/REQUESTFORPROPOSALSDoc_000 by Valencia College

REQUEST FOR PROPOSALS # 11/12-09 Technology Refresh Program (TRP)

Issued by: Valencia College Procurement Office September, 2011

RFP # 11/12-09 Technology Refresh Program

REQUEST FOR PROPOSALS (RFP) 11/12-09 TECHNOLOGY REFRESH PROGRAM (TRP)

The District Board of Trustees of Valencia College Florida, on behalf of the twenty-eight member Florida College System, hereby extends a Request for Proposals (RFP) for a STATEWIDE COLLEGE TECHNOLOGY REFRESH PROGRAM (TRP) as specified in this document. It is the intent of this RFP to identify those technology manufacturers and/or wholesale/retail entities possessing the resources, service/maintenance facilities, equipment, consulting services, and financing capabilities, desiring to commit to a long-term relationship with the colleges. Upon completion of the evaluation of the RFPs and subsequent formal presentations, contracts (individually by college) will be awarded to the proposer(s) most capable of meeting the specifications of this RFP. Any award, on the basis of this RFP, will be contingent upon approval by the District Board of Trustees of Valencia College Florida (as the facilitating college). This Request for Proposals may be downloaded at: http://valenciacollege.edu/procurement/bids.cfm Questions regarding this RFP should be addressed in writing via e-mail to

valenciaprocurement@valenciacollege.edu Respondents are cautioned that they are responsible for delivery to the Valencia Procurement Office. Therefore, if your proposal is delivered by an express mail carrier or by any other means, it is your responsibility to ensure delivery to the Procurement Office. Deliveries made to any other Valencia locations will not be accepted and will be deemed as non-responsive. Directions to the West Campus may be obtained at:

http://valenciacollege.edu/AboutUs/locations/west_campus.cfm The RFP results will be made available on the Valencia College Website at:

http://valenciacollege.edu/procurement/bids.cfm The District Board of Trustees of Valencia College Florida reserves the right to waive minor, nonmaterial irregularities in any or all proposals and accept or reject, in part or in full, any or all proposals.

Ed Ames Director, Procurement Services

RFP # 11/12-09 Technology Refresh Program

Table of Contents 1.

CALENDAR OF EVENTS ......................................................................................................................... 6

SCOPE ................................................................................................................................................... 6

TERM .................................................................................................................................................... 7

INSTRUCTIONS FOR RESPONDING TO A RFP ....................................................................................... 7

4.1

GENERAL INFORMATION ..................................................................................................................... 7

4.2

THE REQUEST FOR PROPOSAL (RFP) PROCESS .................................................................................... 8

4.3

COPIES.................................................................................................................................................. 8

4.4

RFP ACCEPTANCE PERIOD.................................................................................................................... 8

4.5

RFP TABULATION AND RESULTS .......................................................................................................... 8

4.6

RFP AND RELATED COSTS .................................................................................................................... 9

4.7

FEDERAL AND STATE TAX .................................................................................................................... 9

4.8

ACCEPTANCE/REJECTION/CANCELLATION .......................................................................................... 9

4.9

CONFLICT OF INTEREST........................................................................................................................ 9

4.10 LEGAL REQUIREMENTS ........................................................................................................................ 9 4.11 CLARIFICATIONS................................................................................................................................. 10 4.12 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION .............................................................. 10 4.13 AWARD .............................................................................................................................................. 10 4.14 EEO STATEMENT ................................................................................................................................ 10 4.15 PROTEST OF SPECIFICATIONS ............................................................................................................ 10 4.16 POSTING OF RECOMMENDED AWARD AND PROTESTS .................................................................... 11 4.17 CONTRACTUAL AGREEMENT ............................................................................................................. 11

RFP # 11/12-09 Technology Refresh Program

4.18 TERM OF AGREEMENT ....................................................................................................................... 11 4.19 PUBLIC ENTITY CRIME ........................................................................................................................ 11 4.20 DRUG-FREE WORKPLACE FORM ........................................................................................................ 11 4.21 ESTIMATED QUANTITIES.................................................................................................................... 11 5.

CONTRACTUAL TERMS AND CONDITIONS ......................................................................................... 12

5.1

TERMINATION.................................................................................................................................... 12 A. Termination for Default ............................................................................................................. 12 B. Termination for Convenience .................................................................................................... 12

5.2

INDEMNIFICATION FOR TORT ACTIONS / LIMITATION OF LIABILITY ................................................ 13

5.3

PATENTS AND ROYALTIES .................................................................................................................. 13

5.4

SUCCESSORS AND ASSIGNS ............................................................................................................... 13

5.5

PRICING / AUDIT ................................................................................................................................ 14

5.6

INSURANCE REQUIRED ...................................................................................................................... 14

5.7

INVALID PROVISIONS ......................................................................................................................... 16

5.8

NOTICES ............................................................................................................................................. 16

5.9

REMEDIES; ATTORNEY'S FEES AND COSTS ........................................................................................ 16

5.10 WARRANTIES OF THE SUPPLIER......................................................................................................... 16 5.11 ASSIGNMENT ..................................................................................................................................... 17 5.12 HEADINGS .......................................................................................................................................... 17 5.13 AMENDMENT..................................................................................................................................... 17 5.14 VALIDITY............................................................................................................................................. 17 5.15 PAYMENT ........................................................................................................................................... 17 5.16 EVALUATION PROCESS ...................................................................................................................... 17 5.17 Phase #1 SUBMITTAL EVALUATION ................................................................................................... 18 5.18 Phase #2 EQUIPMENT EVALUATION ................................................................................................. 18

RFP # 11/12-09 Technology Refresh Program

5.19 Phase #3 PRESENTATION EVALUATION CRITERIA ............................................................................. 19 6.

SUBMISSION OF RFP .......................................................................................................................... 19

6.1

REQUIRED INFORMATION AND FORMAT .......................................................................................... 20

6.2

SPECIFICATIONS/CONFIGURATIONS: (minimum) .............................................................................. 20

6.3

RESPONSE REQUIREMENTS ............................................................................................................... 22 A. Issue 1 - Hardware configurations offered: (please complete) (1 of 6) ..................................... 23 B. Issue 2 - Hardware Pricing.......................................................................................................... 29 C. Issue 3 - Provide a future configuration pricing formula ........................................................... 29 D. Issue 4 - Other Peripheral Hardware and Consulting Services .................................................. 29 E. Issue 5 – Maintenance Service / Geographic ............................................................................. 29 F. Issue 6 – Delivery and Installation ............................................................................................. 30 G. Issue 7 – Additional Services and Pricing ................................................................................... 30 H. Issue 8 - Pre-Load Software ....................................................................................................... 30 I. Issue 9 - Refresh / Trade-In ........................................................................................................ 30 J. Issue 10 – Financing ................................................................................................................... 30 K. Issue 11 - Financial Stability ....................................................................................................... 31 L. Issues Questions......................................................................................................................... 32 M. References ................................................................................................................................. 32 N. Reference Check Form ............................................................................................................... 34 O. Insurance Schedule .................................................................................................................... 35 P. Authorized Signatories Form ..................................................................................................... 36 Q. Acknowledgement of Addenda.................................................................................................. 37 R. Drug-Free Workplace Form........................................................................................................ 38 S. Public Entity Crimes ................................................................................................................... 39

ATTACHMENTS ................................................................................................................................... 41 A. Evaluation Form Phase #1 Submittal Evaluation ....................................................................... 41 B. Evaluation Form Phase #2 Equipment Evaluation ..................................................................... 42 C. Evaluation Form Phase #3 Presentation Evaluation .................................................................. 43

RFP # 11/12-09 Technology Refresh Program

1. CALENDAR OF EVENTS

Description

Date/Time

Place

Release of RFP. Posted on Valencia’s Website and Advertised in local papers

September 7, 2011

Last day for RFP Questions to the Committee

September 22, 2011 by 3:00 PM local time October 6, 2011 at 3:00 PM local time

Valencia College: http://valenciacollege.edu/procurement/bid s.cfm Via E-mail at ValenciaProcurement@valenciacollege.edu

RFP Responses Due

Public Evaluation Meeting to review responses and shortlist suppliers - Phase 1 Equipment Evaluation Period - Phase 2

October 20, 2011

Finalist’s Presentations – Phase 3

November 1-30, 2011 December 01, 2011

Public Evaluation Meeting

December 01, 2011

Contract Recommendations Posted on Valencia’s website Board of Trustees Approval

December 07, 2011

Delivery to Valencia College Procurement Office (MC 4-42) 1800 S. Kirkman Road, Orlando FL 32811 Seminole State College at Heathrow. Time and room number TBA. Pensacola State College, Seminole State College and Palm Beach State College. Seminole State College at Heathrow. Time and room number TBA Directly following presentations. Room number TBA.

