BID REQUEST. BID SUBMITTAL DEADLINE: November 21, 2014, AT 2:00 PM Or

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1 October 28, 2014 BID REQUEST BID NO: FB PURCHASE DESCRIPTION: Enterprise Network Management Suite DELIVERY FOB: 800 Cushman St. Fairbanks, AK GUARANTEED DELIVERY ARO: WARRANTY: 1 YEAR DESCRIPTIVE LITERATURE: Bidder shall attach, indicating compliance with Specifications RETURN BID TO: CITY OF FAIRBANKS CITY IT DEPT. 800 CUSHMAN STREET FAIRBANKS, AK OFFICE: (907) ATTN: Ben Barrio BID SUBMITTAL DEADLINE: November 21, 2014, AT 2:00 PM Or ben.barrio@ci.fairbanks.ak.us PLEASE SUBMIT BIDS ON THIS FORM, YOUR BEST PRICE, TERMS AND DELIVERY, ON THE ARTICLES DESCRIBED BELOW. VENDOR MUST FILL IN ALL PRICES AND PROVIDE ALL SIGNATURES TO RECEIVE CONSIDERATION. If bidding a substitute please include literature. Item Qty U/M Description 1 1 EA Enterprise Network Management and Monitoring Suite Unit Price Total Amount MANUFACTURER: MODEL: *Please provide Spec Sheet/Literature for evaluation. COST SUMMARY FREIGHT: (Included in unit price F.O.B. Fairbanks) Grand Total: $ DELIVERY: DAYS ARO (After Receipt of Award) Note: Delivery date must be within 60-days of Award. Page 1

2 Terms: Net 30 Basis of Award: Award will be made by item to the low responsive, responsible bidder meeting all specifications. Prices shall be good for a period of 60 days from the quote deadline. Vendor agrees to the terms and conditions of FB Name of Company Address City, State, Zip Code Address City of Fairbanks Business License Number Authorized Representative Signature PRINTED Authorized Representative Name Title Phone & FAX number Alaska Business License Number Background The Information Technology Department for the City of Fairbanks maintains an enterprise-level network infrastructure. The primary operating environment is Microsoft Windows for both client and servers. Physical and virtualized machines are deployed providing enterprise services, communications, and application support. In addition, emerging support needs for various mobile devices is growing throughout the city. The City of Fairbanks is seeking a centralized management suite to provide network performance monitoring, helpdesk support, remote administration, and software and patch management. Software Requirements 1. Network Performance Monitor a. Automated network device discovery b. Application performance and health dashboard c. Packet inspection and analysis sensors d. Dynamic and customizable network mapping e. Performance charts and metrics f. Network route monitoring g. Customizable web interface h. Centralized message center i. Network alerting j. Dynamic statistical network baselines k. Dynamic service groups l. Customizable reporting m. Integrated wireless polling n. Custom SNMP object polling system that examines client and server machines for network services with a device studio interface Page 2

3 o. Microsoft Active Directory integration p. Virtual storage area network (VSAN) monitoring and reporting q. Network multicast monitoring r. Cisco Unified Computing System (UCS) support s. Mobile views for ios and Android devices t. Microsoft System Center Operations Manager (SCOM) integration/interoperability 2. Server-based Web Helpdesk a. Incident and problem management b. Change management c. Purchase order management, parts and billing management d. Helpdesk performance reporting e. Service level agreement (SLA) tracking and management f. Helpdesk integration with network management and server monitoring software g. Remote desktop access connectivity from web helpdesk h. Active Directory and LDAP integration i. Web helpdesk mobile application 3. Remote Support Client a. Remote access to sleeping and powered-off systems b. Interactive smart card login and remote smart card authentication c. Centralized deployment of remote support software d. Mobile remote control from ios and Android devices e. Over-the-internet remote control sessions f. Remote support integration with helpdesk software 4. Software and Patch Distribution a. Automated patching of Microsoft and third party apps b. Before and after package deployment actions c. Agentless scalable architecture d. Physical and virtual machine patching e. Simplified patch management f. Automatic/manual approval g. Customized software deployment SERVICE AND WARRANTY 1. Bidder, by submitting a bid, represents that it has the ability to provide manufacturer authorized warranty and maintenance support. The Information Technology Department will install all software and vendor will provide technical assistance in accordance with service level agreement/maintenance support agreement. Page 3

