REQUEST FOR QUOTATION ACQ RFQ. For. IBM Mainframe Storage Equipment Maintenance and Support. Response Due Date: January 6, :00 PM

Transcription

1 REQUEST FOR QUOTATION ACQ RFQ For IBM Mainframe Storage Equipment Maintenance and Support Response Due Date: January 6, :00 PM The RFQ Coordinator is the SOLE POINT OF CONTACT at WSDOT for this procurement. All communication between the bidding Proposers and WSDOT shall be with the RFQ Coordinator. Tim Carroll, RFQ Coordinator Phone:

2 CONTENTS PURPOSE... 3 SPECIFICATIONS... 3 RFQ COORDINATOR... 4 VENDORS QUESTIONS AND ANSWERS... 4 DEFINITIONS... 4 SCHEDULE... 5 RFQ CHANGES... 6 VENDOR QUOTE... 6 ERRORS IN RESPONSE... 6 MINORITY AND WOMEN S BUSINESS ENTERPRISES (MWBE)... 6 WITHDRAWAL OF RESPONSE... 6 RIGHT TO CANCEL... 6 SELECTION OF APPARENTLY SUCCESSFUL VENDOR... 6 NOTIFICATION OF AWARD... 7 CANCELLATION OF ASV AWARD... 7 PROTESTS... 7 INCORPORATION OF DOCUMENTS INTO CONTRACT... 7 PERIOD OF PERFORMANCE... 7 VENDOR INVOICE... 7 EXHIBIT A COST SCHEDULE EXHIBIT B COMPLAINT AND PROTEST PROCEDURES EXHIBIT C OMWBE CERTIFICATION State of Washington Page 2 of 16 ACQ RFQ

3 PURPOSE The Washington State (WSDOT) is offering this Request for Quotation (RFQ) to solicit quotes from vendors interested in providing IBM Hardware and Software maintenance and support for IBM s z10 mainframe, DS6800 storage subsystem, printers and associated software programs as identified in Exhibit A to establish a one (1) year contract with four (4) - one (1) year options to extend. SPECIFICATIONS Coverage The required maintenance coverage is 24 hours per day, seven days a week, including holidays. IBM Premier Partners Only IBM Premier Business Partners are allowed to submit a response to this Request for Quotes. Please provide a letter from the manufacture certifying that you are a Premier Business Partner. Maintenance Cost Maintenance cost is to be inclusive of all time and materials needed to maintain equipment. On-site Maintenance Awarded vendor will be required to provide on-site maintenance within four-hours of contact by WSDOT. Call Back Awarded vendor will be required to provide a call back within 1 hour of contact by WSDOT WSDOT-issued Order Document Following Notification of Award, WSDOT will issue via an Order Document to ASV for the initial year of maintenance. Order Documents will be issued annually thereafter for optional renewal terms. Vendor must provide acknowledgement and acceptance of the Order Document within two (2) Business Days. Maintenance Term The initial term for maintenance will be scheduled from February 1, 2014 through January 31, Mandatory Technical Requirements Hardware and Software Maintenance Initial Year Vendor shall provide a quote for one (1) year of hardware and Software maintenance for the equipment identified in Exhibit A. State of Washington Page 3 of 16 ACQ RFQ

4 Optional Hardware and Software Maintenance Additional Terms Vendor shall provide a quote for hardware and software maintenance for four (4) additional one-year terms beyond the initial year for the equipment identified in Exhibit A. Before each additional one-year maintenance renewal, WSDOT reserves the right to cancel maintenance on any equipment which is no longer in service and the cost of maintenance will be reduced accordingly. Payment of Multiple Years of Maintenance Forbidden WSDOT is unable to make prepayment for multiple years of hardware and software maintenance. RFQ COORDINATOR All communication regarding this RFQ, whether written or oral, must be directed exclusively to the RFQ Coordinator or his/her designee: Tim Carroll, RFQ Coordinator Washington State Administrative Contracts Office Voice: (360) FAX: (360) carrolt@wsdot.wa.gov You shall submit your proposal electronically and any communications required for the RFQ, except for any protests, to the RFQ Coordinator specified above. Communication regarding this RFQ with any other WSDOT personnel will be considered unofficial and non-binding to WSDOT. Vendors are to rely on written statements issued by the RFQ Coordinator. Communication directed to parties other than the RFQ Coordinator may result in disqualification of the vendor. VENDORS QUESTIONS AND ANSWERS Specific questions concerning this RFQ must be submitted via to the RFQ Coordinator at carrolt@wsdot.wa.gov Faxed and submission of questions is acceptable. The RFP Coordinator must receive questions no later than 10:00 a.m. the date specified in Schedule of Procurement Activities. DEFINITIONS The following definitions will be in force when used in this RFQ and/or any purchase resulting from this RFQ. Apparently Successful Vendor (ASV) shall mean the Vendor(s) who: (1) meets all the requirements of this RFQ, and (2) submits the lowest bid. State of Washington Page 4 of 16 ACQ RFQ