December 2011

For college addresses and directions, please visit the following websites: Valencia College, Procurement Office (MC 4-42) Building 14: http://valenciacollege.edu/AboutUs/locations/west_campus.cfm Seminole State College, Center for Economic Development at Heathrow: http://www.seminolestate.edu/heathrow/directions.htm. Palm Beach State College: http://www.palmbeachstate.edu/x1087.xml Pensacola State College: http://www.pensacolastate.edu/misc/campusAddresses.asp

2. SCOPE The Florida public colleges have developed a plan to maintain state-of-the-art hardware, software and peripherals in the most cost beneficial means available. A technology refresh program appears to meet this need. The key elements are equipment, pricing, maintenance, consulting services, leasing and trade-in, producing a possible

RFP # 11/12-09 Technology Refresh Program

long-term relationship. This program will be made available to all of Florida's public colleges, state universities, and district school boards and other educational entities should they elect to adopt this program. Participating institutions will work together with this program to minimize costs and increase efficiencies and effectiveness in our technology utilization. A steering committee has been formed from the participating colleges to serve as the primary contact point with the supplier. Only colleges’ representatives will serve on the committee working with the supplier unless, at some future date, the colleges decide to expand the committee participation. The colleges will individually contract with the supplier to acquire equipment and services referencing the terms and conditions of the RFP Response/Proposal. We foresee this program as a long-term partnership between the colleges and the supplier. We further expect this program to grow in scope and volume of activity. It is anticipated that all or most of all of Florida's twenty-eight member college system schools will eventually participate, assuming a most attractive pricing structure and performance history by the supplier.

3. TERM The term of this contract will be initially for three years, thereafter renewed annually with agreement of both parties. Either party may terminate the contract with a ninety (90) day certified letter of notification to the designated representative.

4. INSTRUCTIONS FOR RESPONDING TO A RFP 4.1

GENERAL INFORMATION

These instructions compliment and are incorporated into the RFP document. Offers by telephone shall not be accepted. Also, suppliers are instructed NOT to fax their RFP. Faxed RFP’s shall be rejected as nonresponsive regardless of where the fax is received. The RFP must be mailed or hand delivered in a sealed envelope that must indicate the following: A. B. C.

RFP Number Hour and Date of Opening Name of supplier

It is the sole responsibility of the supplier to ensure that their RFP reaches the Procurement Office. All proposals must be delivered to the following address no later than the time and date specified in the solicitation: Valencia College Procurement Office 1800 S. Kirkman Road, Building 14, Room 100 Orlando, FL 32811 Respondents are cautioned that they are responsible for delivery to the specific location cited in the RFP. Therefore, if your proposal is delivered by an express mail carrier or by any other means, it is your responsibility to ensure delivery to the specific address. This office will not be responsible for deliveries made to any place other than the specified address. The College shall in no way be responsible for delays caused by an occurrence. The time/date stamp clock located in the Procurement Office shall serve as the official authority to determine lateness of any RFP. The RFP time must be and shall be scrupulously observed. RFP’s received in the PROCUREMENT OFFICE after the time and date specified, are considered late and will not be accepted.

RFP # 11/12-09 Technology Refresh Program

All RFP’s must be typewritten or filled in with pen and ink, and must be signed in ink by an officer or employee having authority to bind the supplier or suppliers. Errors, corrections, or changes on any document must be initialed by the signatory of the supplier or suppliers. Suppliers shall not be allowed to modify their RFP’s after the opening time and date. Proposals may be examined during normal working hours, after evaluation as permitted by law. For information concerning this RFP, please contact the Procurement Office. Please specify the RFP number for which you are inquiring.

4.2

THE REQUEST FOR PROPOSAL (RFP) PROCESS

By publication of a Request for Proposals, Valencia College begins an administrative process that may or may not lead to the award of a contract(s). The College may stop the process at any time, with or without cause, and nothing in the RFP document may be interpreted as an offer to purchase, procure, or otherwise acquire any product or service from any proposer or supplier. The RFP process will employ the following steps:  RFP Publication and Distribution to interested parties  Questions to committee  Receipt of Proposals  Initial Proposal Evaluation and shortlist  Equipment Evaluation Period  Finalist presentations  Selection of most advantageous proposal(s)  Contract negotiations  Contract(s) Award  Board of Trustees Approval (if required)  Contract implementation Except as specifically noted in the RFP, there is no time limit either expressed or implied on the completion of each step in the process.

4.3

COPIES

Copies of documents, records, materials, and/or reproductions upon request will be charged in accordance with Valencia College’s fee schedule.

4.4

RFP ACCEPTANCE PERIOD

A RFP shall constitute an irrevocable offer for a period of ninety (90) days from the RFP opening date or until the date of award, whichever is earlier. In the event that an award is not made by the College within ninety (90) days from the RFP opening date, the supplier may withdraw his RFP or provide a written extension of his/her RFP.

4.5

RFP TABULATION AND RESULTS

Will be made available on the Valencia College Website at: http://valenciacollege.edu/procurement/bids.cfm

RFP # 11/12-09 Technology Refresh Program

4.6

RFP AND RELATED COSTS

By submission of a RFP, the supplier agrees that all costs associated with the preparation of his/her will be the sole responsibility of the supplier. The supplier also agrees that the College bears no responsibility for any costs associated with the preparation of the RFP and/or any administrative or judicial proceedings resulting from the solicitation process.

4.7

FEDERAL AND STATE TAX

Valencia College is exempt from Federal and State Sales and Use Taxes for tangible personal property (Certificate of Registry for tax transmissions under Chapter 32, Internal Revenue Code and Florida Sales/Use Tax Exemption Certificate). Suppliers doing business with the College shall not be exempted from paying sales tax to their suppliers for materials to fulfill contractual obligations with Valencia College nor shall any supplier be authorized to use the College’s Tax Exemption Number in securing such materials.

4.8

ACCEPTANCE/REJECTION/CANCELLATION

Valencia College reserves the right to accept or to reject any or all proposals and to make the award to that supplier who, in the opinion of the College, will be in the best interest of and/or the most advantageous to the College. Valencia College also reserves the right to reject the proposal of any supplier who has previously failed in the proper performance of an award or to deliver on time contracts of a similar nature or who, in the College’s opinion, is not in a position to perform properly under this award. Valencia College reserves the right to inspect all facilities of suppliers in order to make a determination as to the foregoing. Valencia College reserves the right to waive any irregularities and technicalities and may, at its discretion, request a re-bid. Valencia College reserves the right, and the Director of Procurement, has absolute and sole discretion, to cancel a solicitation at any time prior to approval of the award by Valencia College’s District Board of Trustees when such approval is required. The decision to cancel a solicitation cannot be the basis for a protest pursuant to College code.

4.9

CONFLICT OF INTEREST

The award is subject to provisions of applicable Florida State Statutes. All suppliers must disclose with their RFP the name of any officer, director, or agent who is also an employee of Valencia College. Further, all suppliers must disclose the name of any College employee who owns, directly or indirectly, an interest in ten percent (10%) or more in the supplier or any of its branches. Should the awarded supplier permanently or temporarily hire any College employee who is, or has been, directly involved with the supplier prior to or during performance of the resulting contract, the contract shall be subject to immediate termination by the College.

4.10 LEGAL REQUIREMENTS Federal, State, County and local laws, ordinances, rules, and regulations that in any manner affect the items covered herein apply. Lack of knowledge by the supplier shall in no way be a cause for relief from responsibility. a.

Suppliers doing business with the College are prohibited from discriminating against any employees, applicant, or client because of race, religion, color, disability, national origin, gender, or age with regard to but not limited to the following: Employment practices, rates of pay or other compensation methods, and training selection.

Minority/Women Business Enterprises (M/WBE) indicates a business entity of which 51% or more is owned and operated by a minority. In this instance, minority group members are citizens of the United States or lawfully admitted permanent residents who are African American, Hispanics, Women, Native Americans, Asian-Pacific, and Asian-Indian. Businesses wishing to participate in the College procurement process as an

RFP # 11/12-09 Technology Refresh Program

M/WBE are required to complete a supplier Business Profile, and submit certification to attain recognition as such. You may contact the Procurement Office for information and assistance.

4.11 CLARIFICATIONS It is the supplierâ&#x20AC;&#x2122;s responsibility to become familiar with and fully informed regarding the terms, conditions, and specifications of this RFP. Lack of understanding and/or misinterpretation of any portions of this RFP shall not be cause for withdrawal of your RFP after opening or for subsequent protest of award. Suppliers may contact the Procurement Office by e-mail at Valenciaprocurement@valenciacollege.edu prior to the RFP opening, should clarification be required

4.12 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION By submission of this RFP, the supplier certifies, and in the case of a joint RFP, each party thereto certifies as to its own organization, that in connection with this procurement: a.

The prices in this RFP have been arrived at independently, without consultation, collusion, communication, or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other supplier or with any competitor;

Unless otherwise required by law, the prices which have been quoted in this RFP have not been knowingly disclosed by the supplier and will not knowingly be disclosed by the supplier prior to opening, directly or indirectly, to any other supplier or to any other competitor, and;

No attempt has been made or will be made by the supplier to induce any other person or supplier to submit or not to submit a RFP for the purpose or restricting competition.

4.13 AWARD The College may elect to award a contract(s) to the supplier(s) whose proposal is determined to be most advantageous with respect to price, conformance to the specifications, quality, and other factors as listed in the evaluation criteria.

