Request for Proposal Template for EDMS/ECMS



929005-204470Emergency Generator RFP ID # ESU3B&G-GeneratorConstruction Project RFPEducational Service Unit #36949 South 110th StreetOmaha, NE 68128-5721PHONE 402-597-4810FAX 402-597-4808To locate RFP information:All questions or requests for interpretations of the documents shall be emailed to rfp@. The RFP number must be referenced in the subject line. All questions and answers will be posted on the ESU #3 website. The website address is . Click on ESU3 Bid Information on the left hand side of the page. Then click on ESU3B&G-Generator. Questions received by Wednesday at noon will be posted on the ESU #3 website by Friday at noon.Table of ContentsCompany InformationCompany Background Project DescriptionProject Goals and ObjectivesSchedule of Events - TimelineProcurement ProceduresProcuring Office and Contact PersonGeneral InformationNews ReleaseContractor’s Intent to Respond to RFPWritten Questions and AnswersAmendment to RFPExceptions to RFPMandatory RequirementsReference ChecksSubmission of ProposalsProposal OpeningLate ProposalRejection of ProposalEvaluation ProcessTerms and ConditionsGeneralAwardProposed ContractCompliance with Civil Rights and Equal Opportunity Employment / NondiscriminationPermits, Regulations, LawsOwnership of Information and DataIndependent ContractorContractor ResponsibilityContractor PersonnelNew Employee Work Eligibility VerificationAssignment by the ContractorFunding out Clause or Loss of AppropriationsBreach by ContractorConfidentialityProprietary InformationInsurance RequirementsUnemployment CompensationPerformance and Payment BondsBid BondPayment TermsProposal InstructionsIntroductionRequirementsScope of Work IntroductionSummaryGeneral RequirementsProduction Use RequirementsEnterprise RequirementsTrainingImplementation Project Management and PlanningProject ManagerManagement SectionManagement MeetingsManagement ReportsCompany InformationCompany BackgroundEducational Service Unit #3 (ESU #3) is a Nebraska political subdivision providing educational programs and technology services since 1966 to 18 public school districts in Cass, Douglas, Sarpy, and Washington Counties. The school districts range in size from 22,000 students to 365 students which includes suburban and rural districts surrounding the Omaha area. ESU #3 is the largest of seventeen ESUs in Nebraska and serves over 67,650 students and 5,000 professional educators.Project DescriptionProject Goals and ObjectivesAs part of a review of disaster recovery plans for the Data & Networking Department at Educational Service Unit #3 the need for an emergency generator to enable the computer room/data center to operate in the event of a prolonged power outage was identified. The data center at ESU 3 provides critical business/payroll/accounting functions not only for ESU 3 but for many of the school districts served by ESU 3. It is of critical importance that these systems are able to continue to function even in any prolonged period of loss of electric service from OPPD.The installation of this emergency backup generator will provide for the continued operation of the ESU 3 data center in times of emergencies.Schedule of Events / TimelineESU #3 expects to adhere to the tentative schedule shown below. It should be noted, however, that some dates are approximate and final dates are subject to mutual agreement. It is the intention of ESU #3 to move the process as quickly as possible.ACTIVITYDATE/TIME if applicable1.Release RFPOctober 18, 20132.Contractor walk through/meeting/etc (if required by ESU#3)October 24, 2013 10:00AM3.Last Day to Submit Written Questions.Last Day to Respond to ESU #3 of Intent to Bid October 29, 20134.ESU #3 Responds to Contractor via EmailOctober 30, 20135.Deadline to Submit ProposalNovember 11, 2013 9:00 AM6.Proposal OpeningLocation: Educational Service Unit #3 6949 S 110th StOmaha, NE 68128November 11, 20139:00 AM7.Oral interviews/Presentation (if required by ESU#3)Month Day, Year – Month Day, Year8.Contract Finalization Period / Verify Numbers with ContractorNovember 11-13, 20139.Contract AwardNovember 20, 201310.Implementation Start DateAs soon as the contract is signed.11.Implementation CompleteASAPProcurement ProceduresProcuring Office and Contact Person Procurement responsibilities related to this RFP reside with ESU #3. The point of contact for this procurement is as follows:Name:Dave Curtis, Director of Buildings and Grounds RFP Number:ESU3B&G-GeneratorAddress:6949 South 110th StreetOmaha, NE 68128-5721Telephone:(402) 597-4810Facsimile:(402) 597-4808E-Mail:rfp@ with the RFP number in the subject lineGeneral InformationThe RFP is designed to solicit proposals from qualified contractors. Proposals that do not conform to the mandatory items as provided in the Mandatory Requirements (Section V.I.) and Proposal Instructions (Section VII.) shall not be considered.Proposals shall conform to all instructions, conditions, and requirements included in this RFP. Prospective contractors