5 Business Day shall mean Monday through Friday, 8:00 a.m. to 5:00 p.m., Pacific Time, except for holidays observed by the State of Washington. Contract Period of Performance shall mean the complete period of time Services shall be rendered to WSDOT for any resulting contract from this RFQ. RFQ shall mean Request for Quote. Services shall mean those Services provided by Vendor relating to the solicitation, and/or activities that are appropriate to the scope of this RFQ. State shall mean the state of Washington. Vendor shall mean as the context requires, the responding Vendor, its employees and agents; any firm, provider, organization, individual, or other entity performing the business activities under this RFQ. WSDOT will mean the Washington State, and any of the officers or other officials lawfully representing the. SCHEDULE This RFQ is being issued under the following Schedule. The Response deadlines are mandatory and non-negotiable. Failure to meet any of the required deadlines will result in disqualification from participation. RFQ PROCUREMENT SCHEDULE Activity Due Dates Time Issue RFQ 12/12/2013 Questions Due 12/18/ :00 AM Answers to Questions Posted 12/20/2013 Responses Due 1/6/ :00 AM Evaluation of Responses 1/7/2014 Send Notification of Apparently Successful Vendor 1/8/2014 Contract Start Date 2/1/2014 Times given are for Pacific Standard Time (PST) or Pacific Daylight Time (PDT), as appropriate. WSDOT reserves the right to revise the above schedule at its sole discretion. State of Washington Page 5 of 16 ACQ RFQ

6 RFQ CHANGES WSDOT reserves the right to make changes to this RFQ at any time prior to the RFQ response deadline. In the event that it becomes necessary to revise or correct any portion of the RFQ, participating Vendors will be notified. It is the Vendors responsibility to ensure that they have reviewed and incorporated all changes to the RFQ prior to submitting their response. VENDOR QUOTE Quotes provided in response to this RFQ must be submitted using Exhibit A. Cost Proposal Sheet must include all costs to WSDOT and shall remain in effect for a minimum of ninety (90) calendar days following submittal. Unsigned Vendor quotes shall be considered non-responsive. Award will be based solely on the lowest price for cost as provided in Vendor s submittal of Exhibit A. ERRORS IN RESPONSE WSDOT is not liable for any errors in Vendor responses. Vendors will not be allowed to alter response documents after the deadline for response submission. Vendors are liable for all errors or omissions contained in their responses. MINORITY AND WOMEN S BUSINESS ENTERPRISES (MWBE) WSDOT strongly encourages participation of minority and women businesses. Vendors who are OMWBE certified or intend on using OMWBE certified subcontractors should identify such participation in EXHIBIT C: OMWBE Certification. WITHDRAWAL OF RESPONSE Vendors may withdraw a Response that has been submitted at any time up to the Response due date and time (identified on the Schedule). To accomplish Response withdrawal, a written request signed by an authorized representative of Vendor must be submitted to the RFQ Coordinator. After withdrawing a previously submitted Response, Vendor may submit another Response at any time up to the Response submission deadline. RIGHT TO CANCEL WSDOT reserves the right to cancel or reissue this acquisition at any time without obligation or liability. WSDOT is not liable for any costs incurred by Vendors in the preparation and submission of quotation to this RFQ. State of Washington Page 6 of 16 ACQ RFQ

