AMERICAN SAMOA POWER AUTHORITY OFFICE OF PROCUREMENT REQUEST FOR PROPOSAL ( RFP ) SUPPLY of AUTOCAD SOFTWARE and ACAD USER TRAINING.

Transcription

1 AMERICAN SAMOA POWER AUTHORITY OFFICE OF PROCUREMENT REQUEST FOR PROPOSAL ( RFP ) SUPPLY of AUTOCAD SOFTWARE and ACAD USER TRAINING April 19, 2011 RFP NO. FY ESD ANDRA SAMOA Chief Executive Officer

2 NOTICE TO April 2011 NO.: PROJECT: of AutoCad..."trw':> and Training DATE/TIME: May 19,2011,2:00 p.m. American time American Power Authority (ASPA) hereby this Request (lirfp") to supply structure AutoCad with ",nor,ti,., provided box, or or box must attention loana not be opened or provide written verifiable set forth V";;''''U..H.'',U'-'''''''' and Conditions. A complete package be picked ASPA Triple S You website: more information about RFP, may contact: Ioana UH, or or Mr. Joachim American Power Authority reserves the right to: 1. Reject proposals a new or RFP. 2. additional information from submitting nhpl"n1" 3. Select a firm award based on other than (e.g. capability to complete in a timely or proven capabilities). 4. a contract firm selected for award. 5. any violations set up in RFP at discretion. Andra "'",rnn", Chief 4",L '1;.J..<JjI

3 SIGNIFICANT DATES The following are the significant dates for the RFP and the Anticipated Contract and Scheduling Dates: April 19, 2011 RFP Advertisement April 26, 2011 Deadline for submitting questions/inquiries/clarifications May 3, 2011 Issue addendum to address questions and or clarifications as necessary. May 19, 2011 Closing Date 2:00 p.m. American Samoa time) May 20, 2011 Procurement to review proposal submittals for completion & compliance May 23, 2011 Source Evaluation Board (SEB) 1 st meeting to review proposals May 30, 2011 SEB submit recommendations to Procurement Manager May 31, 2011 Procurement Manager submits SEB recommendations to the CFO. June 6, 2011 CFO submits to the Board Chairman and CEO for review, approval & final decision June 13, 2011 Inform Successful Offeror June 17, 2011 Purchase Order Issuance Page 3 of 17

4 REQUEST FOR PROPOSALS AMERICAN SAMOA POWER AUTHORITY: OFFICE OF PROCUREMENT P.O. BOX PPB PAGO PAGO, AS (684) Ioana S. Uli MANAGER, PROCUREMENT OFFICE DATED ISSUED: April 19, 2011 REQUEST FOR PROPOSALS NO: FY ESD Supply of AutoCad Software and ACAD User Training INSTRUCTIONS: This REQUEST FOR PROPOSAL shall require an original, one PDF electronic copy, and five (5) hard copies that must be received at the ASPA Procurement Office no later than 2:00 p.m. on May 19, The envelope or box must be labeled RFP No. FY ESD Supply of AutoCad Software and ACAD User Training. Late submittals will not be opened or considered and will be determined to be non responsive. All Offerors shall provide sufficient written and verifiable information that responds to the requirements set forth herein and in the attached Scope of Work. 1) Pre Proposal Questions Any pre quote questions and/or clarifications shall be submitted to or the Procurement Manager in writing (through electronic mail or hard copy). Questions and/or clarifications are welcome and should be submitted no later than 4:00 p.m. American Samoa time on April 26, The ASPA shall issue addenda to address any questions and/or clarifications as necessary. NOTE TO OFFERORS: This Proposal is subject to the General Terms and Conditions and the attached Special Terms and Conditions of the Request for Proposals for the Supply of AutoCad Software and ACAD User Training. The undersigned offers and agrees to furnish within the time specified, the articles and services at the price stated opposite the respective terms listed on the schedule provided, unless otherwise specified by an Offeror. In consideration to the expense of the American Samoa Power Authority in opening, tabulating, and evaluating this and other proposals, and other considerations such as the schedule, the undersigned agrees that this proposal shall remain firm and irrevocable within One Hundred Twenty (120) calendar days from the date opening to supply any or all of the items which prices are proposed. SIGNED: DATE Page 4 of 17