4.14 EEO STATEMENT Valencia College is committed to assuring equal opportunity in the award of contracts and, therefore, complies with all laws prohibiting discrimination on the basis of race, color, religion, national origin, handicap, age and gender

4.15 PROTEST OF SPECIFICATIONS Any Notice of Protest involving the specifications/term/conditions or any other aspect of the Request for Proposals must be filed in writing within seventy-two (72) hours after posting of the solicitation. Formal written protest must be filed within ten (10) days after the date of the Notice of Protest is filed; noting references to the specific statutes the protest is based upon. Failure to file a protest within the time prescribed in 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

RFP # 11/12-09 Technology Refresh Program

4.16 POSTING OF RECOMMENDED AWARD AND PROTESTS The recommended award will be available for review at the Procurement Office and electronically posted on the Procurement Web-site prior to submission through the appropriate approval process. Failure to file a written protest within the time prescribed in 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. A lobbying blackout period shall commence upon issuance of the solicitation until the Board selects the successful supplier. For procurements that do not require Board approval, the blackout period commences upon solicitation issuance and concludes upon contract award.

4.17 CONTRACTUAL AGREEMENT This RFP shall be included and incorporated in the final contract or purchase order. The order for contract precedence will be the contract (purchase order), RFP document and response. Any and all legal actions associated with this RFP and/or the resultant contract (purchase order) shall be governed by the laws of the state of Florida.

4.18 TERM OF AGREEMENT The term of this agreement will be for one year beginning on the date signed. This agreement will be eligible for five (5) additional one year terms by mutual written consent.

4.19 PUBLIC ENTITY CRIME A person or affiliate who has been placed on the convicted supplier list following a conviction for a public entity crime may not submit a RFP on a contract with a public entity for the construction or repair of a public building or public work, may not submit RFPs on leases of real estate property to a public entity, may not be awarded or perform work as a supplier, or consultant under a contract with a public entity, and may not transact business with any public entity in excess of the threshold amount provided in Florida Statute Section 287.017, for CATEGORY TWO for a period of thirty-six (36) months from the date of being placed on the convicted supplier list.

4.20 DRUG-FREE WORKPLACE FORM Whenever two or more proposals are equal with respect to price, quality, and service are received by the state or by any political subdivision for the procurement of commodities or contracted services, a proposal from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Reference Florida Statutes 120.57

4.21 ESTIMATED QUANTITIES Valencia College reserves the right to increase or decrease estimated quantities as required. Estimated quantities are shown on the RFP proposal page. It is understood by all supplierâ&#x20AC;&#x2122;s that these are only estimated quantities and the College is not obligated to purchase any minimum or maximum amount during the life of this contract. The contract resulting from this solicitation shall be non-exclusive and the College may procure the goods or services covered by the contract from other sources at its discretion.

RFP # 11/12-09 Technology Refresh Program

5. CONTRACTUAL TERMS AND CONDITIONS TERMINATION

5.1

A. Termination for Default The College may, by written notice to the supplier, terminate this contract for default in whole or in part (delivery orders, if applicable) if the supplier fails to: a.

Provide products or services that comply with the specifications herein or fails to meet the College’s performance standards.

Deliver the supplies or to perform the services within the time specified in this contract or any extension.

Make progress so as to endanger performance of this contract.

Perform any of the other provisions of this contract.

Prior to termination for default, the College will provide adequate written notice to the supplier through the Director of Procurement, affording him/her the opportunity to cure the deficiencies or to submit a specific plan to resolve the deficiencies within ten (10) days (or the period specified in the notice) after receipt of the notice. Failure to adequately cure the deficiency shall result in termination action. Such termination may also result in suspension of purchasing goods/services with the College. The supplier and its sureties (if any) shall be liable for any damage to the College resulting from the supplier’s default of the contract. This liability includes any increased costs incurred by the College in completing contract performance. In the event of termination by the College for any cause, the supplier will have, in no event, any claim against the College for lost profits or compensation for lost opportunities. After a receipt of a Termination Notice and except as otherwise directed by the College the supplier shall: a.

Stop orders/work on the date and to the extent specified.

Terminate and settle all orders and/or subcontracts relating to the performance of the terminated work.

Transfer all work in process, completed work, and other materials related to the terminated work as directed by the College.

Continue and complete all parts of that work that have not been terminated.

If the supplier’s failure to perform the contract arises from causes beyond the control and without the fault or negligence of the supplier’s, the contract shall not be terminated for default. Examples of such causes include (1) Acts of God or the public enemy, (2) acts of a government in its sovereign capacity, (3) fires, (4) floods, (5) epidemics, (6) strikes and (7) unusually severe weather.

B. Termination for Convenience The College, by written notice, may terminate this contract, in whole or in part, when it is in the College’s best interest. If this contract is terminated, the College shall be liable only for goods or services delivered and accepted. The College Notice of Termination may provide the supplier thirty (30) days prior notice before it becomes effective. However, at the College’s sole option, a termination for convenience may be effective immediately and may apply to delivery orders (if applicable) or to the contract in whole.

RFP # 11/12-09 Technology Refresh Program

5.2

INDEMNIFICATION FOR TORT ACTIONS / LIMITATION OF LIABILITY

The provisions of Florida Statute 768.28 applicable to Valencia College, apply in full to this contract. Any legal actions to recover monetary damages in tort for injury or loss of property, personal injury, or death caused by the negligent or wrongful act or omission of any employee of the College acting within the scope of his/her office or employment are subject to the limitations specified in this statute. No officer, employee or agent of the College acting within the scope of his/her employment or function shall be held personally liable in tort or named as a defendant in any action for injury or damage suffered as a result of any act, event or failure to act. The College shall not be liable in tort for the acts or omissions of an officer, employee or agent committed while acting outside the course and scope of his/her employment. This exclusion includes actions committed in bad faith or with malicious purpose, or in a manner exhibiting wanton and willful disregard of human rights, safety, or property. To the fullest extent permitted by law, the supplier shall defend, indemnify, and hold harmless the College, its officials, agents, and employees from and against any and all claims, suits, judgments, demands, liabilities, damages, cost and expenses (including attorney’s fees) of any kind or nature whatsoever arising directly or indirectly out of or caused in whole or in part by any act or omission of the supplier or its subcontractors (if any), anyone directly or indirectly employed by them, or anyone for whose acts any of them may be liable; excepting those acts or omissions arising out of the sole negligence of the College. Provided, however, if the contract between the College and the supplier is deemed by a court of competent jurisdiction to be a construction contract for purposes of Section 725.06, Florida Statutes, any obligation of the supplier to defend, indemnify or hold harmless the College, shall be limited to an obligation to indemnify or hold harmless the College, it’s officers and employees from liability damages, losses, and costs, including but not limited to reasonable attorney’s fees, to the extent caused by the negligence, recklessness or intentionally wrongful conduct of the supplier and persons employed or utilized by the supplier in the performance of the contract.

5.3

PATENTS AND ROYALTIES Unless otherwise provided, the supplier shall be solely responsible for clearing the right to use any patented or copyrighted materials in the performance of the contract resulting from this RFP. The supplier, without exception, shall indemnify and save harmless the College and its employees from liability of any nature or kind, including cost and expenses for or on account of any copyrighted, patented, or unpatented invention, process, or article manufactured or supplied by the supplier. In the event of any claim against the College, of copyright or patent infringement, the College shall promptly provide written notification to the supplier. If such a claim is made, the supplier shall use its best efforts to promptly purchase for the College any infringing products or services or procure a license, at no cost to the College, which will allow continued use of the service or product. If none of the alternatives are reasonably available, the College agrees to return the article on request to the supplier and receive reimbursement, if any, as may be determined by a court of competent jurisdiction.

5.4

SUCCESSORS AND ASSIGNS

The College and the supplier each binds itself and its partners, successors, executors, administrators and assigns to the other party of this contract and to the partners, successors, executors, administrators and assigns of such other party, in respect to all covenants of this contract. Except as above, neither the College nor the supplier shall assign, sublet, convey or transfer its interest in this contract without the written consent of the other. Nothing herein shall be construed as creating any personal liability on the part of any officer or agent of

RFP # 11/12-09 Technology Refresh Program

the College which may be a party hereto, nor shall it be construed as giving any rights or benefits hereunder to anyone other than the College and the supplier.

5.5

PRICING / AUDIT

The awarded supplier shall maintain adequate records to justify all prices for all items invoiced as well as all charges, expenses and costs incurred in performing the work for at least three (3) years after completion of this contract. The College shall have access to such books, records, financial operations, and documents as required complying with this section for the purpose of inspection or audit during normal business hours at the supplier’s place of business.