7 SELECTION OF APPARENTLY SUCCESSFUL VENDOR All Vendors responding to this solicitation will be notified when WSDOT has determined the Apparent Successful Vendor (ASV). The ASV will be the respondent who: (1) meets all the requirements of this RFQ; and (2) submits the lowest price quote as specified in this RFQ. The date of announcement of the ASV will be the date the e- mail is sent. NOTIFICATION OF AWARD The ASV will receive a Notification of Award from the RFQ Coordinator as noted on the RFQ Procurement Schedule. CANCELLATION OF ASV AWARD WSDOT, at its sole discretion, reserves the right to cancel award to ASV if Vendor cannot meet the requirements RFQ within five (5) business days following award notification. PROTESTS Vendors who have submitted a Response to this solicitation and have had a debriefing conference may make protests. Upon completion of the debriefing conference, a Vendor is allowed five (5) Business Days to file a formal protest of the solicitation with the RFQ Coordinator. Further information regarding the grounds for, filing and resolution of protests is contained in Exhibit B: Complaint and Protest Procedures. INCORPORATION OF DOCUMENTS INTO CONTRACT This solicitation document and the Response will be incorporated into any resulting Contract. PERIOD OF PERFORMANCE Any awarded contract resulting from this RFQ shall be for a one (1) Year term. The period of performance of any contract resulting from this RFQ shall start no later than February 1, WSDOT reserves the right to extend the contract for up to four (4) additional one (1) year periods at no additional price increases. The overall term of any Contract awarded resulting from this RFQ shall not exceed five (5) years. Amendments extending the period of performance, if any, shall be at the sole discretion of WSDOT. VENDOR INVOICE Any Vendor responding to this RFQ must be able to submit a properly prepared invoice to WSDOT no later than thirty (30) Calendar days following Vendor acceptance of the WSDOT-issued Order Document. Vendor will submit properly itemized invoices on an annual basis to WSDOT. Vendor shall submit properly itemized invoices to include the following information, as applicable: a) WSDOT Contract number KXXX; State of Washington Page 7 of 16 ACQ RFQ

8 b) Vendor name, address, phone number, and Federal Tax Identification Number; c) Description of Services provided; d) Term Date of maintenance period; e) Vendor s price for each item; f) Net invoice Price for each item; g) Applicable taxes; h) Total invoice Price; and i) Payment terms and any available prompt payment discount. Incorrect or incomplete invoices will be returned by WSDOT to Vendor for correction and reissue. The state of Washington prefers to utilize electronic payment in its transactions. The ASV will be requested to complete the necessary forms to authorize such payment method. This allows you, as a vendor, to receive payments from all participating state agencies by direct deposit. State of Washington Page 8 of 16 ACQ RFQ

9 Exhibit A- Cost Proposal Sheet Equipment (hardware) and Software Maintenance Award is based solely upon Total Equipment (hardware) AND Software Maintenance (5 year total) PRICE. WSDOT will use the price provided by Vendor identified as the Fixed Price Quotation and used to determine Apparent Successful Vendor (ASV). The IBM equipment (hardware) maintenance consists of the following components: Year 1 Years 2-5 IBM z/10 BC Mainframe 2098 H01 6E0D6 $ $ IBM Total Storage DS E0D6 $ $ IBM Line Matrix Printer Infoprint PK559 $ $ IBM Line Matrix Printer Infoprint PK560 $ $ Total Equipment (Hardware) Maintenance Payment Year 1: Total Equipment (Hardware) Maintenance Payment Year 2-5: Equipment (Hardware) Maintenance (5-year total) $ $ $ Software Maintenance The IBM software consists of the following components: IBM z/os V1 Base 5694A01 $ $ IBM z/os V1 DFSMS DSSHSM 5694A01 $ $ IBM X/OS V1 RMF 5694A01 $ $ IBM COBOL Alternative Function 5655G53 $ $ IBM CICS TS for z/os V4 5655S97 $ $ IBM Compatibility Fonts 5655M32 $ $ IBM PSF V4 for z/os 5655M32 $ $ IBM COBOL V4 5655S71 $ $ IBM DITTO/ESA for MVS $ $ IBM SDF II MVS $ $ IBM PPFA/ $ $ IBM Tivoli AF/Oper for z/os S&S 5608S70 $ $ IBM CL/Supersession S&S 5655P06 $ $ Total Software Maintenance Payment Year 1: $ Total Software Maintenance Payment Year 2-5: $ Software Maintenance (5-year total) $ State of Washington Page 9 of 16 ACQ RFQ