are expected to carefully examine all documentation, schedules and requirements stipulated in this RFP, and respond to each requirement in the format prescribed. Once proposals are opened they become the property of ESU #3 and shall not be returned.The proposal shall contain the contractor’s best and final price, which must include bond cost if required. ESU #3 reserves the right to accept all or a portion of the services or products proposed in any contractor’s proposal.News ReleaseContractors submitting proposals in response to this RFP are not at liberty to discuss this RFP with anyone other than those people within the contractor’s company who are required to participate in the contractor’s proposal. Any public release of information about participation in this RFP will disqualify that contractor. The selected contractor may not release details of the RFP for public information. Any public release of information must be approved in advance by ESU #3.Contractor’s Intent to Respond to RFPContractors intending to respond to this RFP should email their intent to rfp@ including the RFP number in the subject line by the date specified in the schedule of events section of this RFP. This will give ESU #3 the necessary contact information should questions arise regarding the RFP. If a Contractor does not notify ESU #3 of its intent to respond, the contractor can still respond to the RFP. However, the contractor will not be included in the email correspondence that the other contractors receive regarding contractor questions.Written Questions and Answers Any explanation desired by a contractor regarding the meaning or interpretation of any RFP provision must be submitted in writing via e-mail to rfp@ at ESU #3 and the RFP number must be clearly identified in the subject line. Only written explanations, instructions, or guidelines provided by ESU #3 contact personnel may be relied on by contractors. Answers to contractor questions shall be posted for all contractors on the ESU #3 website.Amendments to RFPIf this RFP is amended by ESU #3, the amendment will be sent to each contractor in writing via email. No oral amendments will be considered or acknowledged. Contractors are required to acknowledge each amendment received by promptly replying to the email notification.Exceptions to the RFPContractors must provide a list of exceptions taken to this RFP. Any exceptions must be identified and explained in writing. An exception is defined as the contractor’s inability to meet a mandatory requirement in the manner specified in the RFP. If the contractor proposes an alternate solution when taking an exception to a requirement, the benefits of the alternative solution must be explained.Mandatory Requirements The mandatory requirement items are as follows and shall be submitted by contractors in the form of one (1) paper original, clearly identified as such, one (1) copy, and one (1) CD containing the entire proposal:Cover letter signed by an officer of the contractor’s company attesting to the information provided in the contractor’s submission packet.Scope of WorkPricingAny exceptions taken to the RFP. State “NONE” if there are no exceptionsProposed Contract unless ESU #3 contract document will be utilized. If a proposed contract is not submitted, it will be assumed that the ESU #3 contract will be used.Reference Checks ESU #3 reserves the right to check any reference(s), regardless of the source of the reference information, including but not limited to, those that are identified by the contractor in its proposal, those indicated through the explicitly specified contacts, those that are identified during the review of the proposal, or those identified through communication with other entities involved with similar rmation to be requested and evaluated from references may include, but is not limited to, some or all of the following: project description and background, tasks completed, functional and technical abilities, communication skills and timeliness, cost and schedule estimates and accuracy, problems (poor quality deliverables, contract disputes, work stoppages, et cetera), overall performance, and whether or not the reference would rehire the firm or individual. Submission of ProposalsThe following describes the requirements related to the proposal submission, proposal handling and review by ESU #3.The proposal copy marked “Original” shall take precedence over any other copies, should there be any discrepancies between the copies. Proposals must be submitted by the proposal due date and time. A separate sheet must be provided that clearly states which sections have been submitted as proprietary or have copyrighted materials. Proposals must reference the RFP name and number and be sent to the specified address. Container(s) utilized for original documents should be clearly marked “ORIGINAL DOCUMENTS”. Please note that the address label should appear as specified on the face of each container. Regardless of the reason, proposals received late shall not be accepted. If ESU #3’s phone number is required for delivery purposes, (402) 597-4800 should be used. The RFP name, RFP number, and contact person must be included in all correspondence.Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to requirements, completeness and clarity of content. If a contractor’s proposal makes evaluation difficult or overly time consuming, it may impact ESU #3’s evaluation process. Elaborate and lengthy proposals are neither necessary nor desired.Pages may be consecutively numbered for the entire proposal, or may be numbered consecutively within sections. Figures and tables must be numbered and referenced in the proposal’s text by that number, and such figures and tables should be placed as close as possible to the referencing text. Proposal Opening The proposals shall be publicly opened and the responding contractors announced on the date, time and location specified in the Schedule of Events herein. Late Proposal Proposals received after the deadline for submitting proposals shall be considered late proposals. ESU #3 is not responsible for proposals that are late or lost due to mail service inadequacies, traffic or other similar reasons. Late proposals will not be accepted.Rejection of Proposal ESU #3 reserves the right to reject any or all proposals, wholly or in part, or to award to multiple contractors in whole or in part, and at its discretion, may withdraw or amend this RFP at any time. ESU #3 reserves the right to waive any deviations or errors in any proposal that, in ESU #3’s discretion, are immaterial, do not invalidate the legitimacy of the proposal, and do not improve the contractor’s competitive position. All awards will be made in a manner deemed in the best interest of ESU #3.Evaluation ProcessESU #3’s evaluation of contractor proposals may include, at ESU #3’s sole discretion, up to three phases including (1) evaluation of the proposal for compliance with RFP specifications and budgetary feasibility; (2) contractor presentations onsite at ESU #3’s facilities; and (3) an onsite functionality analysis by ESU #3. Not all contractors may advance to phases 2 and 3.The presentation process will allow selected contractors to demonstrate their proposed solution and explain or clarify any unique or significant elements related to their proposals. Only representatives of ESU #3 and the presenting contractor will be permitted to attend a contractor’s presentation.Any cost incidental to a contractor’s presentation shall be borne entirely by the contractor and shall not be compensated or reimbursed by ESU #3.Terms and ConditionsBy submitting a proposal in response to this RFP the contractor guarantees compliance with the provisions stated herein, agrees to the terms and conditions hereof, and certifies that the contractor maintains a drug free work place.General The contract resulting from this RFP shall incorporate the following documents:Cover letter signed by an officer of the contractor attesting to the information provided within the contractor’s responsive proposal to this RFP.This RFP and any RFP addenda and/or amendments to include Questions and Answers. In the event of any conflict or discrepancy between this RFP (as the same may be amended) and the resulting contract, the terms of this RFP shall control.Any contract amendments, in order of significance, subject to ESU #3 Board approval.Required attestation language unless ESU #3 supplemental document is used.Contract AwardAward All contract awards will be made in a manner deemed in the best interest of ESU #3. This RFP does not commit ESU #3 to award a contract. If, in the opinion of ESU #3, revisions or amendments to this RFP will require substantive changes in proposals, the due date may be extended.By submitting a proposal in response to this RFP, the contractor authorizes ESU #3 to contact any or all of the contractor’s past or current clients.Final approval of any contract award will be determined by the Board of Education at its regular monthly board meeting.Proposed Contract The Contract section of a contractor’s proposal shall include all details of the contract terms that will be offered by the contractor if the contractor’s proposed solution is accepted by ESU #3. A sample proposed contract shall be included; otherwise ESU #3’s standard contract will be utilized. If the language in section titled New Employee Work Eligibility Verification (Section V. J.) herein is not included in the proposed contract, the contractor agrees to sign a contract addendum generated by ESU #3 including such pliance with Civil Rights Laws and Equal Opportunity Employment / NondiscriminationThe Contractor shall comply with all applicable local, State and Federal statutes and regulations regarding civil rights laws and equal opportunity employment. The Nebraska Fair Employment Practice Act prohibits Contractors of ESU #3, and their subcontractors, from discriminating against any employee or applicant for employment, with respect to