5.6

INSURANCE REQUIRED

A. The supplier shall indemnify, defend, and pay on behalf of and hold completely harmless the College (“College” includes, without limitation, members of the College's Board of Trustees, officers, employees, suppliers and agents) from and against any and all liabilities (including statutory liability and liability under Workers' Compensation Laws), losses, suits, claims, demands, judgments, fines, damages, costs and expenses (including all costs for investigation and defense thereof, including, but not limited to, court costs, paralegal and expert fees and reasonable attorneys' fees) which may be incurred by, charged to or recovered from any of the foregoing (i) by reason or on account of damage to or destruction of any property of the College, or any property of, injury to or death of any person resulting from or arising out of or in connection with the performance of this Agreement, or the acts or omissions of the supplier (“the Supplier“ includes, without limitation, its officers, agents, employees, suppliers, licensees or invitees), regardless of where the damage, destruction, injury or death occurred, unless such liability, loss, suit, claim, demand, judgment, fine, damage, cost or expense was proximately caused solely by the College’s negligence or by the joint negligence of the College and any person other than the supplier, or (ii) arising out of or in connection with the failure of the supplier to keep, observe or perform any of the covenants or agreements in this Agreement which are required to be kept, observed or performed by the supplier. College agrees to give the supplier reasonable notice of any suit or claim for which indemnification will be sought hereunder, to allow the supplier or its insurer to compromise and defend the same to the extent of its interests, and to reasonably cooperate with the defense of any such suit or claim. In carrying out its obligations under this section, the supplier shall engage counsel reasonably acceptable to College. The indemnification provisions of this Section shall survive the expiration or earlier termination of this Agreement with respect to any acts or omissions occurring during the term of the Agreement. B. The supplier shall assume all responsibility for loss incurred by College caused by the supplier‘s neglect or violation of any state or Federal law, state or municipal or agency rule, regulation or order. The supplier shall give to the proper authorities all required notices relating to its performance, obtain all official permits and licenses, and pay all proper fees and taxes. It shall promptly undertake proper monetary restitution with respect to any injury that may occur to any building, structure or utility in consequence of its work. The supplier will notify the College in writing of any claim made or suit instituted against the supplier because of its activities in performance of this Agreement. C. In any and all claims against the College, or any of its officers, trustees, agents, suppliers, or employees, by any employee of the supplier, anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable, the indemnification obligation of the supplier under this Section shall not be limited in any way by any limitation on the amount or type of damages, compensation, or benefit payable by or for the supplier or any subcontractor under worker's compensation acts, disability benefit acts, or other employee benefit acts. D. No provisions of this Section herein shall be construed to negate, abridge, or otherwise reduce any other right of indemnity that College may have as to any party or person described therein.

RFP # 11/12-09 Technology Refresh Program

E. The supplier shall purchase and maintain in force during the term of this Agreement, at its own cost and expense, to protect the College, (including, without limitation, all members of the College’s Board of Trustees, officers, agents, and employees) from and against any and all liabilities, arising out of or in connection with the supplier’s performance of its obligations hereunder, general liability and other insurance, including automobile liability insurance, with limits of coverage reasonably acceptable to the College and with contractual liability coverage for the supplier's covenants to and indemnification of College under this Agreement. The College requires an insurer authorized to do business under the laws of the state of Florida with a BEST guide rating of B+B or higher covering the supplier‘s officers, employees, agents, servants engaged in the provision of services under this Agreement upon the following terms and conditions and for the specified amounts: i. Statutory workers’ compensation insurance covering the supplier‘s Employees; and ii. Employer’s liability insurance with a minimum limit of $1 million per occurrence; $2 million combined with respect to any employee not covered by workers’ compensation insurance; and iii. Commercial general liability insurance, including owned, non-owned and hired automobile liability coverage, applicable to personal injury and property damage, with a combined single limit of not less than $1 million per occurrence, $2 million aggregate; and which shall contain: a. Provision or endorsement naming The District Board of Trustees of Valencia College, Florida as an additional insured with respect to liability arising out of the performance of any services by the supplier or its employees, officers, agents, or servants under this Agreement and providing that such insurance is “primary” insurance with respect to College’s interests and that any other insurance maintained by College is excess and not contributing insurance with the insurance required hereunder; b. A waiver of subrogation with respect to the additional insured; and c. Provision or endorsement stating that such insurance will include contractual liability specifically referring to liability assumed by the supplier under this Agreement, including, without limitation, that set forth in this Agreement. iv. Insurance to cover dishonest acts by Employees with a limit of not less than $25,000.00; and v. Statutory unemployment insurance Any and all certificates called for by this subparagraph shall also specify that not less than thirty (30) days written notice shall be given to the College prior to cancellation, termination or modification of a policy of insurance required by this subparagraph. F.

The supplier agrees that the “District Board of Trustees of Valencia College, Florida” (including, without limitation, all members of the College’s Board of Trustees, officers, agents, and employees) shall be named as additional insured’s under such policy or policies of insurance. All such insurance shall provide that it is primary insurance as respects any other valid insurance College may possess, including any self-insured retention or deductible College may have, and that any other insurance the College does possess shall be considered excess insurance only. All such insurance shall be carried with a supplier or suppliers that are acceptable to the College, and said policies shall be in a form satisfactory to College. The declaration page(s) from all insurance policies obtained by the supplier in accordance with this Paragraph E, or a properly completed Certificate of Insurance on a form provided by the College, shall be furnished to the College upon the execution of this Agreement, and said declarations page(s) or Certificate of Insurance shall provide that such insurance coverage will not be reduced or canceled without at least thirty (30) days prior written notice to College. Prior to the expiration of any such policy, the supplier shall file with College a certificate of insurance showing that such insurance coverage has been renewed. If such insurance coverage is canceled or reduced, the supplier shall, within five (5) days after such cancellation or reduction in coverage, file with College a certificate showing that the required insurance has been reinstated or

RFP # 11/12-09 Technology Refresh Program

provided through another insurance supplier or suppliers approved by College. If the supplier fails to obtain or have such insurance reinstated, College may, if it so elects, and without waiving any other remedy it may have against the supplier, immediately terminate this Agreement. The supplier shall require and ensure that each of its subcontractors providing services hereunder (if any) procures and maintains, until the completion of the services, insurance of the types and limits specified herein. G. Compliance with these insurance requirements shall not relieve or limit the supplierâ&#x20AC;&#x2122;s liabilities and obligations under this contract. Failure of the College to demand such certificate or other evidence of full compliance with these insurance requirements or failure of the College to identify a deficiency from evidence provided will not be construed as a waiver of the supplierâ&#x20AC;&#x2122;s obligation to maintain such insurance

5.7

INVALID PROVISIONS

The invalidity or unenforceability of any provision of this Agreement shall not affect the validity or enforceability of any other provision of this Agreement.

5.8

NOTICES

All notices required to be given by the Parties hereunder shall be in writing and shall be either delivered by hand or sent by United States certified mail, return receipt requested, and postage prepaid, or by a nationallyrecognized overnight delivery service, to the address set forth herein below or to such other address within the United States of America as may from time to time be requested in writing: A Party shall be deemed to have received a notice upon actual delivery or upon attempted delivery to the proper address by an overnight delivery service or upon refusal of a U.S. certified mail delivery.

5.9

REMEDIES; ATTORNEY'S FEES AND COSTS

A. All remedies provided for in this Agreement shall be deemed cumulative and additional and not in lieu of or exclusive of each other or of any other remedy available to either Party at law or in equity arising hereunder. In the event any suit or action is brought pursuant to or in connection with this Agreement, the losing Party will pay all costs (including all costs, expenses, and reasonable attorneys', expert witness and paralegal fees) incurred by the prevailing Party in connection with such suit or action, and for any and all appeals or bankruptcy proceedings referable thereto. In the event each Party shall partially prevail in such action, such costs shall be equitably apportioned between the Parties by the court. B.

Any claim, dispute or other matter in question arising out of or relating to this Agreement or the breach thereof, except for claims which have been waived pursuant to this Agreement, if not settled in a manner mutually agreeable to both the supplier and the College, shall be brought only in the Circuit Court of the Ninth Judicial Circuit in and for Orange County, Florida or the United States District Court of the Middle District of Florida, Orlando Division. Such claims, disputes or other matters shall not be subject to arbitration without the prior written consent of both College and the supplier. The supplier hereby consents to submit to the jurisdiction of the courts of the State of Florida with respect to any suit or action brought in connection with this Agreement.

5.10 WARRANTIES OF THE SUPPLIER The supplier represents and warrants unto College that no officer, employee, trustee or agent of the College has any personal interest, either directly or indirectly, in the business of the supplier to be conducted hereunder. The supplier further represents and warrants to College that it has not employed or retained any person, supplier, corporation, individual or supplier other than a bona fide employee working solely for the supplier, to solicit or secure this Agreement; that it has not paid or agreed to pay any person, supplier, corporation, individual or supplier, other than a bona fide employee working solely for the supplier, any fee,

RFP # 11/12-09 Technology Refresh Program

commission, percentage, gift, or any other consideration contingent upon or resulting from the award or making of this Agreement; and that it has not agreed, as an express or implied condition for obtaining this Agreement, to employ or retain the services of any person, supplier, corporation, individual or supplier in connection with carrying out this Agreement.

5.11 ASSIGNMENT Neither this Agreement nor any of the supplierâ&#x20AC;&#x2122;s rights or obligations hereunder may be assigned by the supplier without the College's prior written consent, which consent may be granted or withheld in the College's sole discretion.

5.12 HEADINGS The headings of the sections of this Agreement are for the purpose of convenience only and shall not be deemed to expand or limit the provisions contained in such sections.

5.13 AMENDMENT This Agreement shall not be amended or modified except pursuant to a writing signed by both Parties hereto.

5.14 VALIDITY The validity, interpretation, construction and effect of this Agreement shall be in accordance with and be governed by the laws of the State of Florida. In the event any provision hereof shall be finally determined to be unenforceable, or invalid, such unenforceability or invalidity shall not affect the remaining provisions of this Agreement, which shall remain in full force and effect.

