1 SOUTHWEST REGIONAL EDUCATION COOPERATIVE 405 N. Date Street, Suite 8 Truth or Consequences, NM 87901 REQUEST FOR PROPOSAL- RFP #16-20SWREC Southwest Regional Education Cooperative (SWREC), Managerial Council invites you to submit a proposal to provide Computer Hardware/Software/Engineering/Cabling as defined in the following document. Enclosed please find the following: I. General Instructions II. Introduction III. Scope of Work IV. Evaluation Criteria and Procedures I. GENERAL INSTRUCTIONS Submit five (5) hard copies (one "original" and four copies) of your response to this Request for Proposal (RFP) in a sealed envelope, bearing the complete name and return address of the Offeror. Paste the provided label on the outside envelope with the RFP number and opening date specified. Improper identification may result in premature opening of, or failure to consider the material. All requirements must be addressed in your proposal. Non-responsive proposals will not be considered. The proposals will be opened and reviewed on December 17, 2015. RECEIPT, WITHDRAWAL AND OPENING OF PROPOSALS The established due date is either the time and date announced for receipt of proposals or receipt of modifications to proposals, if any; or if discussions have begun, it is the time and date by which best and final offers must be submitted. Proposals may be modified or withdrawn prior to the established due date by delivering written or telegraphic notice to the Procurement Division. Procurement law requires sealed bids or proposals. Therefore, SWREC cannot accept offers that are transmitted using facsimile equipment. This may not apply to amendments or addenda that do not refer to pricing or to the transmittal of supplemental product literature, drawings and the like. Please refer the specific situation to the appropriate procurement official for clarification before proceeding. Proposals will not be opened publicly but will be opened in the presence of two or more procurement officials. Proposals will be time stamped upon receipt and held in a secure place until the established due date. Proposals are shown only to SWREC personnel having a legitimate interest in this particular procurement action until selection of a successful Offeror is made. After award, proposals become an open public record.
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SOUTHWEST REGIONAL EDUCATION COOPERATIVE
405 N. Date Street, Suite 8
Truth or Consequences, NM 87901
REQUEST FOR PROPOSAL- RFP #16-20SWREC
Southwest Regional Education Cooperative (SWREC), Managerial Council invites you to submit a proposal
to provide Computer Hardware/Software/Engineering/Cabling as defined in the following document.
Enclosed please find the following:
I. General Instructions
II. Introduction
III. Scope of Work
IV. Evaluation Criteria and Procedures
I. GENERAL INSTRUCTIONS
Submit five (5) hard copies (one "original" and four copies) of your response to this Request for Proposal
(RFP) in a sealed envelope, bearing the complete name and return address of the Offeror. Paste the
provided label on the outside envelope with the RFP number and opening date specified. Improper
identification may result in premature opening of, or failure to consider the material. All requirements must
be addressed in your proposal. Non-responsive proposals will not be considered. The proposals will be
opened and reviewed on December 17, 2015.
RECEIPT, WITHDRAWAL AND OPENING OF PROPOSALS
The established due date is either the time and date announced for receipt of proposals or receipt of
modifications to proposals, if any; or if discussions have begun, it is the time and date by which best and
final offers must be submitted. Proposals may be modified or withdrawn prior to the established due date by
delivering written or telegraphic notice to the Procurement Division.
Procurement law requires sealed bids or proposals. Therefore, SWREC cannot accept offers that are
transmitted using facsimile equipment. This may not apply to amendments or addenda that do not refer to
pricing or to the transmittal of supplemental product literature, drawings and the like. Please refer the specific
situation to the appropriate procurement official for clarification before proceeding.
Proposals will not be opened publicly but will be opened in the presence of two or more procurement officials.
Proposals will be time stamped upon receipt and held in a secure place until the established due date.
Proposals are shown only to SWREC personnel having a legitimate interest in this particular procurement
action until selection of a successful Offeror is made. After award, proposals become an open public record.
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PROPOSAL DISCUSSIONS AND PREPARATIONS
After submission of proposals and prior to award, SWREC may open discussion for the purpose of obtaining best
and final offers. Offeror submitting proposals may be afforded an opportunity for discussion and revision of proposals.
However, SWREC specifically reserves the right to award without discussions and based upon written proposals only.
If SWREC exercises its option to conduct discussions, the Procurement Officer will establish procedures and
schedules. If there is a need for any substantial clarification of or change in this Request for Proposal, it shall be
amended in writing to incorporate such clarification or change. Such an addendum will be mailed or otherwise provided
to each known Offeror of record. SWREC may extend the proposal due date if such information significantly amends
this solicitation or makes compliance with the original due date impractical.