hire, tenure, terms, conditions or privileges of employment because of race, color, religion, sex, disability, or national origin (Neb. Rev. Stat. § 48-1101 to 48-1125). The Contractor guarantees compliance with the Nebraska Fair Employment Practice Act, and breach of this provision shall be regarded as a material breach of contract. The Contractor guarantees compliance with 34 CFR Sec. 99.31(6), the Department of Education’s regulations implementing FERPA. The Contractor shall insert a similar provision in all subcontracts for services to be covered by any contract resulting from this RFP.Permits, Regulations, Laws The Contractor shall procure and pay for all permits, licenses and approvals necessary for the implementation of the Contractor’s solution unless otherwise provided for in the contract. The Contractor shall comply with all applicable local, state, and federal laws, ordinances, rules, orders and regulations. Ownership of Information and Data ESU #3 shall have the unlimited right to publish, duplicate, use and disclose all information and data developed or derived by the selected contractor pursuant to the contract.The contractor must guarantee that it has the full legal right to the materials, supplies, equipment, and other rights or titles (e.g. rights to licenses transfer or assign deliverables) necessary to execute the contract. The contract price shall, without exception, include compensation for all royalties and costs arising from patents, trademarks and copyrights that are in any way involved in the contract. It shall be the responsibility of the contractor to pay for all royalties and costs, and the contractor shall hold ESU #3 harmless from any such claims. ESU #3 retains all ownership of data. The contractor shall guarantee the data will never be sold by the contractor. If the contractor is purchased by another company, the purchasing company shall be bound by all the terms of the contract. If all or part of the solution is no longer supported, the data shall be returned to ESU #3 with all necessary information and/or code to guarantee ESU #3’s continued use of the product and data.Integrity and security of all data must be guaranteed.Independent ContractorNothing contained in the contract is intended or should be construed in any manner as creating or establishing a partnership relationship between ESU #3 and the contractor. The contractor represents that it has, or will secure at its own expense, all personnel required to perform the services under the contract. The contractor’s employees and other persons engaged in work or services required by the contractor under the contract shall have no contractual relationship with ESU #3 and shall not be considered employees of ESU #3.All claims on behalf of any person arising out of employment or alleged employment (including without limit claims of discrimination against the contractor, its officers or its agents) shall in no way be the responsibility of ESU #3. The contractor will hold ESU #3 harmless from any and all such claims. Such personnel or other persons shall neither require nor be entitled to any compensation, rights or benefits from ESU #3 including without limit, tenure rights, medical and hospital care, sick and vacation leave, severance pay or retirement benefits.Contractor ResponsibilityThe contractor is solely responsible for fulfilling the contract, with responsibility for all services offered and products to be delivered as stated in the RFP, the contractor’s proposal, and the resulting contract. The contractor shall be the sole point of contact regarding all contractual matters. Contractor shall name and provide to ESU #3 the email address of the contractor’s designated project manager.The contractor shall not utilize any subcontractor services without prior written approval by ESU #3. Following execution of the contract, the contractor shall proceed diligently with all services and shall perform such services with qualified personnel in accordance with the contract. This information must be disclosed in contractor’s responsive proposal to this RFP. Failure to properly disclose may result in termination of the contract.Contractor will not, under any circumstance, give incentives/gifts/reward points including food, trinkets, clothing, hardware, software, travel, etc. to any ESU #3 employee as per Nebraska statute 49-14,101.01. Employees are prohibited by statute from receiving personal gain through the use of the governmental resources other than their compensation allowed for by law. Contractor PersonnelThe contractor must warrant that all personnel used to fulfill the contract shall be employees of the contractor and shall be fully qualified to perform the work required therein, and shall remain under the sole direction and control of the contractor. Personnel commitments made in the contractor’s proposal shall not be changed without the prior written approval of ESU #3. Replacement of key personnel, if approved in advance by ESU #3, shall be with personnel of equal