Request for Bid #28-05 February 7, 2005
Administered by:
UNIVERSITY OF MAINE
PURCHASING DEPARTMENT
ORONO, MAINE 04469-5765
FOR THE UNIVERSITY OF MAINE SYSTEM NETWORK (UNET)
1.0 GENERAL INFORMATION
1.1 Purpose: The University of Maine System Network is seeking bids to upgrade its Polycom Multipoint Control Unit (MCU) - MGC-100 from the current capacity that allows simultaneous conferences with a total of 24 IP-connected participants at 768Kbps to a capacity that allows simultaneous conferences with a total of 72 or 96 IP-connected participants at 768Kbps. Additionally, by upgrading video modules, UNET intends on having up to 16 participants using continuous presence with the enhanced features of the Video+8 modules (i.e. continuous presence with visual concert). Options allow for further expansion.
For reference, the University Network will hereinafter be referred to as the "University." Each firm responding to this Request for Bid will be referred to as the "Bidder" and the bidder selected to provide equipment to the University will be referred to as the "Contractor."
1.2 Evaluation Criteria: Award will be made to the low bidder provided that all other requirements are satisfactorily met. However, consideration will be given to delivery and time allowed to exchange modules (reference paragraph 2.12 below).
1.3 Alternates: The University will not accept substitutes for the equipment specified.
1.4 Award: It is the intent of the University to award Schedule One (section 3.0 paragraphs A E) all to one vendor. Schedule Two (section 3.0 paragraph F), an optional purchase, if awarded, will be awarded to the low bidder for that schedule. The University reserves the right to conduct any tests it may deem advisable, and to make all evaluations. The University reserves the right to reject any or all bids, in whole or in part, and is not necessarily bound to accept the lowest bid if that bid is contrary to the best interests of the University. The University reserves the right to waive minor irregularities. Scholarships, donations, or gifts to the University will not be considered in the evaluation of bids. A bid may be rejected if it is in any way incomplete or irregular. When there are tie bids, there shall be a preference for in-state bidders. When tie bids are both in-state or both out-of-state, the award will be made to the bid that arrives first in the Purchasing Department.
1.5 Bid Envelope: If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid should be returned in an envelope or package, sealed and identified as follows:
From ________________ __________ __________ __________
Name Due Date Time Bid No.
1.6 Submission: A signed original plus one (1) copy of the bid must be received at the University Purchasing Department, 5765 Service Building, Orono, Maine 04469-5765, no later than 2:00 P.M. local time, Tuesday, February 22, 2005, for a public opening. Bidders are strongly encouraged to submit bids in advance of the due date to avoid the possibility of missing the 2:00 deadline due to unforeseen circumstances. Vendors assume the risk of the methods of dispatch chosen. The University assumes no responsibility for delays caused by any package or mail delivery service. Postmarking by the due date WILL NOT substitute for receipt of bid. Bids must be date and time stamped by the Purchasing Department on time to be considered. In the event that the University is closed due to inclement weather at the time that a bid is due, the bid will be opened at the same time on the next day that the University is open. Vendors may wish to call 207-581-SNOW or 800-581-SNOW if the weather is bad, to learn if the University has closed. Bids received after the due date and time will be returned unopened. Additional time will not be granted to any single vendor, however, additional time may be granted to all vendors when the University determines that circumstances require it. FAXED BIDS OR E-MAIL BIDS WILL NOT BE ACCEPTED.
1.7 Communication with the University: It is the responsibility of the bidder to inquire about any requirement of this RFB that is not understood. Responses to inquiries, if they change or clarify the RFB in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFB. Addenda will also be posted on our web site, www.umaine.edu/purchasing/. The University will not be bound by oral responses to inquiries or written responses other than addenda.
Inquiries must be made to: Hal Wells
Purchasing Department Room 101J
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-2708
2.0 CONTRACT TERMS
2.1 Assignment: Neither party of the Contract shall assign the Contract without the prior written consent of the other, nor shall the Contractor assign any money due or to become due without the prior written consent of the University.
2.2 Contract Administration: The Associate Director UNET, John Forker 207-621-3372 or a designee shall be the University's authorized representative in all matters pertaining to the administration of this contract.
2.3 Contract Documents: If a separate contract is not written, the contract entered into by the parties shall consist of the Request for Bids, the signed bid submitted by the Contractor, the specifications including all modifications thereof, and a purchase order or letter of agreement requiring signatures of the University and the Contractor, all of which shall be referred to collectively as the Contract Documents.
2.4 Contract Modification and Amendment: The parties may adjust the specific terms of this contract (except for pricing) where circumstances beyond the control of either party require modification or amendment. Any modification or amendment proposed by the Contractor must be in writing to the Purchasing Department. Any agreed upon modification or amendment must be in writing and signed by both parties.
2.5 Contract Validity: In the event one or more clauses of the contract are declared invalid, void, unenforceable or illegal, that shall not affect the validity of the remaining portions of the contract.