10 TOTAL EQUIPMENT (hardware) and Software Maintenance Payment Total Equipment (hardware) and Software Maintenance Payment Year 1: $ Total Equipment (hardware) and Software Maintenance Payment Year 2-5: $ TOTAL Equipment (Hardware) and Software Maintenance (5-year total) $ WSDOT will not accept unsigned Vendor quotes submitted in response to ACQ RFQ. Vendor Name: Authorized Vendor Representative Name (Print): Authorized Vendor Representative Signature: Date: State of Washington Page 10 of 16 ACQ RFQ

11 EXHIBIT A- COST PROPOSAL SHEET EQUIPMENT (HARDWARE) AND SOFTWARE MAINTENANCE AWARD IS BASED SOLELY UPON TOTAL EQUIPMENT (HARDWARE) AND SOFTWARE MAINTENANCE (5 YEAR TOTAL) PRICE. WSDOT WILL USE THE PRICE PROVIDED BY VENDOR IDENTIFIED AS THE FIXED PRICE QUOTATION AND USED TO DETERMINE APPARENT SUCCESSFUL VENDOR (ASV). The IBM equipment (hardware) maintenance consists of the following components: Year 1 Years 2-5 IBM z/10 BC Mainframe 2098 H01 6E0D6 $ $ IBM Total Storage DS E0D6 $ $ IBM Line Matrix Printer Infoprint PK559 $ $ IBM Line Matrix Printer Infoprint PK560 $ $ Total Equipment (Hardware) Maintenance Payment Year 1: Total Equipment (Hardware) Maintenance Payment Year 2-5: Equipment (Hardware) Maintenance (5-year total) $ $ $ Software Maintenance The IBM software consists of the following components: IBM z/os V1 Base 5694A01 $ $ IBM z/os V1 DFSMS DSSHSM 5694A01 $ $ IBM X/OS V1 RMF 5694A01 $ $ IBM COBOL Alternative Function 5655G53 $ $ IBM CICS TS for z/os V4 5655S97 $ $ IBM Compatibility Fonts 5655M32 $ $ IBM PSF V4 for z/os 5655M32 $ $ IBM COBOL V4 5655S71 $ $ IBM DITTO/ESA for MVS $ $ IBM SDF II MVS $ $ IBM PPFA/ $ $ IBM Tivoli AF/Oper for z/os S&S 5608S70 $ $ IBM CL/Supersession S&S 5655P06 $ $ Total Software Maintenance Payment Year 1: $ Total Software Maintenance Payment Year 2-5: $ Software Maintenance (5-year total) $ State of Washington Page 11 of 16 ACQ RFQ

12 TOTAL EQUIPMENT (hardware) and Software Maintenance Payment Total Equipment (hardware) and Software Maintenance Payment Year 1: $ Total Equipment (hardware) and Software Maintenance Payment Year 2-5: $ TOTAL Equipment (Hardware) and Software Maintenance (5-year total) $ WSDOT will not accept unsigned Vendor quotes submitted in response to ACQ RFQ. Vendor Name: Authorized Vendor Representative Name (Print): Authorized Vendor Representative Signature: Date: State of Washington Page 12 of 16 ACQ RFQ

13 EXHIBIT B: COMPLAINT AND PROTEST PROCEDURES COMPLAINT PROCESS THIS COMPLAINT PROCEDURE IS AVAILABLE TO VENDORS WITH UNRESOLVED ISSUES OR CONCERNS THAT WERE NOT ADDRESSED OR RESOLVED DURING THE QUESTION AND ANSWER PERIOD OF THE SOLICITATION. VENDOR COMPLAINTS MUST BE RECEIVED, IN WRITING, BY THE SOLICITATION COORDINATOR NOT LESS THAN FIVE (5) BUSINESS DAYS PRIOR TO THE DEADLINE FOR BID SUBMISSION. GROUNDS FOR COMPLAINT Written complaints may be based only on the following: The solicitation unnecessarily restricts competition; The solicitation evaluation or scoring process is unfair or flawed; or The solicitation requirements are inadequate or insufficient to prepare a response. Complaints not based on these criteria will not be considered. FORMAT AND CONTENT Vendors making a complaint shall include in their written complaint to WSDOT all facts and arguments upon which the Vendor relies. Vendors shall, at a minimum, provide the following in their written complaint: The name of the protesting Vendor, its mailing address and phone number, and the name of the individual responsible for submission of the protest; The solicitation document name and number and reference to WSDOT as the issuing agency ; Specific and complete statement of WSDOT s action(s) that is the subject of the complaint; Specific reference to the basis for the complaint; and Description of the relief or corrective action requested. AGENCY REVIEW PROCESS Upon receipt of a complaint, the Solicitation Coordinator or his or her designee will consider all the facts available and respond in writing prior to the deadline for bid submissions. The complaint response and any changes to the solicitation arising from the complaint shall be posted on WEBS as an amendment to the solicitation. State of Washington Page 13 of 16 ACQ RFQ