SWREC may make such investigations as necessary to determine the ability of the Offeror to perform. SWREC reserves
the right to reject any proposal if the evidence submitted by, or investigation of, such Offeror fails to satisfy SWREC
that the offeror is qualified to carry out the obligations of the contract and complete the work described.
All costs incurred by the offeror, including preparation, transmittal, presentations, and interviews or for any materials
involved shall be borne by the offeror.
AWARD PROVISIONS
The award shall be made to the responsible Offeror, or Offerors, whose proposal is most advantageous to SWREC,
taking into consideration the specified evaluation criteria and/or any other pertinent factors. SWREC shall provide a
written determination showing the basis for the award, which shall become a permanent part of the procurement
file.
The contents of any proposal shall not be available to competing offeror or any other person without a lawful interest
during the negotiation process or until the contract is awarded. Upon award, unless exempted under the
confidentiality provision, all proposals are open and available for public inspection.
The schedule of payments will be as agreed upon during final negotiations or upon receipt of goods/services
as applicable. All proposals will be considered valid for a period of 90 days unless otherwise stated by the
Offeror.
Once awarded, any contract issued as a result of this solicitation will be the final expression of the agreement
between the parties and may not be altered, changed or amended except in writing. The contract between SWREC
and the successful Offeror shall be deemed to contain the terms and conditions of this request for proposal, unless
expressly stated otherwise in writing.
Any contract issued as a result of this solicitation shall be in effect for a period of one (1) year upon award. Contingent
upon funding and mutual agreement of the parties, contract may be renewed for an additional three (3) years one year
at a time. Total term of the contract shall be no more than four (4) years, except in the event that a temporary extension
may be required for coverage during the bidding or negotiation phase of a new RFP. Any outstanding orders at time of
termination shall be filled by the original contractor but without unduly prolonging the RFP process.
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Any Offeror who is aggrieved in connection with an award or any other procurement action may protest to the Southwest
Regional Education Cooperative Procurement Division. The protest shall be submitted in writing within fifteen (15)
calendar days after the facts or occurrences giving rise thereto.
CONFIDENTIALITY
Any Offeror may request non-disclosure of confidential data. Such requests must be made in writing and submitted with
the proposal response. SWREC will not unreasonably deny such requests and will advise the Offeror of its decision in a
timely manner. However, no Offeror may request the exemption of an entire proposal nor may pricing and information
concerning specifications be claimed as confidential. Other material or data, which the Offeror wishes to be considered
as confidential or proprietary, shall accompany the proposal, but must be separated and readily identifiable in order to
facilitate eventual public inspection of the non-confidential or non-proprietary portion of the proposal. Information such
as financial statements and the like is generally returned to the Offeror before final award.
STATUS OF OFFEROR
Offeror, its agents and employees, must be independent contractors performing services for SWREC and not
employees of the SWREC.
The Offeror, its agents and employees shall not be entitled to annual or personal leave, retirement, insurance, or any
other benefits that may accrue or be available to an SWREC employee and shall not be covered by workers'
compensation insurance purchased by the SWREC.
SUBCONTRACTING
All personnel engaged in the work represented by this proposal shall be fully qualified and authorized to perform such
services as the contract may require. No work may be subcontracted nor may the Offeror assign any interest in this
agreement without prior written consent of SWREC. No assignment or transfer shall relieve the Offeror from his/her
obligations and liabilities.
RECORDS, STATUTES
Records shall be maintained by the successful contractor as required by applicable municipal, federal or state laws,
ordinances, codes, and any contract arising from this solicitation. At any time during normal business hours and as
may be deemed necessary, there shall be made available to SWREC for examination all of contractor's records
relevant to this or any subsequent agreement. SWREC may audit, examine and/or make excerpts or transcripts from
such records including but not limited to invoices, materials, and payrolls, records of personnel, conditions of
employment or any other such data as may be pertinent.
The proposal and any subsequent contract are to be governed by the laws and statutes of the State of New Mexico. Any
provision required to be included in a contract of this type by an applicable and valid executive order, federal,
state, or local law, ordinance, rule or regulation shall be deemed to be incorporated herein.
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TRANSACTION REPORTING
Awarded vendors and government/school entities will be required to report their monthly sales and purchase
transactions on SWREC's vendor portal similar to the federal GSA program. Selected vendors will be provided a
username and password to our vendor portal page where they will be required to register the following information
for each transaction for the reporting month:
Government/School Entity Name
Date of Contract Award
Billing Date
Total Amount Billed
Invoice Number
Contract Number
Notes (if applicable)
File upload of scanned invoices in PDF format
From the monthly registration on the vendor portal it will calculate the total amount owed to SWREC. The invoice
will be emailed to the vendor contact. Payment will be due upon 60 days of receipt of email invoice.