2.6 Delivery: The Contractor will ship equipment to: University of Maine System UNET, 46 University Drive, Augusta, Maine 04330.
2.7 Transportation Charges: Quotations must be F.O.B. Destination. Prices quoted will be considered to include all charges for transportation, packaging, crates, containers, insurance, duty and brokerage charges, etc. necessary to complete delivery.
2.8 Litigation: This Contract and the rights and obligations of the parties hereunder shall be governed by and construed in accordance with the laws of the State of Maine. The Contractor agrees that any litigation, action or proceeding arising out of this Contract shall be instituted in a state court located in the State of Maine.
2.9 Payments: Payment will be upon submittal of an invoice, after acceptance, to Computing Center, Neville Hall, University of Maine System, Orono, Maine 04469-5752 by the Contractor on a net 30 basis unless discount terms are offered. Invoice must include the purchase order number.
2.10 Material offered: All material shall be new and all modules shall be the most recent versions with the latest revisions of firmware.
2.11 Quantities: The quantities shown on the bid form are approximate only. The contract shall cover the actual needs of the University throughout the term of the contract regardless of whether they are more or less than the quantities shown.
2.12 Pricing: Quoted prices will be in effect for a minimum of ninety (90) days from the due date of the bid allowing the University to purchase additional quantities. If bidders are able to hold quoted prices for a longer period of time, that information should be provided in the bid response.
2.13 Warranty: Provide warranty information, both on parts and labor, applying to all equipment that may be purchased as a result of this Request for Bid. This would include units/components not manufactured by the seller.
2.14 Exchange Time Frames: The University requires sufficient time to replace these modules while retaining operational capability. The University shall be allowed up to ninety (90) days to install the new modules and return the trade-in modules to the contractor.
3.0 SPECIFICATION / SUBMISSION
Note to Bidders: It is the intent of the University to award Schedule One (section 3.0 paragraphs A E) all to one vendor. Schedule Two (section 3.0, paragraph F), an optional purchase, if awarded, will be awarded to the low bidder for that schedule.
SCHEDULE ONE
(A) VNMP4801 IP-48 H.323 (LAN) with trade-in of VNMP1201 IP-12 (MG323) H.323 (LAN) in matching quantities, i.e. three if three purchased or four if four purchased.
Quantity three (3): $ net with trade
Quantity four (4): $ net with trade
Prices, FOB delivered to: UNET, 46 University Drive, Augusta, Maine 04330
Number of days for delivery, after receipt of order (ARO)
(B) VRMA4802 Audio+48/96 Module with trade-in of VRMA1201 Audio-12 Module in matching quantities, i.e. one if one purchased or two if two purchased.
Quantity one (1): $ net with trade
Quantity two (2): $ net with trade
Prices, FOB delivered to: UNET, 46 University Drive, Augusta, Maine 04330
Number of days for delivery, after receipt of order (ARO)
(C) VRMV0801 Video+8 (CP/TX SWL) VSWDO801 MGC-Video SWL CP8/TX8 licenses for Video+8 with trade in of one (1) VRMV1201 Video-12 TX/CP Module VSWC0601 Continuous Presence License Video 6 (2 per Video-12 module) VSWX0601 Transcoding License per Video-6 (2 per Video-12 module).
Quantity two (2): $ net with trade
Price, FOB delivered to: UNET, 46 University Drive, Augusta, Maine 04330
Number of days for delivery, after receipt of order (ARO)
(D) OPTIONAL PURCHASE
VRMA2402 Audio+24/48 Module with trade-in of VRMA1201 Audio-12 Module in matching quantities, i.e. one if one purchased.
Quantity one (1): $ net with trade
Price, FOB delivered to: UNET, 46 University Drive, Augusta, Maine 04330
Number of days for delivery, after receipt of order (ARO)
(E) OPTIONAL PURCHASE
VRMV0801 Video+8 (CP/TX SWL) VSWDO801 MGC-Video SWL CP8/TX8 licenses for Video+8 with trade-in of VRMV1201 Video-12 TX/CP Module VSWC0601 Continuous Presence License Video 6 (2 per Video-12 module VSWX0601 Transcoding License per Video-6 (2 per Video-12 module) in matching quantities, i.e. one if one purchased.
Quantity one (1): $ net with trade
Price, FOB delivered to: UNET, 46 University Drive, Augusta, Maine 04330
Number of days for delivery, after receipt of order (ARO)
SHEDULE TWO
(F) OPTIONAL PURCHASE
The University is requesting prices for external scheduling software for the MCU. We are considering one of two options and request that bidders supply pricing for both. If the University elects to purchase one of the options listed below, it will do so based on the bids offered within 90 days of the due date of the bids.
Network Aware Scheduler 100 pack $
OR
Readimanager LX100 100 pack $
Prices, FOB delivered to: UNET, 46 University Drive, Augusta, Maine 04330
Number of days for delivery, after receipt of order (ARO)