or greater ability and qualifications.ESU #3 reserves the right to require the contractor to reassign or remove from the project any employee of contractor.In respect to its employees, the contractor agrees to be responsible for the following:Any and all employment taxes and/or other payroll withholdingAny and all vehicles used by the contractor’s employees, including all insurance required by state lawDamages incurred by contractor’s employees within the scope of their duties under the contractMaintaining workers’ compensation and health insurance and submitting any reports on such insurance to the extent required by governing state lawDetermining the hours to be worked and the duties to be performed by the contractor’s employees.Evidence of satisfactory background check of contractor and its employees, if required by ESU #3 in its sole discretion.Notice of cancellation of any required insurance policy must be submitted to ESU #3 when issued and a new coverage binder shall be submitted immediately to ensure no break in coverage. New Employee Work Eligibility VerificationPursuant to Nebraska Revised Statute § 4-114 the contractor is required and must agree to use a federal immigration verification system to determine the work eligibility status of new employees physically performing services within the State of Nebraska. A federal immigration verification system means the electronic verification of the work authorization program authorized by the Illegal Immigration Reform and Immigrant Responsibility Act of 1996, 8 U.S.C. 1324a, known as the E-Verify Program, or an equivalent federal program designated by the United States Department of Homeland Security or other federal agency authorized to verify the work eligibility status of a newly hired employee. The contractor is further required and must agree to include this same provision in every contract with any approved subcontractor which will be physically performing services within the State of Nebraska in conjunction with the contractor’s contract with ESU #3.Pursuant to Nebraska Revised Statute § 4-108, if the contractor is an individual of sole proprietorship, then the following also applies:The contractor must complete the United States Citizenship Attestation Form, available on the Nebraska Department of Administrative Services website at das.state.ne.us.If the contractor indicates on such attestation form that he or she is a qualified alien, the contractor agrees to provide the U.S. Citizenship and Immigration Services documentation required to verify the contractor’s lawful presence in the United States using the Systematic Alien Verification for Entitlements (SAVE) Program.The contractor understands and agrees that lawful presence in the United States is required and the contractor may be disqualified or the contract terminated if such lawful presence cannot be verified as required by Neb. Rev. Stat. § 4-108.Assignment by the ContractorContractor may not assign the contract or any of its rights or obligations hereunder (including without limitation rights and duties of performance) to any third party including as part of the sale in whole or part of the contractor’s operations or entity, and the contract may not be involuntarily assigned or assigned by operation of law, without the prior written consent of ESU #3, in the sole exercise of its discretion.Funding out Clause or Loss of AppropriationsESU #3 may terminate the contract, in whole or in part, in the event funding is no longer available. ESU #3’s obligation to pay amounts due for fiscal years following the current fiscal year is contingent upon ESU #3 Board’s appropriation of funds for the contract. Should said funds not be appropriated, ESU #3 may terminate the contract with respect to those payments for the fiscal years for which such funds are not appropriated. ESU #3 will give the contractor thirty (30) day’s written notice prior to the effective date of any termination, and advise the contractor of the location (address and room number) of any related equipment. All obligations of ESU #3 to make payments after the termination date will cease. All interest of ESU #3 in any related equipment will terminate. The contractor shall be entitled to receive just and equitable compensation for any authorized work that has been satisfactorily completed as of the termination date. In no event shall the contractor be paid for a loss of anticipated profit.Breach by ContractorESU #3 may terminate the contract, in whole or in part, if the contractor fails to perform its obligations under the contract in a timely and proper manner. ESU #3 may, by providing a written notice of default to the contractor, allow the contractor to cure a failure or breach of contract within a period of thirty (30) days (or longer at ESU #3’s discretion considering the gravity and nature of the default). Allowing the contractor time to cure a failure or breach of contract does not waive ESU #3’s right to immediately terminate the contract for the same