ITB as Exhibit A. All other Bidders will be notified in writing that the apparent winning bids have been selected. It is anticipated that the Award Notice will be released on or about April 27, 2012. 5.6 Protest of the selection or award may be made pursuant to the conditions and limitations of OAR 580-061-0145. Section VI Agreement Award The agreement awards will be pursuant to separate agreements, incorporating relevant provisions of both the ITB and the successful Bidders response either by actual written incorporation or incorporation by reference and any additional contractual language that may be required by University policy or by law. The form of agreement is attached to this ITB as Exhibit B. If you have questions or concerns regarding any of the terms and conditions contained in this ITB, including the attached form of agreement, you must address those during the time prescribed for questions. Except as requested by this ITB, no additional or supplemental terms and conditions submitted by a Bidder as part of its response will be evaluated or considered. If additional or supplemental terms and conditions, either intentionally or inadvertently appear separately in a bid (e.g. in transmittal letters, specifications, literature, price lists or warranties), it is understood and agreed that the terms and conditions contained in this ITB are the only terms and conditions applicable to this ITB and any ensuing agreement, and the Bidders authorized signature affixed to its bid attests to this. If you condition your bid on any additional terms and conditions, which have not been accepted by a written addendum to the ITB, your bid may be deemed nonresponsive. Section VII Bid Statement The undersigned, on behalf of Bidder, states that he or she has read all of the terms and conditions of this Invitation to Bid (ITB); that he or she understands that by signing below and submitting a bid, if awarded the agreement, Bidder will be bound by the terms and conditions of this ITB and its bid. Certificate of Compliance Oregon State Laws I, the undersigned, being first duly sworn, Please Initial _____ hereby affirms, under penalty of perjury, as provided in ORS 305.385(6), that to the best of Contractors knowledge, Contractor is not in violation of any of the tax laws described in ORS 305.380(4). _____certifies under penalty of perjury that Contractor is aware that the State Board of Higher Education has instituted policies that prohibit sexual harassment that Contractor will adhere to Universitys policy prohibiting sexual harassment in their interactions with members of Universitys community. _____ certifies under penalty of perjury that Contractor does not discriminate on the basis of age, disability, national origin, race, marital status, religion, sex, or sexual orientation. _____ certifies under penalty of perjury that Contractor has not discriminated against Minority, Women or Emerging Small Business Enterprises in obtaining required subcontracts. Business Designation (check one): ( Corporation ( Partnership ( Sole Proprietorship ( Governmental/Non-profit ( Limited Liability Company Brand of Products and Services Covered: ( Arista Networks, Inc. ( Cisco Systems, Inc. ( Juniper Networks, Inc. Discounts to be applied to Standard Catalog: Hardware/Software: Arista Networks, Inc. __________ % Cisco Systems, Inc. __________ % Juniper Networks, Inc. __________ % Support Services: Arista Networks, Inc. __________ % Cisco Systems, Inc. __________ % Juniper Networks, Inc. __________ % Above information must be provided prior to the Closing Date and Time for the bid to be considered responsive. ITB Project Name: Data Communications Hardware, Software and Support Services ITB Number: 263000-0009-ITB The individual signing this Bid Statement warrants under penalty of perjury that he/she has authority to bind the Bidder by his/her signature. 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