5 AMERICAN SAMOA POWER AUTHORITY GENERAL TERMS AND CONDITIONS I. INTRODUCTION: The American Samoa Power Authority (ASPA) is the island based electric, solid waste, water, and wastewater utility for the United States Territory of American Samoa. ASPA provides engineering design for many of its own capitol improvement projects. The Territory of American Samoa comprises seven islands with a total land area of 76 square miles, and it is located in the tropics at 14 degrees south latitude and degrees west longitude. The Samoan Islands are sited approximately 2,300 miles southwest of Hawaii, more than 4,100 miles southwest of San Francisco CA, 1,600 miles northeast of New Zealand, and almost 2,700 miles northeast of Sydney, Australia. American Samoa is the only United States territory south of the equator. II. SCOPE OF WORK: A. ASPA is seeking proposals from qualified Respondents to provide networkresident AutoCad software and ACAD user training for ASPA Water and Wastewater Engineering Staff. B. Responding Proponents must submit a complete RFP Response in accordance with the specifications including all requested/required Offer Forms for evaluation by ASPA. C. Per the specifications outlined in this RFP, and as a minimum but subject to increased unit numbers, the successful respondent must supply the following software: 1. AutoCad LT 2012 Network License DVD with 1 year subscription: 7 ea. 2. AutoCad Civil 3D 2012 Network License DVD with 1 year subscription: 3 ea. D. As specified herein, the supplied AutoCad software shall meet all requirements as are listed per the specification provided in section IV of this RFP. E. Responding Proponents shall provide an electronic drafting, AutoCad LT 2012 based, refresher training syllabus for up to 16 ASPA staff ACAD users per the specification provided in section IV of this RFP. 1. The AutoCad LT 2012 based refresher syllabus shall be structured as a minimum of 8 hours of classroom instruction. 2. Additional classroom instruction hours may be proposed if deemed necessary to complete the proposed syllabus. F. Responding Proponents shall provide an AutoCad Civil 3D 2012 based training syllabus for up to 8 ASPA staff per the specification provided in section IV of this RFP. Page 5 of 17

6 1. The AutoCad Civil 3D 2012 based syllabus shall be structured as a minimum of 30 hours of classroom instruction. 2. Additional classroom instruction hours may be proposed if deemed necessary to complete the proposed syllabus. 3. Upon completion of the 30 hour training, attendees should possess a level of AutoCad Civil 3D 2012 capability which will allow them to independently continue progressing with development of AutoCad Civil 3D 2012 skills and abilities. III. DESCRIPTION: A. The purpose of this ASPA RFP Number FY ESD is to solicit proposals for Supply of AutoCad Software and ACAD User Training in accordance with all specifications as are described herein. B. As a federally grant funded effort, ASPA qualifies for GSA pricing where and as may be applicable. C. The selected Supplier shall guarantee the quality of the product for no less than one year from the date ASPA receives shipment. D. The Supplier shall replace any product damaged prior to receipt and removal by ASPA from its new product shipment packaging. IV. SPECIFICATIONS FOR AUTOCAD SOFTWARE AND ACAD USER TRAINING: A. Software: 1. AutoCad LT 2012 software shall be manufactured by AutoDesk, Inc. a. Software shall include manufacturer s User Manuals. b. Software shall be for network installation and network access usage. c. Software shall allow for up to seven (7) users (site licenses) to access the AutoCad LT program simultaneously from separate and distinct computers which are connected to the network. d. Annual upgrade subscription fees shall be proposed as optional cost items. e. Software supply/delivery dates shall be specified in written proposal. 2. AutoCad Civil 3D 2012 software shall be manufactured by AutoDesk, Inc. a. Software shall include manufacturer s User Manuals. b. Software shall be for network installation and access usage. c. Software shall allow for up to three (3) users (site licenses) to access the AutoCad Civil 3D 2012 program simultaneously from separate and distinct computers which are connected to the network. Page 6 of 17