5.15 PAYMENT Partial payments in the full amount for the value of items received and accepted may be requested by the submission of a properly executed invoice, with supporting documents if required. Payment for accepted equipment/supplies/services will be accomplished by submission of an invoice to: Valencia College Accounts Payable PO Box 3028 Orlando, FL 32802 Phone (407) 582 3309 Invoices must include the purchase order number resulting from this RFP. In the event additional College Departments or other public entities utilize this contract, invoices are to be sent directly to the Accounts Payable Department.

5.16 EVALUATION PROCESS The evaluation of this RFP will be in three phases based on the criteria listed below. Phase #1 will consist of an evaluation of responses by a selection committee. Only the top three responses from phase #1 will be invited to continue to phases #2 & #3. Determination of the finalists will be on October 20, 2011 based on tabulated scores of committee members. This is a public meeting and may be attended by suppliers. The selection committee may or may not ask questions for verification of responses. Phase #2 will require finalists to ship hardware for testing to Pensacola State College, Seminole State College and Palm Beach State College. All equipment for testing is to be delivered no later than October 31, 2011 at 4:30 p.m. to locations specified. Phase #3 will consist of finalistâ&#x20AC;&#x2122;s presentations. The

RFP # 11/12-09 Technology Refresh Program

evaluation committee will then select a supplier to serve in the capacity of providing this statewide TRP. The response selected for award recommendation will be the response with the highest cumulative total from all three phases. Phase #1 and #3 meetings will be held at Seminole State College, Center for Economic Development at Heathrow. For address and directions, please refer to http://www.seminolestate.edu/heathrow/directions.htm.

The Scoring Scale that will be utilized to evaluate the proposals is: 0 Points 1 Point 2 Points 3 Points 4 Points

Unacceptable Marginal Acceptable Exceeds Acceptable Outstanding

5.17 Phase #1 SUBMITTAL EVALUATION CRITERIA 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.

Wt Hardware Offered/Pricing .................................................................................... 20% Pricing Formula .................................................................................................... 15% Peripheral Hardware and Consulting Services ..................................................... 10% Maintenance Terms and Conditions, Geographic Availability .............................. 10% Delivery/Installation Terms and Conditions ......................................................... 5% Additional Services and Pre-Load Software .......................................................... 5% Refresh/Trade-In Terms ........................................................................................ 5% Financing Terms and Conditions ........................................................................... 10% Lease Terms and Conditions ................................................................................. 10% Other Issues as Identified â&#x20AC;&#x201C; Issues Questions....................................................... 5% References ............................................................................................................ 5%

TOTAL- Maximum Points .......................................................................................................... 100%

5.18 Phase #2 EQUIPMENT EVALUATION CRITERIA Wt 1. Functionality, Reliability, Speeds & Feeds ............................................................ 35% 2. Ease of on-site diagnostics/repair (college personnel) ........................................ 25% 3. Technical Support ................................................................................................. 10% 4. Delivery: equipment delivered within five business days of notification ............. 10% 5. Financial Stability .................................................................................................. 20% TOTAL- Maximum Points ......................................................................................................... 100% ** Notice** Evaluation equipment must be delivered to the evaluation colleges (Pensacola State College, Seminole State College, Palm Beach State College) no later than 4:30 PM EST on October 31, 2011. Failure to deliver equipment by the specified time will cause your response to be declared in noncompliance and be cause for rejection of the response in its entirety. For the purpose of this evaluation, points will be awarded only by the technical committee, consisting of staff from the above mentioned colleges.

RFP # 11/12-09 Technology Refresh Program

5.19 Phase #3 PRESENTATION EVALUATION CRITERIA Proposals will be evaluated based on the following criteria. Proposers may be asked to address specific questions of clarification of proposal responses from the evaluation committee. At a minimum, proposers should be prepared to discuss and demonstrate the following criteria. Proposer will be provided with a 100Meg switch connection with capability of 10MB per second access to the internet. Web-based online demonstration is required. Approximately 20 minutes will be provided for set-up of equipment. CRITERIA Wt 1. On-line catalog and ordering capabilities ............................................................. 30% 2. Web-page capability providing configuration specs and pricing .......................... 20% (Must be customizable for individual schools) 3. Automated reporting capabilities ......................................................................... 20% 4. Apparent ability to perform .................................................................................. 15% 5. Demonstrated ability to successfully manage a multiple year, multiple .............. 15% Institution, agreement as proposed. TOTAL - Maximum Points .............................................................................................. 100% **Notice** Failure to demonstrate the above listed capabilities will cause response to be found in noncompliance and cause response to be rejected in its entirety.

6. SUBMISSION OF RFP SUPPLIER, to insure acceptance of the proposal, follow these instructions: Proposals and other required documents must be enclosed in a sealed opaque envelope or container that is identified as a “Request for Proposals” including: RFP Number, date and time of the RFP opening, name and address of supplier To be responsive, proposers shall provide one (1) original, three (3) hard copies, and five (5) compact disks (CDs) of their proposal in a sealed envelope or container that must be addressed and received no later than Thursday, October 6, 2011 at 3:00 pm to the following address: VALENCIA COLLEGE Procurement Services – (MC 4-42) Attention: Mr. Ed Ames, Director Building 14 - Room 100 1800 South Kirkman Road Orlando, Florida 32811 Any proposal that arrives in the Purchasing Department after 3:00 pm (local time) will not be accepted. After the closing time, the firm submittals will be opened for the sole purpose of recording the names of the firms submitting their written proposals and to deliver all timely received proposals to the Selection Committee. Proposals not submitted in accordance with the terms, conditions, specifications, and other instructions contained herein may be subject to rejection. Firms are responsible for checking the Valencia Procurement website for any addenda or changes to the RFP document. Firms that do not indicate the receipt of addenda as posted on the Valencia’s website will be deemed as not responsive and their proposal will not be considered. Respondents are cautioned that they are responsible for delivery to the Valencia Procurement Office. Therefore, if your proposal packet is delivered by an express mail carrier or by any other means, it is your responsibility to ensure

RFP # 11/12-09 Technology Refresh Program

delivery to the Procurement Office. Deliveries made to any other Valencia locations will not be accepted and will be deemed as non-responsive. Information not submitted on the attached forms shall be rejected. All proposals are subject to the conditions specified herein. Those which do not comply with these conditions are subject to rejection.

6.1

REQUIRED INFORMATION AND FORMAT

To ensure that all proposal packets are fairly evaluated, scored, and ranked, it is very important that the requested information be prepared and submitted in the order listed below: Tab No. 1 – RFP Signature Page Tab No. 2 – Hardware Configuration Offered Tab No. 3 – Hardware Pricing Tab No. 4 – Future Configuration Pricing / Pricing Formula Tab No. 5 – Other Peripheral Hardware and Consulting Services Tab No. 6 – Maintenance/Service Terms and Conditions, Geographic Availability Tab No. 7 – Delivery/Installation Price and Terms and Conditions Tab No. 8 – Additional Services with Pricing, and Pre-load software Tab No. 9 – Refresh/Trade-In Terms Tab No. 10 – Financing Terms and Conditions (with lease agreements) Tab No. 11 – Financial Information (Financial Stability) Tab No. 12 – Issues Questions Tab No. 13 – Reference list Tab No. 14 – License (s) Tab No. 15 – Certificate (s) of Insurance Tab No. 16 – Authorized Signatories Form Tab No. 17 – Acknowledgement of Addenda Tab No. 18 – Drug-Free Workplace Form Tab No. 19 – Public Entity Crimes Tab No. 20 – Minority Business Form

6.2

SPECIFICATIONS/CONFIGURATIONS: (minimum)

Below are listed the basic specifications required for the initial purchase of PCs, both high-end and low-end users. System should be available in the utilizing the following operating software: Windows XP, Vista or Windows 7 based at no difference in cost. All systems must be Microsoft, Novell, FCC “B” certified at the base system level. These specifications will change over the course of the multi-year agreement as technology advances and software demands require. The steering committee will work closely with the supplier (meeting at least quarterly) to recommend any adoptions of newer technology. Suppliers will be expected to address pricing for changes to the minimum configuration. For example, if a college wishes to purchase a high end laptop but add 4 GB of RAM for a total of 8 GB, how will the cost be computed? Pricing is to include FOB destination. All computers must include 3 years Next Business Day On Site (NBDOS) maintenance in the cost. Printers, Scanners, and Other Peripherals - Rather than specifying equipment, it is requested that the supplier provide information addressing availability (access to catalogs or partnerships with other suppliers), pricing (percentage off list or equivalent), and service (maintenance available).