or different contract breach which may occur at a different time. In case of default of the contractor, ESU #3 may contract the service from other sources and hold the contractor responsible for any excess cost occasioned thereby.ConfidentialityAll materials and information provided by ESU #3 or acquired by the contractor on behalf of ESU #3 shall be regarded as confidential, and shall be handled in accordance with Federal and State Law (including, but not limited to, the Family Education Rights and Privacy Act (“FERPA”) and the Health Information Portability and Accountability Act (“HIPAA”)), and ethical standards. The contractor must ensure the confidentiality of such materials or information.It is incumbent upon the contractor to inform its officers and employees of the penalties for improper disclosure imposed by the Privacy Act of 1974, 5 U.S.C. 552a. Specifically, 5 U.S.C. 552a (i)(1), which is made applicable to the contractor by 5 U.S.C. 552a (m)(1), provides that any officer or employee of a contractor, who by virtue of his/her employment or official position, has possession of or access to agency records which contain individually identifiable information, the disclosure of which is prohibited by the Privacy Act or regulations established there under and who knowing that disclosure of the specific material is prohibited, willfully discloses the material in any manner to any person or agency not entitled to receive it, shall be guilty of a misdemeanor and fined not more than $5,000.Proprietary InformationData contained in the contractor’s proposal and all documentation provided therein, become the property of ESU #3 and the data becomes public information upon opening the proposal. If the contractor wishes to have any information withheld from the public, such information must fall within the definition of proprietary information contained within Nebraska’s public record statutes. All proprietary information the contractor wishes ESU #3 to withhold from the public must be submitted in a sealed package, which is separate from the remainder of the proposal. The separate package must be clearly marked “PROPRIETARY” on the outside of the package. A contractor may not mark its entire proposal or pricing proposal as proprietary. Failure of the contractor to follow the instructions for submitting proprietary and copyrighted information may result in the information being viewed by other contractors and the public. Proprietary information is defined as trade secrets, academic and scientific research work which is in progress and unpublished, and other information which if released would give advantage to business competitors and serve no public purpose (see Neb. Rev. Stat. § 84-712.05(3)). In accordance with Attorney General Opinions 92068 and 97033, contractors submitting information as proprietary may be required to prove specific, named competitor(s) who would be advantaged by release of the information and the specific advantage the competitor(s) would receive. Although every effort will be made to withhold information that is properly submitted as proprietary and meets ESU #3’s definition of proprietary information, ESU #3 is under no obligation to maintain the confidentiality of proprietary information and accepts no liability for the release of such information.Insurance RequirementsA selected contractor must provide ESU #3 evidence of Insurance underwritten by a company rated not less than A in A.M. Best Company’s latest published guide. Contractor’s insurance coverage shall be within limits no less than those stated as follows:Types of Insurance???????????????????????????????????????????????? Minimum Limits of Liability a. Comprehensive or Commercial General ??????????????????????????? ??1. Bodily Injury and Property Damage Combined????????????? $500,000 each occurrence 2. Products/Completed Operations????????????????????????????????? $1,000,000 Aggregate b. Business (Commercial) Automobile Liability 1.? Bodily Injury Each Person ????????????????????????????????????????? $100,000 $300,000 each occurrence 2. Property Damage??????????????????????????????????????????????????????? $100,000 each occurrence c. Umbrella Liability Insurance (Excess) ?????????????????????????????? $5,000,000d. Includes coverage over the Worker’s Compensation e. Comprehensive General Liability and Automobile Liabilityf. Builder’s Risk Insurance (at ESU #3’s option)ESU #3 shall be named as an additional insured on the contractor’s policy as to the subject project. Work cannot begin until a certificate of insurance has been presented to ESU #3. Contractor must include a copy of its Certificate of Liability Insurance with contractor’s proposal.Contractor agrees to update the insurance certificate annually during the contract period.Unemployment CompensationContractor is required to pay to the Unemployment Compensation Fund of the State of Nebraska and the State Unemployment Insurance Trust Fund unemployment combined tax and interest due under the Employment