Request for Proposal

Transcription

1 EXCELth Primary Health Care For: HP Server Hardware Date: October 24, 2016 Project Name: EXCELth Inc. ML150 Gen 9 Configure-to-Order Server Hardware EXCELth, Inc. Administrative Office 1515 Poydras- Suite 1070 New Orleans, LA

2 Table of Contents A. BACKGROUND 1. EXCELth, Inc. Primary Healthcare 2. Financial Information B. OVERVIEW C. SCOPE OF ENGAGEMENT D. PROPOSAL CONTENT 1. Cover Letter 2. Requirements 3. Additional Information 4. Cost E. SELECTION CRITERIA F. GENERAL TERMS AND CONDITIONS FOR SUBMITTING PROPOSALS G. INSTRUCTIONS for SUBMITTING PROPOSALS

3 A. BACKGROUND 1. Board EXCELth, Incorporated (EXCELth) is a private, not-for-profit organization founded in 1991, governed by a consumer board of directors. EXCELth is funded as a Community Health Center by the Bureau of Primary Health Care, U.S. Department of Health and Human Services and is designated as a Federally Qualified Health Center (FQHC). EXCELth operates the EXCELth Primary Care Network. Its mission is: To provide excellence in community-based health care that increases access, reduces health disparities, and improves health outcomes. 2. Financial Information The most recent funding Vehicle for this project will be: HHS Grant No. H80CS00129 B. OVERVIEW EXCELth is seeking to purchase hardware for One (1) or Two (2) HP Proliant DL380 Gen9 server(s). Please bid pricing both ways, as a single or double purchase. C. SCOPE OF ENGAGEMENT EXCELTH is seeking to purchase One (1) or Two (2) HP Proliant ML150 Gen9 server(s) hardware listed in section 2 Requirements. Each server will include the following: standard processor plus 1 additional for a total of 2 processors standard (2) 16GB of RAM plus an additional (2) sticks of 16GB RAM for a total of 64GB Ram factory integration of HP hardware for each server (No third party drives, memory, etc.) All hardware must be new and not refurbished. HP Smart Buy will be accepted but no other part number variations will be considered. No overstock, 3 rd Party transfers or anything other than a direct, first owner purchase from HP (Hewlett Packard) in EXCELth s name, registered to EXCELth as owner of record. This is a hardware only quote, EXCELth will provide the Operating System, other software and the professional services to install the system.

4 D. PROPOSAL CONTENT At a minimum, the proposal must include the following information. For ease of review, each requirement should be addressed in a separate section preceded by an index tab to identify the subject of the section. The proposal should be formatted on consecutively numbered pages and include a table of contents. 1. Cover Letter The Vendor must include a cover letter, which will be considered an integral part of the proposal, in the form of a standard business letter, and must be signed by an individual who is authorized to bind the vendor contractually. It must include: 1.1 A statement regarding the Vendor s legal structure (e.g. an LA corporation), Federal tax identification number, and principal place of business. 1.2 Vendor s primary contact on this RFP, who has authority to answer questions regarding the proposal. 1.3 A statement that the Vendor s proposal meets all the requirements of this RFP. 1.4 A statement that the Vendor has not submitted its proposal with the assumption that there will be an opportunity to negotiate any aspect of the proposal. 1.5 A statement that the Vendor acknowledges that all documents submitted pursuant to this request may be subject to disclosure under Louisiana s Public Records Act, see Section F(1) of this RFP. 2. Requirements Server Hardware List Qty HP Part # Description S01 HP Proliant DL380 Gen9 Configure to Order Server 1 Inc HP Proliant DL380 Gen9 Smart Buy US-English Localization Server 2 Inc HP DL380 Intel Xeon E v3 (2.3GHz) 1 Inc Integrated SATA/SAS RAID 2 Inc Fact. Integr. Redundant PS 800W 1 Inc Factory Integrated Smart Array P440ar with 2GB FBWC 4 Inc HP 16GB (4x16GB) Dual Rank x2 PC U7AJ4E HPE Care 24x7 Service - extended service agreement - 5 years B21 HPE Midline - hard drive - 4 TB - SATA 6Gb/s B21 HPE 240GB 6G Solid State Drive 1 Note- Above quantities will be double on a two server purchase.