RFP # 11/12-09 Technology Refresh Program

Minimum Desktop Configurations: Low End Core 2 Duo Intel E8400 3.06 GHz Processor 2 GB 1333 Mhz RAM 250 GB Hard Drive 256MB Graphics card with Dual DVI No Floppy Drive 16X DVD+/-RW Mini-Tower 19" FLAT Panel with add on Sound bar GB Ethernet NIC Integrated Soundcard Standard USB Keyboard USB Optical Mouse with Wheel Maintenance – Minimum 3 years Next Business Day On Site Available bays: 1 internal and 1 external 5 1/4" Available slots: 1 PCI slot, 1 PCI Express slot, 1 eSata port Windows 7 or School’s choice of OS

High End Quad Core Intel Core i7 Quad Core 2.93GHz Processor 8 GB 1333 Mhz RAM 500 GB Hard Drive Dual 512MB Graphic Card with Dual Display Port & Dual DVI No Floppy Drive 16X DVD+/-RW Mini-Tower Two 20" FLAT Panels and Sound bar GB Ethernet NIC Integrated Soundcard Standard USB Keyboard USB Optical Mouse with Wheel Maintenance – Minimum 3 years Next Business Day On Site Available bays 1 internal and 1 external 5 1/4" Available slots: 2 PCI slots, 1 PCI Express slot, 1 eSata port Windows 7 or School’s choice of OS

Minimum Laptop Configurations: Low End Intel Dual Core i3 2.4GHz Processor 2 GB RAM 160 GB Hard Drive Onboard HD Graphics Card No Floppy Drive 8X DVD+/-RW 14 inch LED display Integrated Soundcard Integrated pointing device (mouse input) Wireless 802.11 b/g/n Standard Nylon Carrying case Minimum 3 Years Accidental Damage Maintenance – Minimum 3 years Next Business Day On Site Windows 7 or School’s choice of OS

High End Intel Dual Core i5 2.6GHz Processor 4 GB RAM 250 GB Hard Drive 512MB Video Card No Floppy Drive 8X DVD+/-RW 15 inch LED display Integrated Soundcard Integrated pointing device (mouse input) Wireless 802.11 b/g/n Standard Nylon Carrying case Minimum 3 Years Accidental Damage Maintenance – Minimum 3 years Next Business Day On Site Windows 7 or School’s choice of OS

RFP # 11/12-09 Technology Refresh Program

Minimum Server Configurations: Lower End Dual Intel Xeon X5620 2.4Ghz w/12M Cache, Turbo, HT, 1066Hz Max Memory 12 GB 1333Ghz Dual Ranked RAM 1U Rack-mount chassis with rails RAID 1 2 - 146GB SCSI drives (10,000 RPM 6Gb hot swappable) Embedded GB Ethernet NIC with TOE DVD ROM No mouse No keyboard No monitor Maintenance - 4 hour 7x24 On Site Service with Emergency Dispatch â&#x20AC;&#x201C; Minimum 3 years 2 available PCI slot

6.3

Higher End Dual Intel Xeon X5680 3.33Ghz w/12M Cache, Turbo, HT, 1333Hz Max Memory 96 GB 1333Ghz Dual Ranked RAM 2U Rack-mount chassis with rails RAID 5 6 - 450GB SCSI drives (15,000 RPM 6Gb hot swappable) Dual 2 Port Embedded GB Ethernet NIC with TOE DVD ROM No mouse No keyboard No monitor Maintenance - 4 hour 7x24 On Site Service with Emergency Dispatch â&#x20AC;&#x201C; Minimum 3 years 4 available PCI slot

RESPONSE REQUIREMENTS

The proposer must respond to each of the following issues -1 thru 11 -. Please complete the sections as indicated and add additional pages (clearly labeled by the appropriate section number a letter) as you find necessary. Proposers are encouraged to provide other related issues that may be of benefit to the colleges with respect to their Technology Refresh Program. The following issues (not listed in priority order) must be addressed. Failure to respond to the below listed issues will cause response to be found in noncompliance and cause response to be rejected in its entirety.

RFP # 11/12-09 Technology Refresh Program

Issue 1 - Hardware configurations offered: (please complete) (1 of 6)

Low End Desktop – Core 2 Duo

Offered:

 Intel E8400 3.06 GHz Processor  2 GB 1333 Mhz RAM  250 GB Hard Drive  256MB Graphics card with Dual DVI  No Floppy Drive  16X DVD+/-RW  Mini-Tower  19" FLAT Panel with add on Sound bar  GB Ethernet NIC  Integrated Soundcard  Standard USB Keyboard  USB Optical Mouse with Wheel  Maintenance – Minimum 3 years Next Business Day On Site  Available bays: 1 internal and 1 external 5 1/4"  Available slots: 2 PCI slots, 1 PCI Express slot, 1 eSata port  School’s choice of Microsoft Windows XP, Vista or Windows 7

RFP # 11/12-09 Technology Refresh Program

Hardware configurations offered: (please complete) (2 of 6) B

High End Desktop – Quad Core

Offered:

 Intel Core i7 Quad Core 2.93GHz Processor  8 GB 1333 Mhz RAM  500 GB Hard Drive  Dual 512MB Graphic Card with Dual Display Port & Dual DVI  No Floppy Drive  16X DVD+/-RW  Mini-Tower  Two 20" FLAT Panels and Sound bar  GB Ethernet NIC  Integrated Soundcard  Standard USB Keyboard  USB Optical Mouse with Wheel  Maintenance – Minimum 3 years Next Business Day On Site  Available bays: 1 internal and 1 external 5 1/4" 

Available slots: 1 PCI slot, 1 PCI Express slot, 1 eSata port

 School’s choice of Microsoft Windows XP, Vista or Windows 7

RFP # 11/12-09 Technology Refresh Program

Hardware configurations offered: (please complete) (3 of 6) C

Low End Laptop

Offered:

 Intel Dual Core i3 2.4GHz Processor  2 GB RAM  160 GB Hard Drive  Onboard HD Graphics Card  No Floppy Drive  8X DVD+/-RW  14 inch LED display  Integrated Soundcard  Integrated pointing device (mouse input)  Wireless 802.11 b/g/n  Standard Nylon Carrying case  Minimum 3 Years Accidental Damage  Maintenance – Minimum 3 years Next Business Day On Site  School’s choice of Microsoft Windows XP, Vista or Windows 7

RFP # 11/12-09 Technology Refresh Program

Hardware configurations offered: (please complete) (4 of 6) D

High End Laptop

Offered:

 Intel Dual Core i5 2.6GHz Processor  4 GB RAM  250 GB Hard Drive  512MB Video Card  No Floppy Drive  8X DVD+/-RW  15 inch LED display  Integrated Soundcard  Integrated pointing device (mouse input)  Wireless 802.11 b/g/n  Standard Nylon Carrying case  Minimum 3 Years Accidental Damage  Maintenance – Minimum 3 years Next Business Day On Site  School’s choice of Microsoft Windows XP, Vista or Windows 7

RFP # 11/12-09 Technology Refresh Program

Hardware configurations offered: (please complete) (5 of 6) E

Server – Lower End

Offered:

 Dual Intel Xeon X5620 2.4Ghz w/12M Cache, Turbo, HT, 1066Hz Max Memory  12 GB 1333Ghz Dual Ranked RAM  1U Rack-mount chassis with rails

 RAID 1

 2 - 146GB SCSI drives (10,000 RPM 6Gb hot swappable)  Embedded GB Ethernet NIC with TOE (Broadcom preferred)  DVD ROM

 No mouse

 No keyboard

 No monitor

 Maintenance - 4 hour 7x24 On Site Service with Emergency Dispatch – Minimum 3 years

 2 available PCIe slot

RFP # 11/12-09 Technology Refresh Program

Hardware configurations offered: (please complete) (6 of 6) F

Server – High End

Offered:

 Dual Intel Xeon X5680 3.33Ghz w/12M Cache, Turbo, HT, 1333Hz Max Memory  96 GB 1333Ghz Dual Ranked RAM

 2U Rack-mount chassis with rails

 RAID 5  6 - 450GB SCSI drives (15,000 RPM 6Gb hot swappable)  Dual 2 Port Embedded GB Ethernet NIC with TOE (Broadcom preferred)  DVD ROM

 No mouse

 No keyboard

 No monitor  Maintenance - 4 hour 7x24 On Site Service with Emergency Dispatch – Minimum 3 years  4 available PCIe slot

RFP # 11/12-09 Technology Refresh Program

Issue 2 - Hardware Pricing

Please provide the pricing basis for, low end and high end units, specifications as above. Low A End Desktop (as specified in Item 1.a.)

$____________ each

High B End Desktop (as specified in Item 1.b.)

$____________ each

Low C End Laptop (as specified in Item 1.c.)

$____________ each

High D End Laptop (as specified in Item 1.d.)

$____________ each

Low E End Server (as specified in Item 1.e.)

$____________ each

High F End Server (as specified in Item 1.f.)

$____________ each

Pricing G if any alternative PCs are offered, (provide full detail)

$____________ each

Issue 3 - Provide a future configuration pricing formula

A verifiable pricing formula must be included with response. This formula will provide a method of determining the price of future configurations. Failure to include a verifiable pricing formula will cause your response to be declared in noncompliance and be cause for rejection of the response in its entirety. Formula must be based on a verifiable standard such as National Education list price less discount.

Issue 4 - Other Peripheral Hardware and Consulting Services

Describe the methodology for offering other peripheral equipment and price determination (i.e., access to suppliers catalog at some percentage off list price) or similar method. Also include pricing structure for consulting services (i.e. security assessment, infrastructure upgrades, Microsoft AD and Exchange, Banner, PeopleSoft, etc.)

Issue 5 â&#x20AC;&#x201C; Maintenance Service / Geographic

Discuss in detail your companyâ&#x20AC;&#x2122;s maintenance terms and conditions. Provide pricing for maintenance as follows: 8 hours/5 days per week:

Included in base cost.