Security Law on wages paid to individuals employed in the performance of this contract. Before final payment may be made on the final 3 percent of this contract the contractor must have provided ESU #3 a written clearance from the commissioner certifying that all payments then due of combined tax or interest which have arisen under such contract have been made by the contractor or his or her subcontractor to the Unemployment Compensation Fund. The final three percent of the contract may be paid if the contractor has supplied a bond with a satisfactory surety company guaranteeing full payment to the Unemployment Compensation Fund and the State Unemployment Insurance Trust Fund of all combined tax and interest due under the Employment Security Law. Neb. Stat. 48-657Performance and Payment BondA Performance and Payment bond must be supplied to ESU #3 prior to the start of any project with a value of $5,000 or more before the project can begin.Bid BondA bid bond or certified check amounting to 10% of the total bid must be submitted to ESU #3 upon its acceptance of any bid totaling over $10,000. This bond/check will be returned to the contractor upon successful completion of the project.Payment TermsContractor’s payment terms must be outlined its proposal and in any awarded contract. Fees and expense reimbursements will be made upon submission and receipt of invoice for fees and any required detail of expenses. Services or goods must be completed or delivered prior to payment unless specifically negotiated with the contractor in unique circumstances. Contractor agrees to complete a W-9 form if not already on file at ESU #3 and payment will not be made prior to ESU #3’s receipt of such W-9. ESU #3’s standard payment procedure requires that invoices received prior to the 25th day of any month will be paid by the third week of the following month upon approval by the Board of ESU# 3. For invoices that do not include the necessary supporting documentation, payment may be delayed.Proposal Instructions IntroductionThis section of the RFP provides specific instructions on the required format and content for contractor proposals. Proposals shall include all data and information required by this RFP. Non-conformance with the instructions may be cause for rejection of the proposal.Contractor proposals shall be clear, coherent, legible, and prepared in sufficient detail for effective evaluation by ESU #3. In preparing the proposal, emphasis should be placed on brief, complete, and factual data in (as a minimum) the areas that are set forth in the RFP. The contractor’s proposal shall confirm that the contractor will comply with all specifications. Paraphrasing the specifications or parts thereof is insufficient. Phrases such as “yes,” “will comply,” “standard procedures will be employed,” “industry standards are followed,” or, “well-known techniques will be used,” are insufficient and reason for rejection of the proposal. Content and quality of the responses are more important than quantity.Proposals are due by the date and time shown in the Schedule of Events (Section III.). Requirements In addition to the items outlined in the Terms and Conditions section herein, a contractor’s proposal must include the following.Executive Summary/Corporate Overview The Executive Summary shall condense and highlight the contents of the solution being proposed by the contractor to provide ESU #3 with a broad understanding of the contractor's proposal.The Corporate Overview section must consist of the following subdivisions: Contractor’s Identification and InformationThe contractor’s office location responsible for performance pursuant to an award of a contract with ESU #3 must be identified.Pending Litigation / Financial StatementsUpon request of ESU #3, the contractor must provide financial statements applicable to the financial status/viability of the contractor.Change of OwnershipIf any change in ownership or control of the contractor is anticipated during the twelve (12) months following the proposal due date, the contractor must describe the circumstances of such change and indicate when the change will likely occur. Any change of ownership to an awarded contractor requires notification to ESU #3.ReferencesThree (3) business references shall be included with the names and phone numbers of each reference. References must be from individuals/companies that the contractor is completing or has completed work for payment. If possible, at least one reference should be local. PricingThe contractor must submit its Pricing Proposal in a format that contains sufficient detail and justification for the services to be provided. All costs should be totaled and the total displayed at the beginning of the proposal.The Pricing proposal shall provide a narrative breakdown of costs by the major task areas in the Scope of Work, if requested in the scope of work.ESU #3 reserves the right to review all aspects of the contractor’s Pricing Proposal for reasonableness and to request