5 3. Additional Information 3.1 Vendors must provide a statement of proof that the proposed hardware is not refurbished, seconds and a primary purchase for EXCELth, to be registered to EXCELth. 3.2 Vendors must provide detailed information of any limitations with the capacity and scalability of the products being quoted. 3.3 Vendors must provide information regarding the products timeline, including but not limited to when the product was first released, the expected support lifetime (i.e. when the product is expected to reach end-of- life), whether the product has had any major technical problems, required either a recall, emergency hardware upgrades or deployment of technical support resources to customer s sites to resolve a pattern of consistent problems in the use of these products. 4. Cost 4.1 Please provide a price quote and manufacturer s identification for all hardware listed, and an explanation of any exclusions, modifications or any substitutions. 4.2 All quotes and discount levels must be valid for 30 days from the time of the RFP close date. 4.3 State whether Vendor will negotiate its proposed fee if EXCELTH decides negotiation is appropriate as to any aspect of the proposals, including the fee, with the finalist(s). In no case, however, will the negotiated fee be higher than the fee submitted in the proposal. E. SELECTION CRITERIA Proposals will be evaluated, and EXCELTH will make any final decision to award the contract. Proposals will be evaluated based on the following criteria: 1. Hardware Requirements 2. Cost After evaluation of the proposals, EXCELTH may determine a list of finalists not to exceed three (3) and may commence sequential negotiations on any aspects of the proposals EXCELTH deems appropriate beginning with the highest scoring finalist. If EXCELTH does not reach agreement with the highest scoring finalist within seven (7) calendar days, or if in the opinion of EXCELTH negotiations reach an impasse, EXCELTH may decide not to award the contract or may begin negotiations with the second highest scoring finalist. EXCELTH may choose to continue such negotiation schedule with subsequent finalists on the same basis until a contract is negotiated, no other finalists remain, or EXCELTH decides not to award the contract.

6 F. GENERAL TERMS AND CONDITIONS FOR SUBMITTING PROPOSALS 1. Vendor acknowledges that EXCELTH may be subject to the Louisiana Public Records Act, and the documents submitted pursuant to this RFP may be subject to a public records request. Accordingly, Vendor must identify any material or documents that are confidential and clearly mark those items or documents at the time of submittal. If a request for records is made that includes information Vendor has identified as confidential, EXCELTH will make reasonable efforts to contact Vendor in sufficient time to allow Vendor to take appropriate legal steps to protect the confidential information from disclosure. If as a result of the position taken by Vendor regarding the confidentiality of the information EXCELTH is assessed any damages or fees, Vendor shall indemnify EXCELTH for such damages or fees. If no documents or materials are identified and marked by Vendor as confidential, Vendor will be deemed to have consented to the release of the document or material, and to have waived any cause of action against EXCELTH resulting from the release of the documents or materials. 2. Regardless of cause, late proposals, in whole or in part, will not be accepted and will automatically be disqualified from further consideration. It shall be the Vendor s sole risk to ensure delivery at the designated office by the designated time. Late proposals will not be opened and may be returned to the Vendor at the expense of the Vendor, or destroyed if so requested. 3. EXCELTH reserves the right, in its sole discretion, to reject any or all proposals submitted, and to waive as to any vendor or as to all vendors, any informality or irregularity in a proposal or proposals or any failure to conform to the instructions in this RFP. 4. This is not a contract, not meant to serve as a contract, and does not constitute a promise to enter into a contract. 5. All documents, proposals and other materials submitted in response to this RFP will become the property of EXCELTH and will not be returned to Vendor. 6. Vendor agrees to comply with all terms, conditions and requirements described in the RFP. Any failure by any responding Vendor to so comply shall be grounds for rejection of that Vendor s proposal, as determined by EXCELTH in its sole discretion. 7. If a contract results from this RFP, neither the successful responding Vendor, nor anyone on its behalf (including its agents, affiliates, subcontractors and/or vendors), shall publish, distribute or otherwise disseminate any press release, advertising and/or publicity matter of any type or kind (collectively advertising material ) having any reference to EXCELTH, this RFP or the resulting contract, unless and until such advertising material first shall have been submitted to and approved in writing by EXCELTH.

7 G. INSTRUCTIONS FOR SUBMITTING PROPOSALS 1. Please provide 2 electronic copies of your proposal (1 copy should be redacted for public records requests) by 2:00 PM Eastern Time on November 8, 2016 to: Finance Department Procurement Agent EXCELth Primary Health Care 1515 Poydras - Suite 1070 New Orleans, LA Finance@excelth.com 2. Questions concerning this must be submitted via to Finance Department (Finance@EXCELth.com). The question and answer period will be October 26 th November 2, Questions must be submitted no later than 4:00 pm EST on November 2, Q & A will be ed to each vendor and posted on the EXCELTH website. 3. No Vendor shall attempt to communicate with EXCELTH or its vendor(s) concerning this RFP in any manner or at any time other than during the question and answer period (see G-2). Communication with EXCELTH et al, other than as previously described, will result in immediate disqualification. 4. This is issued on July 14, EXCELTH reserves the right, in its sole discretion, to amend or cancel this RFP.