Government/school entities (customers) will also use our vendor portal site to validate or confirm any contracts,
purchases, or transactions made leveraging the SWREC contract. If a customer's registration does not match or
validate a vendor's reported information, a transaction review/inquiry will be conducted by an authorized SWREC
representative.
If vendor fails to register more than 2 transactions in a 2 month period, vendor will no longer be authorized to
leverage the SWREC contract and be removed from preauthorized vendor list. An appeal may be made for
reconsideration by contacting the SWREC Executive Director in writing justifying your request for re-authorization
and inclusion back to the approved vendors list.
WARRANTIES, INDEMNIFICATION
Materials, supplies or services furnished under any contract issued as a result of this solicitation shall be covered by
the most favorable commercial warranties offered to any customer for the same or substantially similar materials,
supplies or services.
The rights and remedies provided herein shall extend to SWREC and are in addition to and do not limit any rights afforded
to SWREC by any other clause of this contract. Offeror agrees not to disclaim warranties of fitness for a particular
purpose of merchantability.
In the event that any third party shall claim the manufacture, use and/or sale of goods or services covered by a contract
issued as a result of this solicitation to be an infringement of any distributorship agreement, copyright, trademark or
patent, Offeror shall indemnify and/or hold SWREC harmless from any cost, expense, damage, or loss incurred in any
manner because of any such alleged infringement. Offeror also agrees to defend, indemnify, and hold harmless SWREC
and its officials, agents, and employees from and against any and all claims, actions, suits or proceedings of any kind
brought against said parties as a result of any services performed by the contractor under this agreement.
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TERMINATION
SWREC may by written notice cancel contract for contractor's default in whole or in part, at any time contractor refuses or fails
to comply with the provisions of the contract, or so fails to make progress as to endanger performance and does not cure such
failure within a reasonable period of time, or fails to make deliveries of the item(s) or to perform the service(s) within the time
specified or any written extension thereof. In such event, SWREC may purchase or otherwise secure item(s) or service(s) and,
except as may be otherwise provided; contractor shall be liable to SWREC for any excess costs occasioned thereby.
If after notice of cancellation for default, SWREC determines that the contractor was not in default or that the failure to perform
was due to causes beyond the control and without the fault or negligence of the contractor, cancellation shall be deemed for the
convenience of SWREC, unless SWREC shall determine that the item(s) or service(s) were obtainable from other sources in
sufficient time to meet requirements.
SWREC may by written notice stating the extent and effective date, cancel the contract for convenience, in whole or in part, at any
time. SWREC shall pay contractor as full compensation for performance until such cancellation (1) the unit or prorata order price
for the delivered and accepted portion and (2) a reasonable amount, not otherwise recoverable from other sources by contractor
as approved by SWREC with respect to the undelivered or unaccepted portion of the order; provided compensation shall in no
event exceed the total contract price.
If SWREC determines that contractor has been delayed due to causes beyond the control and without the fault and negligence
of the contractor, SWREC may extend the time for completion when promptly applied for in writing by the contractor. Sole remedy
of contractor in event of delay by failure of SWREC to perform shall be limited to any money actually and necessarily expended
in the work during the period of delay, solely by reason of delay. No allowance will be made for anticipated profits. Contractor is
defined as the contractor and any sub-contractors at any tier.
A contract may be canceled at any time due to non appropriations.
Any violation of the Procurement code, Chapter 13 the statute takes precedence.
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CONFLICT OF INTEREST
Offeror warrants that he/she has no interest, and shall acquire no interest, which would directly, or indirectly conflict in any
manner or degree with the performance of this proposal. No person or selling agency may be employed or retained to
solicit or secure this contract upon an agreement or understanding for a commission, percentage, brokerage or
contingent fee excepting bona fide employees or bona fide established commercial or selling agencies maintained or
utilized by Offeror for the purpose of securing business. For violation or breach of this warranty, SWREC shall have
the right to annul this contract without liability or, at its discretion, to deduct price or consideration or otherwise recover
the full amount of such commission, percentage, brokerage or contingent fee.
In signing this proposal the Offeror certifies that he/she has neither directly nor indirectly entered into action in restraint
of the fee competitive process in connection with this solicitation.
The Procurement Code, Sections 13-1-21 through 13-1-199 NMSA 1978, imposes civil and criminal penalties for its
violation. In addition, the New Mexico criminal statutes impose felony penalties for illegal bribes, gratuities and kick-
backs.
Due Date, Time and Place
Proposals must be delivered on or before the due date and time specified. Late proposals will not be accepted.