4 CONDITIONS 1. Bid SUBMITTAL Written Bids shall be submitted to the City Clerk s Office, City of Fairbanks, 800 Cushman Street, Fairbanks, Alaska 9701, or may be submitted vie at jjhovenden@ci.fairbanks.ak.us by not later than 2pm local time, Monday, November 24, FAX and DISCLAIMER: It is the responsibility of the quoter to respond in a timely manner. Vendor s use of a facsimile machine or shall be at vendors' sole risk. The CITY OF FAIRBANKS will attempt to keep the facsimile machine in good working order but will not be responsible for quotes that are late due to mechanical failure, a busy facsimile machine or any other cause arising from vendors' use of a facsimile machine even if vendor submits a transmission report or provides other confirmation indicating that the vendor transmitted a quote before the submittal deadline. Additionally, vendor s using as the primary means of submission will bear responsibility of ensuring receipt of the bid prior to the closing date. Lost s due to technological barriers, failures, security issues or use of wrong contact information will be the sole responsibility of the vendor. Vendors are therefore strongly encouraged to confirm receipt of their quote with the CITY OF FAIRBANKS prior to the submittal deadline. 3. PRICES: The quoter shall state prices in the units of issue on this bid. Prices quoted for commodities or services must be in U.S. funds and include applicable federal duty, brokerage fees, packaging, and transportation cost to the FOB point so that upon transfer of title the commodity can be utilized, or the services can be provided, without further cost. Prices quoted in quotes must be exclusive of federal, state and local taxes. If the quoter believes that certain taxes are payable by the City, the quoter may list such taxes separately, directly below the quote price for the affected item. 4. FIRM OFFER: Offers made in accordance with this bid must be good and firm for a period of sixty (60) days from the date of quote opening. 4. DELIVERY: Deliver point shall be F.O.B. destination. Bidder must indicate a realistic delivery schedule as well as ship date. Delivery date must be stated as days or weeks ARO. If time varies for different items, the bidder shall so state. PRICE & EARLIEST COMPLETION DATE WILL DETERMINE LOW BIDDER. 5. EXTENSION OF PRICES: In the case of error in the extension of prices in the quote, the unit price will govern; in a lot quote, the lot price will govern. 6. QUOTE PREPARATION COSTS: The City is not liable for any costs incurred by the quoter in quote preparation. 7. LATE QUOTES: Late quotes are quotes received after the time and date set for receipt of the bid. Quotes will be received during the period and at the place stated on the Bid Cover Sheet. It is the sole responsibility of the quoter to see that his quote is submitted in time. Any quote received after the scheduled opening time will not be considered, but will be held unopened in the quote file, unless other disposition is requested or agreed to by the quoter. Other disposition will not take place until after award. 8. CONTRACT FUNDING: City funds are available for the initial purchase and/or the first term of the contract. Payment and performance obligations for succeeding purchases and/or contract renewals are subject to the availability and appropriation of funds. The City may cancel the solicitation if adequate funds are not available. 9. SET-OFFS PRIOR TO DISBURSEMENTS: Disbursements of monies by the City of Fairbanks shall be subject to set-off pursuant to the provisions of Section of the Code of Ordinances. 10. INDEMNIFY AND HOLD HARMLESS: Vendor agrees to hold CITY OF FAIRBANKS harmless from, and to defend it against, any and all claims arising from the purchase, installation, or use of the equipment, articles, materials, or services, which are the subject of this contract. Page 4

5 11. MANUFACTURER'S AUTHORIZATION: The quoter must be the manufacturer of the product offered or shall attach to their quote evidence from an official of the manufacturer or manufacturer's authorized distributor, stating that the quoter is qualified and has the authority to sell the product being offered and pass the manufacturer's warranty through to the CITY OF FAIRBANKS with all first holder benefits of the warranty. Failure to provide manufacturer's authorization with the quote may render a quote non-responsive. 12. BRAND NAME OR EQUAL: The use of brand name or equal specifications is for the purpose of describing the standard of quality, performance and characteristics desired and is not intended to limit or restrict competition. Vendors shall submit descriptive literature at least two (2) days prior to the quote opening date to allow the CITY OF FAIRBANKS to make a determination of equality to the brand specified. Failure to provide descriptive literature may render a quote nonresponsive. 13. SAMPLES: Samples of items, when required, must be furnished free of expense, prior to opening of bids, and, if not destroyed will, upon request, be returned at the bidder s expense. 14. ACCEPTANCE OR REJECTION OF BIDS OR QUOTES: The CITY OF FAIRBANKS may accept or reject any or all quotes for good cause shown, to waive minor deviations from the specifications, and to waive any informality in quotes received, when such acceptance, rejection, or waiver is in the best interest of the City of Fairbanks. Informalities in quotes are matters of form rather than substance evident from the quote document, or insignificant mistakes that can be waived or corrected without prejudice to other quoters; that is, the effect on price, quantity, quality, delivery, or contractual conditions is negligible, and waiver of the informality does not grant the quoter a competitive advantage. The CITY OF FAIRBANKS may cancel the solicitation if such cancellation is in the best interest of the City. A quote may be rejected when (1) quoter is not in a position to perform the contract; (2) the quote is not signed by hand; (3) the quoter fails to furnish quote bonds or surety deposits, plans, specifications, samples, and so forth, when any were specifically called for in the bid; (4) the quoter has failed to use this quote form; (5) the quoter fails to provide, with the quote, descriptive literature necessary to determine the responsiveness of the quote; or (6) the quoter otherwise fails to qualify as a responsible and responsive quoter under CITY OF FAIRBANKS Purchasing Ordinance Section Request for proposals (RFP). 15. EXCEPTIONS TO THE SPECIFICATIONS: Vendor's quotes that take exception to the specifications may be declared non-responsive. 16. LOCAL BIDDER/QUOTE PREFERENCE: Local Preference as provided by the City Code of Ordinances, Chapter 54, and Section C - D, as amended. A local bidder who qualifies as a responsible and responsive bidder shall be granted a local preference in excess of the lowest bid received in the amount of: (1) the lessor of 5% or $50,000 for a construction contract; or (2) the lessor of 5% or $5,000 for any other contract. 17. OMISSIONS AND DISCREPANCIES: Should a vendor find discrepancies in the omission form, the contract/proposal documents, or should be in doubt as to their meaning, they shall immediately notify the Purchasing Agent or responsible Department in writing at 800 Cushman Street, Fairbanks, Alaska 99701, or by fax at Written corrections or explanations shall then be sent to all known holders of the proposal documents. END Page 5