7 d. Annual upgrade subscription fees shall be proposed as optional cost items. e. Software supply/delivery dates shall be specified in written proposal. B. ACAD User Electronic Drafting Refresher Training: 1. Proposed refresher training shall be based on the AutoCad LT 2012 software. 2. Responding proponents shall provide all software and computers/hardware as will be required to effectively conduct the training. 3. Attendees shall be provided with software manufacturer produced User Reference Materials. 4. A timeline of dates for delivery of training shall be specified in a written proposal. 5. Responding proponents shall submit a day and hour delineated training syllabus for electronic drafting refresher training. a. The syllabus will extend for a minimum of eight (8) hours. b. Certificates, with Professional Development contact hours listed, shall be issued to all who complete the Electronic Drafting Refresher Training. 6. The training proposal shall accommodate up to 16 attendees or two sets of eight (8) attendees in morning and afternoon class sessions. 7. Electronic drafting refresher training shall minimally include the following topics: a. Initial drawing layout, b. customization of toolbars, c. basic drawing and editing commands, d. advanced editing commands e. importation and exportation of various common file types, f. proper utilization of conventional layering conventions and standards, g. scaling, h. utilization of multiple view ports, i. utilization of paper space, j. utilization of model space, k. creating and editing block features, l. effective display of information via line types and line weights, Page 7 of 17

8 m. correct usage and designation of limits, extents, and views, n. dimensioning, o. plotting, and p. multiple drawing sheet file management. 8. To facilitate RFP evaluation by ASPA personnel, it is expected that additional electronic drafting and AutoCad LT 2012 specific user topics and skills, which are not listed above, will also be specified and scheduled within the training syllabus. C. AutoCad Civil 3D Training: 1. Proposed training shall be based on the AutoCad Civil 3D 2012 software. 2. Responding proponents shall provide all software and computers/hardware as will be required to effectively conduct the training. 3. Attendees shall be provided with software manufacturer produced User Reference Materials. 4. A timeline of dates for delivery of the training shall be specified in a written proposal. 5. Responding proponents shall submit a proposed day and hour delineated training syllabus for AutoCad Civil 3D Training. a. Syllabus will extend for a minimum of 30 hours. b. Certificates, with Professional Development contact hours listed, shall be issued to all attendees who complete the AutoCad Civil 3D training 6. Training proposal shall accommodate up to eight (8) attendees. 7. Training syllabus will be designed to introduce AutoCad Civil 3D software benefits and capabilities to experienced users of older AutoCad software. 8. Upon completion of the hour training, attendees will have been provided with a level of AutoCad Civil 3D 2012 knowledge and instruction which will allow them to independently continue progressing with professional development of AutoCad Civil 3D 2012 skills and abilities. 9. Of primary importance within the AutoCad Civil 3D 2012 training syllabus will be instruction on the following: a. Electronic importation and manipulation of survey data to produce topographic area maps, etc., i. In coordination with the syllabus, local raw ASPA Surveyor s should be incorporated into the training as a project exercise. Page 8 of 17