Office hours for receipt of proposals are Monday through Friday from 8:00 a.m. to 4:30 p.m., local time, excluding
holidays. The office will be closed Nov.23-27, 2015
Mailing and Delivery Address: Deadline for Submission
Southwest Regional Education Cooperative Date: December 16, 2015
405 N. Date Street Time: 2:00 pm
Truth or Consequences, New Mexico 87901
Contact Personnel
Any inquiries or request regarding this procurement should be submitted to the Procurement Officer by e-mail
[email protected]. Offeror may contact ONLY the Procurement Officer regarding the procurement. Other SWREC
employees do not have the authority to respond on behalf of the SWREC. Any offeror who does not adhere to this
requirement risks their proposal to being deemed non-responsive and rejected on that basis.
Tammie Ohrman, Procurement Officer
SWREC
405 N Date Street
Truth or Consequences, New Mexico 87901
(575)575-7589 Office
(575)575-7584 Fax
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II. SCOPE OF WORK
The Southwest Regional Education Cooperative #10 (SWREC) is an existing non-profit local education agency,
owing accountability to the Public Education Department (PED) and Regional Coordinating Council, and subject to
an annual, comprehensive audit act. As the Organizational Chart clearly shows, SWREC is currently responsible
for assisting six member districts (Animas, Deming, Hatch Valley, Lordsburg, Reserve, and Truth or Consequences).
The overall mission of the SWREC is to provide direct educational and technical services to member districts, provide
students with seamless educational and occupational skills needed to achieve successful employment, and
collaborate regionally with other local education agencies and post-secondary institutions to ensure that students and
communities receive direct, comprehensive educational services. SWREC's T or C location is at the heart of the
Sierra County service area. Assistance is given in obtaining and managing available resources in order to provide
comprehensive, relevant educational opportunities for all students residing in these districts, as well as acting as a
clearinghouse for educational reform initiatives.
The value of any one contract awarded depends on the funding and the initiative, commitment, support, and services
offered to SWREC.
The intent of this proposal is to provide the member districts of the SWREC, and the SWREC itself or on behalf of
any district, with computer equipment defined as Desktops, Laptops, Tablets and Servers and other specified related
equipment and services. Please note that the SWREC does not guarantee any dollar amount or volume. The
SWREC will work in partnership with all of the districts in partnership with their technology departments to direct all
schools and administrative sites to purchase within these contracts.
The computer desktop, laptop, and tablet requirements for the SWRECs will be limited to commercial grade
equipment of high quality to provide the best possible return on the SWREC's financial investment. Computer
systems must include all of the following to be considered a complete computer system (computer, keyboard,
monitor, and mouse). Computer systems must include operating systems software (Microsoft Windows or
Linux, etc.).
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The Standard Configurations Consist Of the Following:
Desktop: Minimal specs
Windows 10 Pro or Mac OS X
Intel® Core™ i5-6500 or AMD equivalent
4 GB DDR4-2133 SDRAM
128GB HDD
17 inch monitor
Keyboard and mouse
Laptop: Minimal specs
Windows 10 Pro Mac OS X
intel® Core™ i5-6500 or AMD equivalent
4 GB DDR4-2133 SDRAM
128GB HDD
14 inch display
Servers: Minimal specs
Intel® Xeon® E5-2600
16 gig memory
4 HDD slots
250 gigs SAS/SATA/SSD
Tablets: Minimal specs
Windows 10 or Apple IOS
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PRINTERS: Minimal specs Multi Brands wireless ability for air printing LaserJet P1006 or comparable
Printer - B/W - laser - Legal -1200 dpi x 1200 dpi - up to 17 ppm - capacity: 160 sheets -
USB
LaserJet P4014n or comparable
Printer - B/W - laser - Legal -1200 dpi x 1200 dpi - up to 45 ppm - capacity: 600 sheets -
USB, 1000Base-T
Color LaserJet Enterprise CP4525n or comparable
Printer - color - laser - Legal -1200 dpi x 1200 dpi - up to 42 ppm (mono) / up to 42 ppm
(color) - capacity: 600 sheets - USB, 1000Base-T
SOFTWARE
Microsoft Office Professional Plus 2013
License -1 PC - EDU - MOLP - Win - Single Language
Microsoft Windows Server 2012 R2 Standard License -1 server -
EDU - MOLP - Single Language
ENGINEERING SERVICES
Engineering Services including configuration and installation services, system design,
documentation, and security assessment. Please specify maximum rate per hour. If skill level
requirements are less, vendor will charge less accordingly.
CABLING
Per drop-Cat 6 cable drop including necessary cable connectors and 3 ft and 10 ft patch cords.