14 The Solicitation Coordinator s response to the complaint is final and not subject to administrative appeal. A copy of this response will be sent to the Secretary s Office or designee. Issues raised in a complaint may not be raised again during the protest period PROTEST PROCEDURES Procedure This protest procedure is available to Vendors who submitted a Response to this solicitation and have requested and attended a debriefing conference. Protests must be made to WSDOT after the Apparently Successful Vendor (ASV) has been announced. To be considered, Vendor protests must be received, in writing, by WSDOT within five (5) Business Days after the Vendor debriefing conference. Grounds for protest are: a) Arithmetic errors were made in computing the score; b) The agency failed to follow procedures established in the solicitation document or applicable state or federal laws or regulations; or c) There was bias, discrimination or conflict of interest on the part of an evaluator. d) Protests not based on these criteria will not be considered. Procedure for Protest A Vendor must file a written protest with WSDOT within five (5) Business Days after their debriefing conference. WSDOT will immediately notify Department of Enterprise Services (DES) of receipt of the protest. WSDOT will also postpone further steps in the acquisition process until the protest has been resolved. A protest shall be in writing, shall contain the facts and arguments upon which the protest is based, and shall be signed by a person authorized to bind the Vendor to a contractual relationship. At a minimum, the protest shall include the following information: a) The name of the protesting Vendor, its mailing address and phone number, and the name of the individual responsible for submission of the protest. b) The solicitation document name and number and reference to WSDOT as the issuing agency. c) Specific and complete statement of WSDOT s action(s) being protested. d) Specific reference to the grounds for the protest. e) Description of the relief or corrective action requested. Protests shall be addressed to: Chief Information Officer Washington State 7345 Linderson Way SW State of Washington Page 14 of 16 ACQ RFQ

15 Tumwater, WA The Vendor shall also forward a copy to the WSDOT Solicitation Administrator at the same time the protest is sent to the Chief Information Officer. The Agency Review Process Upon receipt of a Vendor's protest, the agency will postpone signing a Work Order with the ASV until the Vendor protest has been resolved. a) The agency will perform an objective review of the protest, by individuals not involved in the acquisition process being protested. The review shall be based on the written protest material submitted by the Vendor and all other relevant facts known to the agency. b) The agency will render a written decision to the Vendor within five (5) Business Days after receipt of the Vendor protest, unless more time is needed. The protesting Vendor shall be notified if additional time is necessary. The Agency Determination The final determination shall: a) Find the protest lacking in merit and uphold the agency s action; b) Find only technical or harmless errors in the agency s acquisition process conduct, determine the agency to be in substantial compliance, and reject the protest; c) Find merit in the protest and provide the agency with options that may include: 1. Correct errors and reevaluate all proposals; or 2. Reissue the solicitation document; or 3. Make other findings and determine other courses of action as appropriate. d) Not require the agency to award the Work Order to the protesting party or any other Vendor, regardless of the outcome. e) The determination of the agency is final and no further administrative appeals are available. State of Washington Page 15 of 16 ACQ RFQ

16 EXHIBIT C: OMWBE CERTIFICATION ACQ RFQ Minority and Women's Business Enterprises (MWBE) Participation MWBE participation is defined as Certified MBEs and WBEs bidding as prime Contractor or prime Contractor firms subcontracting with certified MWBEs. For questions regarding the above, contact Office of MWBE, (360) MBE FIRM NAME MBE CERTIFICATION NO. PARTICIPATION *PERCENTAGE WBE FIRM NAME WBE CERTIFICATION NO. PARTICIPATION *PERCENTAGE *Certification number issued by Office of Minority and Women's Business Enterprises. Name of Vendor completing this Certification: State of Washington Page 16 of 16 ACQ RFQ