9 ii. Each training attendee can be expected to independently develop a deliverable product based on the survey raw data set. b. development of data linked plan and profile sheets, and c. development of data linked sections through objects and terrain. 10. To facilitate RFP evaluation by ASPA personnel, it is expected that additional AutoCad Civil 3D 2012 specific user topics and skills, which are not listed above, should also be specified and scheduled within the training syllabus. V. CONTRACT PERIOD: RFP FY ESD is a single, one time procurement action. VI. TYPE OF CONTRACT: A. The AutoCad software and user training delivered by the Responding Supplier shall be provided under a firm fixed unit price basis as per contract agreement terms. B. The Respondent, as an independent supplier, and not as an agent or employee of the American Samoa Power Authority, shall furnish the required materials or services and otherwise do all things necessary to perform the work and services specified in the Scope of Work and to the satisfaction of the ASPA. VII. REPORTS: All invoices shall be submitted directly to the Engineering Service Division (ESD) Manager for verification prior to sending for approval and processing of payments. VIII. DATE/TIME/PLACE FOR PROPOSAL SUBMITTAL: A. Each Respondent must submit all required documentation and proposals in a sealed envelope addressed to the ASPA Procurement Manager. B. An original and five (5) copies of the proposal submittal must be received at the ASPA Procurement Office no later than 2:00 p.m. local time on May 19, C. Late submittals will not be considered and will be determined as non responsive. D. Each respondent shall provide sufficient written and verifiable information that responds to the specifications of this RFP, and which is in accordance with the attached Scope of Work. IX. PRE PROPOSAL QUESTIONS: A. Any pre proposal questions and/or clarifications shall be submitted to the Procurement Manager in writing (through electronic mail or hard copy) no later than April 26, Page 9 of 17

10 B. ASPA shall issue addenda to address questions and/or clarifications as necessary on May 3, C. Complete packages may be picked up from the ASPA Procurement Office in Tafuna. Packages may also be viewed on the ASPA website: D. For more information, please contact, ASPA Procurement Manager Ioana Uli: 1. Telephone: (684) Electronic mail: X. PREPARATION INSTRUCTIONS: A. Respondents shall prepare all proposals in detail accordingly. B. All proposals must specify the following: 1. Required lead times for shipping and handling of the items set forth in this RFP. 2. The per unit price for each deliverable item as listed on the PROPOSAL Form and as is incorporated herein and fully set forth. XI. SELECTION PROCESS: A. Proposals for all specified items will be evaluated by a Source Evaluation Board ( SEB ). B. SEB members will be chosen by the Chief Financial Officer based on recommendation from the Procurement Manager. C. Submittal of a proposal shall constitute a waiver of any challenge or dispute of the SEB members, as well as the choice of methodology set forth on the SEB score sheets. D. The awards will be made by ASPA in accordance with the evaluation criteria set forth herein and with Section of ASPA s Procurement Rules. E. The results of the SEB s evaluation shall be documented and a determination shall be made by the SEB of those responsible Responding Suppliers whose proposals may possibly be selected for award for each type of equipment, in descending order. F. Determination documentation shall be included in the contract file. G. The results of the SEB evaluation will be documented and the SEB determinations will be sent to the Procurement Manager. H. The Procurement Manager, upon receiving the Source Evaluation Board s written recommendations for the best responsive offer shall make a written determination Page 10 of 17

11 of which Responding Supplier s proposal is most advantageous to ASPA and forward that recommendation to the CFO. I. The CFO will forward the final determination to the ASPA Board Chairman and CEO for final approval. J. The Procurement Manager shall notify the selected Responding Supplier accordingly. 1. ASPA reserves the right to make the award to the Responding Supplier who submits a proposal which meets the requirements set forth herein and best meets the needs of ASPA after taking into consideration the aforementioned factors. 2. ASPA reserves the right to select portions of a proposal, or to reject any and all proposals. XII. WITHDRAWAL OF PROPOSAL: A. Any quote may be withdrawn prior to the scheduled time for the opening of quote by notifying ASPA in a written request. B. No proposal may be withdrawn after the time scheduled for opening of proposals. XIII. OPENING AND COMPARISON OF PROPOSALS: A. In accordance with Procurement Rule 3 110, proposals will be opened and recorded as part of the record for the Source Evaluation Board on the date and at the time indicated above. B. Proposals will be opened at the ASPA Procurement Office in Tafuna or in another place designated in writing by the ASPA Procurement Manager. XIV. RFP CONDITIONS: A. ASPA reserves the right to issue any addenda to this RFP. B. Respondents shall send ASPA a signed form confirming receipt of any addenda, and shall submit supporting/additional information as required by any addenda. C. In the event that any Respondent fails to acknowledge receipt of any such addenda in the space provided, his or her proposal shall be considered irregular and will be accepted by ASPA only if it is in ASPA s best interest to accept that proposal. D. If addenda are not received until after the Respondent has submitted his or her proposal, a supplementary proposal may be submitted revising the original proposal. E. All supplementary proposals must be received by ASPA prior to the scheduled time for opening of proposals. XV. PROHIBITION STATEMENT: Page 11 of 17