clarification of any proposal where the cost component shows significant and unsupported deviation from industry standards or in areas where detailed pricing is required.Exceptions to the RFP Any and all exceptions to the RFP should be detailed.Proposed Contract The Contract section shall include all details of the contract terms that will be offered by the contractor if the contractor’s proposed solution is accepted by ESU #3. A sample proposed contract shall be included. If the language in section titled New Employee Work Eligibility Verification is not a part of the contractor’s proposed contract, the contractor agrees to sign a contract addendum generated by ESU #3 including such language.Scope of Work IntroductionSince ESU 3 provides critical support services to the eighteen school districts it serves, the need for an uninterrupted power source for the computer room/data center has become apparent.SummaryProvide and install emergency generator for ESU 3. General RequirementsMinimum requirements not meant to be all inclusive:GeneratorGenerac SD275 or comparable brand277/480 VAC 3 phaseDiesel275 KW ratingStandard outdoor enclosureSelf contained battery rack and chargerSelf contained fuel tank of not less than 500 gallonsBlock/tank heaterEPA certified engineCritical system mufflerMinimum 2 year warrantyMinimum of 3 sets of manualsFull set of specifications for proposed generator for bid comparison purposesTransfer Switch600 Volt contactor Rated at 200 amps3 pole constructionOperating at 60 HZ480 Volts 3 phaseInphase adjustable controlNEMA 1 Enclosure7-day programmable exerciser2-wire start circuitMinimum 2 year warrantyInstallationDirt work, excavation, retaining wall, if needed, to create level location for generator padGenerator padAll permitsFeeder from generator to ATSNew breaker in Siemens building mainFeeder from Main to ATSBoring costs for feeder routeFeeder from ATS to HV generator panelHigh voltage panel 480/277Step down transformerLow voltage panel 208/120Crane timeFuel for first tank fillInstall circuits to connect CRAC units, some lights and UPS serving computer roomInitial start up, testing and calibrationSite to be cleaned and ready for use after project completionProduct Use RequirementsEnterprise Requirements Please provide costs for a 1, 2 and 5 year maintenance plan as separate cost proposal.Training Provide full training for Buildings & Grounds and Data & Networking Department staffs including maintenance and emergency operation of generator.Implementation Project Management and Planning Project ManagerThe contractor will appoint a project manager who serves as the primary point of contact with ESU #3’s project manager on issues. Contractor shall provide its project manager’s contact information, including email address, to ESU #3. Management Section In this section, the contractor shall provide information organized into the following sections.Project Management – The contractor shall present its approach and capability to control and integrate the proposed solution. The contractor shall describe its organizational structure, listing all key personnel functions. More consideration will be given to contractors who can list personnel by name, placement in the project structure, title, qualifications, and experience.Supporting rationale shall be provided to show that the organization is adequate to support the overall effort and to justify the number and allocation of personnel involved.A master integrated schedule depicting all activities and milestones from contract award throughout the life of the contract shall be provided. Major sub schedules (tasks) shall be presented as separate tables.The contractor shall also discuss how it will control the proposed schedule and how it will identify and report achievement of tasks and milestones. The contractor will also discuss how it will identify, resolve, and report resolution of problems such as schedule slippage or engineering anomalies.This section shall also contain a matrix that lists tasks and identifies the corresponding owner. ESU #3’s tasks shall be identified as well as any approved subcontractor’s tasks.Contractors shall describe their approach to formal review meetings with ESU #3, the organization of the typical meeting, and methods of documenting and approving all meeting notes.Management MeetingsThe contractor will support regular management meetings with ESU #3’s project management team. Weekly project management meetings will be held throughout the implementation phase of the project and may be reduced to monthly meetings thereafter if jointly agreed upon by both parties. Additional project management meetings may be scheduled by either party. Management ReportsThe contractor will provide the following reports:Written project status reports accompany each project management meeting through implementation.Overall project implementation schedule.Minutes of all meetings and conference calls. ................
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