24 hours/5 days per week: 24 hours/7 days per week: Depot Maintenance* (deduct cost from base price): Emergency Service (response within 2 hours)

$ $ ($ $

per PC per PC ) per PC per PC

Geographic: Describe supplier's ability to provide on-site maintenance for the entire State of Florida

Geographic - Describe supplier's ability to provide depot maintenance for the entire State of Florida.

Geographic - Describe supplier's ability to coordinate college provided in-house maintenance for the entire State of Florida.

Describe depot methodology.

RFP # 11/12-09 Technology Refresh Program

Issue 6 – Delivery and Installation

Cost to college for supplier installation

$____________/unit

Cost to college for supplier delivery

$____________/unit

Issue 7 – Additional Services and Pricing

On a separate sheet, submit a list of additional services and pricing. List your firm’s annual research and development budget for computer related technology.

Issue 8 - Pre-Load Software

What is the cost to load college-licensed software (i.e., MS Office Suite etc.): per application/unit

$____________ per PC

Issue 9 - Refresh / Trade-In

Discuss in detail your company’s refresh/trade-in terms and conditions. Include the following information: a. The supplier agrees to buy back all PCs acquired via this TRP: Yes ___ No ___ b.

Trade-In percentages of initial cost: 

Twenty-four month trade-in:

____________ %



Thirty-six month trade-in:

____________ %



Forty-eight month trade-in:

____________ %

If other offered, please describe.

Issue 10 – Financing

Financing/Purchasing Terms and Conditions We request that the proposal address at least these forms of acquisition: 1. Purchase - direct purchase, including delivery, installation options, maintenance options, possible upgrade options, trade-in guarantees, etc. 2. Tax Exempt Lease - tax exempt (small issuer qualified) financing with funds escrowed and invested to maximize return and minimize net interest expense. A Master Lease will be utilized to which additional equipment schedules can be added. Financier will be required to provide any necessary bond opinions or tax opinions. Financing committee will meet periodically to negotiate interest rates. These rates should be linked to some pre-determined index. 3. Master Lease-Purchase Agreement - allows other major equipment needs to be financed, thus eliminating the necessity for seeking additional financing entities. The plan for an indexed interest rate will keep this master lease competitive. 4.

Shipping, for leasing options, must be indicated in the pricing.

All options, such as but not limited to, installation, services, must be available on leases.

RFP # 11/12-09 Technology Refresh Program

Can supplier provide tax-exempt, lease financing?

Yes ______

No ______

Will suppliers secure any required bond/tax opinion?

Yes ______

No ______

Index on which interest rates will be based: ______________________________________

Supplier agrees to adjust the interest rate ________________ (daily, monthly, and quarterly) to establish a rate for each equipment schedule added.

10. Initial interest rate offered to be available until ____________________ (date). 11. Supplier must attach a draft lease agreement (s) with modifications noted.) ** Proposal must include the following submittals: proposed lease agreements addressing both a lease-purchase, as well as a tax-exempt lease. Agreements must be submitted in electronic format, as well as hardcopy

Issue 11 - Financial Stability

Financial Stability Provide one copy of the financial information in a separate sealed envelope, marked “CONFIDENCIAL”, and included with the “original packet. The three (3) copies should state in the respective tab “INCLUDED IN THE ORIGINAL”. To be eligible for the maximum amount of points, the financials must be audited by an independent firm and include a balance sheet, statement of cash flow, and income statement for the most recent two (2) years. The Board or the Committee may require the firm to submit additional financial information if necessary to evaluate the firm’s financial This criterion will be evaluated by Valencia’s AVP for Finance and Budget only based on the information requested. Not by the full committee. Point conversion scale listed below. Scoring Scale for Financial Criterion: Total Points: 100 pts. max- See Conversion Scale below: 90 to 100 = 89 to 70 = 69 to 50 = 49 to 40 = Less than 40 = 

4 3 2 1 0

Audited Financial Statements - 2 most current years

30 points max

 Deduct 30 points if no financial statements submitted or if submitted unaudited  Deduct 20 points if only one year of audited financial statements are submitted  Deduct 5 points if cash flow report is missing; deduct 15 points if either balance sheet or income statement is missing  % Accounts Receivable to Current Assets 20 points max  



Two year computed average % for each firm is compared to average % for all firms to assign points 90% - 100% = 2 pts 80 – 89 4 pts 70 - 79 10 pts 60 - 69 16 pts 50 - 59 18 pts < 49% 20 pts Current Ratio 25 points max

RFP # 11/12-09 Technology Refresh Program



 Points deducted for ratio CR less than 1.0  Two year computed average ratio for each firm is compared to average ratio for all firms to assign points Operating Margin 25 points max  

Points deducted for negative operating margin in any given year Two year computed average margin for each firm is compared to computed average margin for all firms to assign points

Issues Questions

Failure to provide information as requested below may cause response to be found in noncompliance and rejected in its entirety. 1.

Submit proof of ISO 9000 and ISO 14000 certifications.

What is your average inventory turn-around for the following: a. b.

in-coming component parts: manufactured and finished product:

________________________________ ________________________________

4. With what “first tier” technology companies do you have partnerships or strategic alliances List five with contact name and phone number:

established?

M. References Provide a list of five current customers with a history of purchasing in excess of 1,000 units/year and a written statement outlining the company’s ability to meet consortium/group orders of 10,000 units/year or larger. If sales to a single source or consortium of customers of this magnitude do not exist, please provide a written explanation of the proposers capability to meet orders of this magnitude (attach explanation to Reference). References will be contacted to evaluate the customer satisfaction aspect. Please provide contact, address, phone number, and email address (page 30 and 31). References from institutions of higher education are preferred. The Reference Check Form with questions and scoring is located on page 32. Be sure to make your references aware that these questions will be faxed or e-mailed to them for completion. Unresponsive references mean fewer points in this category.

REFERENCE CHECK LIST

FIRM OR ENTITY (Customer/Client)

ADDRESS

CONTACT PERSON E-MAIL ADDRESS

TITLE PHONE NUMBER

APPROXIMATE NUMBER OF PCS SOLD TO THIS CUSTOMER/CLIENT IN PAST 12 MONTHS.

FAX NUMBER

RFP # 11/12-09 Technology Refresh Program

FIRM OR ENTITY (Customer/Client)

ADDRESS

CONTACT PERSON E-MAIL ADDRESS

TITLE PHONE NUMBER

FAX NUMBER

APPROXIMATE NUMBER OF PCS SOLD TO THIS CUSTOMER/CLIENT IN PAST 12 MONTHS.

PPROXIMATE NUMBER OF PCS SOLD TO THIS CUSTOMER/CLIENT IN PAST 12 MONTHS.

FIRM OR ENTITY (Customer/Client)

ADDRESS

CONTACT PERSON E-MAIL ADDRESS

TITLE PHONE NUMBER

FAX NUMBER

APPROXIMATE NUMBER OF PCS SOLD TO THIS CUSTOMER/CLIENT IN PAST 12 MONTHS.

FIRM OR ENTITY (Customer/Client)

ADDRESS

CONTACT PERSON E-MAIL ADDRESS

TITLE PHONE NUMBER

FAX NUMBER

APPROXIMATE NUMBER OF PCS SOLD TO THIS CUSTOMER/CLIENT IN PAST 12 MONTHS.

FIRM OR ENTITY (Customer/Client)

ADDRESS

CONTACT PERSON E-MAIL ADDRESS

TITLE PHONE NUMBER

APPROXIMATE NUMBER OF PCS SOLD TO THIS CUSTOMER/CLIENT IN PAST 12 MONTHS.

FAX NUMBER

RFP # 11/12-09 Technology Refresh Program

Reference Check Form

Request for Proposals (RFP) # 11/12-09 Technology Refresh Program

REFERENCE CHECK FORM Date:

_____________________________________________________________________________________________

To:

_____________________________________________________________________________________________ _____________________________________________________________________________________________

From:

_____________________________________________________________________________________________

Valencia College is conducting a reference check on (_________________) for the above mentioned project, and your company was listed as a reference. Please answer the following questions and fax your response to 407-582 1209, or e-mail it to valenciaprocurement@valenciaccollege.edu by (date and time). Thank you.

Scoring Scale: 0 Points:

1 Point

2 Points

3 Points

4 Points

Unacceptable

Marginal

Acceptable

Exceeds Acceptable

Outstanding

Approximate number of PCS sold to this customer/client in past 12 months:

_____________

QUESTIONARIE: Please score the following questions for the above mentioned firm according with the indicated scale: 1. Please rate this supplierâ&#x20AC;&#x2122;s ability to supply the computers and equipment requested by your organization

( __________ )

2. Responsiveness to inquiries and issues

( __________ )

3. Availability of product and speed of delivery

( __________ )

4. Availability of Product and speed of delivery

( __________ )

5. Ease of ordering

( __________ )

Total

( Total Score

)Ăˇ5

( ______________ )

Comments:

Signature:

__________________________________________

Title: _______________________________________________

Name:

__________________________________________

Date: _______________________________________________

RFP # 11/12-09 Technology Refresh Program

O. Insurance Schedule RFP # 11/12-09 Technology Refresh Program Policy

Minimum Limits

(1)

Workers Compensation

Statutory including â&#x20AC;&#x153;Waiver of Subrogationâ&#x20AC;? endorsement

(2)

*Comprehensive General Liability Insurance (1) Bodily Injury Liability

$1,000,000 Each person $2,000,000 Aggregate arising out of the same incident or occurrence

(2) Property Damage

$1,000,000 Each Occurrence $2,000,000 Aggregate $2,000,000 Fire

(3)

Comprehensive Automobile Liability Insurance (1) Bodily Injury Liability

$500,000 each person $1,000,000 each occurrence or accident

(2)Property Damage

$200,000 each occurrence

(4)

Products Liability

$2,000,000

(5)

Excess Umbrella coverage

$10,000,000

(6)

Professional Liability / Errors and Omissions Insurance

$2,000,000

*Comprehensive Liability to include, but not be limited to: 1. Consumption or use of products; 2. Existence of equipment or machines on location; 3. Contractual obligations to customers.