12 A. No Responding Supplier, Supplier s employees, sub suppliers under this award, and/or sub supplier s employees may engage in severe forms of trafficking in persons during the period of time that the award is in effect. B. No Responding Supplier, Supplier s employees, sub suppliers under this award, and/or sub supplier s employees may use forced labor in the performance of the award or sub awards under the award. XVI. EVALUATION CRITERIA: A. The following criteria will be used by the Source Evaluation Board to evaluate proposals: 1. Price of Autocad LT Software 20 points max. 2. Price of AutoCad Civil 3D Software 20 points max. 3. Value of Autocad LT based Electronic Drafting User Training 20 points max. 4. Value of AutoCad Civil 3D User Training 20 points max. 5. Delivery schedule 5 points max. 6. Clarity and Responsiveness of Proposal 15 points max. B. Best possible award score is 100 points. C. ASPA may reject any proposal, in whole or in part, or reject all proposals if it determines that the lowest proposal exceeds the funds available for purchase, or if the lowest proposal is considered in excess of current reasonable market prices. XVII. DELIVERY: A. All materials must be delivered to the ASPA Compound on Airport Road in Tafuna on Tutuila Island, American Samoa. B. Each Responding Supplier s proposal must clearly describe the following: XVIII. PAYMENT: 1. Method of shipping and material packaging/protection to be utilized for assurance of product protection during transit period(s). 2. Expected date that the items will arrive at ASPA s Tafuna compound A. With submittal of an invoice and a Bill of Lading, or shipper s Tracking Documentation, a net 50% of all software and agreed upon training costs will be remitted. B. 30 days after software items have been received and approved by the ASPA IT Department Manager, the second net 50% of software costs shall be remitted upon submittal of an invoice. Page 12 of 17

13 C. 30 days after software user training has been completed, the second net 50% of training costs shall be remitted upon submittal of an invoice. XIX. MANUFACTURERʹS CERTIFICATE: A. The selected Supplier is required, upon delivery of any item under this contract, to furnish a certificate from the manufacturer indicating that the goods meet the specifications. B. Failure to comply with this request will result in rejection of delivery. XX. INSPECTION: A. All supplies, materials, equipment, or services delivered under the contract shall be subjected to the inspection and/or test conducted by the ASPA at destination. B. If in any case the supplies, materials, equipment, or services are found to be defective in material, workmanship, performance, or otherwise do not conform with the specifications, the ASPA shall have the right to reject the items or require that they be corrected. C. The number of days required for correction will be determined by the ASPA. XXI. SELLER S INVOICES: A. Invoices shall be prepared and submitted in quadruple (one copy shall be marked ʺoriginalʺ) unless otherwise specified. B. Invoices shall be ʺcertified true and correctʺ and shall contain the following information: 1. Contract or Purchase Order number (if any), 2. Item numbers, per the attached proposal Form, 3. Description of supplies or services, 4. Quantities, 5. Unit prices, 6. Shipping and handling insurance, 7. Extended total, and 8. Any other non product costs associated with this order. C. Bill of lading number and weight of shipment will be shown for shipments made on Government bills of lading. XXII. AWARD, CANCELLATION & REJECTION: Page 13 of 17