RFP # 11/12-09 Technology Refresh Program

Authorized Signatories Form

RFP # 11/12-09 Technology Refresh Program The supplier represents that the following person is authorized to sign contracts and related documents to which the supplier will be duly bound Identification (Company Name, and DBA name â&#x20AC;&#x201C; if applicable) Purchasing Address

City

State

ZIP

Alternate Purchasing Address (if applicable)

City

State

ZIP

Remittance Address

City

State

ZIP

Phone Number

Facsimile Number

Web Address

E-mail Address

Contact Person

Title

Company is

Type of Service or Commodity (Required to be added to supplier list) Federal Employer Identification Number (FEIN, 9digit) _____________________________________

Social Security Number (SSN) _______________________________

Valencia collects supplier social security number information in order to file the required information returns with the Internal Revenue Service, as authorized by federal law, Internal Revenue Code, Section 6109; Title 26 US Code.

Are you a 1099 recipient?

If YES, under what name. (A W9 form must be filled out and signed before payment is permitted)

Ownership (reference Federal Register 49 CFR, Part 23 and 287.094 Florida statutes) Certified by State, County , City or FMSDC? Y N For Minority Ownership (non-Caucasian), check applicable box: ___________ Name (Print)

If Certified, please submit certificate

Authorized Signature Title

RFP # 11/12-09 Technology Refresh Program

Acknowledgement of Addenda

RFP # 11/12-09 Technology Refresh Program The supplier shall acknowledge receipt of any addenda issued to the solicitation by completing the blocks below or by completion of the applicable information on the addendum and returning it no later than the date and time for receipt of the RFP. Failure to acknowledge an addendum that has a material impact on the solicitation may negatively impact the responsiveness of your RFP. Material impacts include but are not limited to changes to specifications/scope of work, delivery time, performance period, quantities, bonds, letters of credit, insurance, qualifications, etc.

Addendum No.

_____________________

Date

__________________________

Addendum No.

_____________________

Date

__________________________

Addendum No.

_____________________

Date

__________________________

Addendum No.

_____________________

Date

__________________________

RFP # 11/12-09 Technology Refresh Program

Drug-Free Workplace Form

RFP # 11/12-09 Technology Refresh Program The undersigned supplier, in accordance with Florida ______________________________________________ does:

Statute

287.087

hereby

certifies

that

Name of Business

Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

Inform employees about the dangers of drug abuse in the workplace, the businessâ&#x20AC;&#x2122;s policy of maintaining a drugfree workplace, any available drug counseling, rehabilitation, employee assistance programs and the penalties that may be imposed upon employees for drug abuse violations.

Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in Paragraph 1.

In the statement specified in Paragraph 1, notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Florida Statute 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employeeâ&#x20AC;&#x2122;s community, by any employee who is so convicted.

Make a good faith effort to continue to maintain a drug-free workplace through implementation of Paragraphs 1 thru 5. As the person authorized to sign this statement, I certify that this firm complies fully with above requirements. Proposerâ&#x20AC;&#x2122;s Signature __________________________________________________________ Name

__________________________________________________________

Title

__________________________________________________________

Date

__________________________________________________________

RFP # 11/12-09 Technology Refresh Program

Public Entity Crimes

RFP # 11/12-09 Technology Refresh Program Any person submitting a bid or qualification in response to this invitation must execute the enclosed for PUR 7068, SWORN STATEMENT UNDER PARAGRAPH 287.133(3)(A), FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES, including proper check(s), in the space(s) provided, and enclose it with the bid or qualification. However, if you have provided the completed form to the submittal address listed in this Invitation and it was received on or after January 1, 1995, another completed form is not required for the remaining calendar year. THIS FORM MUST BE SIGNED IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS. 1.

This sworn statement is submitted to:

__________________________________________________________ (print name of the public entity)

By ________________________________________________________________________ (print name of entity submitting sworn statement)

whose business address is _______________________________________________________________________ and (if applicable) itâ&#x20AC;&#x2122;s Federal Employer Identification No. (FEIN) is: ____________________________ (If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement: 2.

I understand that a "public entity crime" as defined in Paragraph 287.133(1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or of the United States, including, but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.

understand that "convicted" or "conviction" as defined in Paragraph 287.133(1)(b), Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, non jury trial, or entry of a plea of guilty or nolo contendere.

understand that an "affiliate" as defined in Paragraph 287.133(1)(a), Florida Statutes, means: 1.

A predecessor or successor of a person convicted of a public entity crime: or

An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term "affiliate" includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value under an arm's length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate.

I understand that a "person" as defined in Paragraph 287.133(1)(e), Florida Statutes, means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term "person" includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity.

Based on information and belief, the statement which I have marked below is true in relation to the entity

RFP # 11/12-09 Technology Refresh Program

submitting this sworn statement. (Indicate which statement applies.) Neither the entity submitting this sworn statement, nor any officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity have been charged with and convicted of a public entity crime subsequent to July 1, 1989. (_____) The entity submitting this sworn statement, or one or more of the officers, directors, executive, partners, shareholders, employees, members, or agents who are active in management of the entity or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. (_____) The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted supplier list (attach a copy of the final order). I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES FOR CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM. Sworn to and subscribed before me this ______ day of _______________ of 2011 Personally known ___ ___ OR Produced identification _____ Notary Public - State of _____________________ (Type of identification) __ _______________________________ My commission expires

_______________

(Printed, typed and/or stamped commissioned name of Notary Public)

A person or affiliate who has been placed on the convicted firm list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a firm, firm, Sub-firm, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of thirty-six months from the date of being placed on the convicted firm list.

RFP # 11/12-09 Technology Refresh Program

7. Attachments A. Evaluation Form Phase #1 Submittal Evaluation

RFP # 11/12-09 Technology Refresh Program PHASE #1 SUBMITTAL EVALUATION

FIRM: POINTS

CRITERIA

SCORE

No. 1

Hardware Offered/Pricing

20%

0.00

No. 2

Pricing Formula

15%

0.00

No. 3

Peripheral Hardware and Consulting Services

10%

0.00

No. 4

Maintenance Terms and Conditions, Geographic Availability

10%

0.00

No. 5

Delivery/Installation Terms and Conditions

0.00

No. 6

Additional Services, Pricing and Pre-Load Software

0.00

No. 7

Refresh/Trade-In Terms

0.00

No. 8

Financing Terms and Conditions

10%

0.00

No. 9

Lease Terms and Conditions

10%

0.00

No. 10

Other Issues as Identified – Issues Questions

0.00

No. 11

References

0.00

100%

0.00

TOTAL - Maximum Points Scoring Scale 0 Points 1 Point 2 Points 3 Points 4 Points

Unacceptable Marginal Acceptable Exceeds Acceptable Outstanding

Evaluator’s Name: Signature Date

RFP # 11/12-09 Technology Refresh Program

B. Evaluation Form Phase #2 Equipment Evaluation

RFP # 11/12-09 Technology Refresh Program PHASE #2 EQUIPMENT EVALUATION

FIRM: POINTS

CRITERIA

SCORE

No. 1

Functionality, Reliability, Speeds & Feeds

35%

0.00

No. 2

Ease of on-site diagnostics/repair (college personnel)

25%

0.00

No. 3

Technical Support

10%

0.00

No. 4

Delivery: equipment delivered within five business days of Notification

10%

0.00

Financial Stability

20%

0.00

100%

0.00

No. 5

TOTAL - Maximum Points Scoring Scale 0 Points 1 Point 2 Points 3 Points 4 Points

Unacceptable Marginal Acceptable Exceeds Acceptable Outstanding

Evaluatorâ&#x20AC;&#x2122;s Name: Signature Date

RFP # 11/12-09 Technology Refresh Program

C. Evaluation Form Phase #3 Presentation Evaluation

RFP # 11/12-09 Technology Refresh Program PHASE #3 PRESENTATION EVALUATION

FIRM: POINTS

CRITERIA No. 1

On-line catalog and ordering capabilities

No. 2

Web-page capability providing configuration specs and pricing

SCORE

30%

0.00

20%

0.00

No. 3

Automated reporting capabilities

20%

0.00

No. 4

Apparent ability to perform

15%

0.00

No. 5

Demonstrated ability to successfully manage a multiple year, multiple institution agreement as proposed

15%

0.00

100%

0.00

TOTAL - Maximum Points Scoring Scale 0 Points 1 Point 2 Points 3 Points 4 Points

Unacceptable Marginal Acceptable Exceeds Acceptable Outstanding

Evaluatorâ&#x20AC;&#x2122;s Name: Signature Date