14 A. Award shall be made to the lowest responsible and responsive Responding Supplier whose proposal is determined to be the most advantageous to the American Samoa Power Authority, taking into consideration the evaluation factors set forth Section IV of this RFP document. B. No other factors or criteria shall be used in the evaluation. C. When in its best interest, ASPA reserves the right to waive any minor irregularity in proposals received. D. The Procurement Manager shall have the authority to award, cancel, or reject proposals, in whole or in part for any one or more items if it is in the public interest to do so. E. The award issued to the lowest responsible and responsive Responding Supplier constitutes a binding contract agreement without further action by either party. F. In the event of an error in the extension of prices, unit price will govern. G. It is the policy of ASPA to award contracts to qualified Responding Suppliers. H. ASPA reserves the right to increase, or decrease, the quantity of the items for award and to make additional awards for the same type items. I. The selected Supplier agrees to honor quantity modifications and additional awards based on the proposal prices for a period of thirty (30) days after the original award. Page 14 of 17

15 PROPOSAL FORM TO: American Samoa Power Authority, Attn: Procurement Manager ADDRESS: PO Box PPB, Pago Pago, American Samoa TITLE: RFP NO.: SUPPLY of AUTOCAD SOFTWARE and ACAD USER TRAINING RFP FY ESD OFFEROR: DATE:, 2011 The undersigned, (hereafter called a Responding Supplier ) (Corporation, Partnership or Individual), hereby proposes and agrees to furnish all of the necessary information required to complete the above proposal in accordance with the Technical Specifications, Scope of Work, General Terms and Conditions, and other procurement requirements specified in these Contract Documents for the prices stated in the itemized proposal form(s) attached hereto, plus any and all sums to be added and/or deducted resulting from all extra and/or omitted work in accordance with the unit and/or lump sum prices stated in the itemized proposal form attached hereto. The undersigned Responding Supplier has read and understands the proposal requirements, and is familiar with and knowledgeable of the local conditions at the place where the work is to be performed. The Responding Supplier has read the Solicitation for Proposal Instructions and General Terms and Conditions attached to the proposal solicitation to ascertain that all requirements of the proposal are submitted in the proposal envelope that includes an original and five (5) copies at the date and time of proposal opening. Page 15 of 17

16 RFP FY ESD SUPPLY of AUTOCAD SOFTWARE and ACAD USER TRAINING Ite m No. Item Description Units Qua. Reqd. Unit Cost ($) Total Cost ($) AutoCad LT 2012 DVD(s) and User Manuals for network site license installation AutoCad LT 2012 annual subscription upgrade fee AutoCad Civil 3D 2012 DVD(s) and User Manuals for network site license installation AutoCad Civil 3D 2012 annual subscription upgrade fee Autocad LT 2012 based Electronic Drafting User Training for up to 16 attendees in groups of 7 8 per session (duration based on proposed syllabus, e.g. 12 total contact hours per attendee x 2 sessions = 24 hours.) Autocad Civil 3D 2012 User Training for up to 8 attendees. (duration based on proposed syllabus, e.g. 30 contact hours per student) Daily per diem for training instructor (number of days is based on length of proposed training per Nos. 4. and 5. above). Lodging for trainer (number of nights is based on length of proposed training per Nos. 4. and 5. above). ea. 7 ea. 7 ea. 3 ea. 3 session hour session hour $/day $/night 9. Airfare for trainer ls Total Cost of All Items Nos. 1 9 ($) Total Proposal: $ Total Proposal (printed in words): [Signature Page Follows] Page 16 of 17

17 IN WITNESS THEREOF, the undersigned has caused this instrument to be executed by its duly authorized officers on this day of OFFEROR: By: Date: Written Name: Title: Seal: Page 17 of 17