REQUEST FOR INFORMATION (RFI) For. Archiving Solution Project No. RFI-LB COLORADO SPRINGS UTILITIES. Continuous Improvement Department

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1 REQUEST FOR INFORMATION (RFI) For Archiving Solution Project No. RFI-LB COLORADO SPRINGS UTILITIES Continuous Improvement Department Date: 7/16/07 T (12/2004)

2 TABLE OF CONTENTS TABLE OF CONTENTS 1 SECTION 1: INTRODUCTION AND BACKGROUND...2 thru INTRODUCTION DEFINITIONS REQUESTS FOR INFORMATION SUBMISSION OF INFORMATION SCHEDULE OF EVENTS...3 SECTION 2: ADMINISTRATIVE REQUIREMENTS...4 thru SCOPE OF TERMS AND CONDITIONS SUBMITTAL TERMS AND CONDITIONS OBJECTIVE OF REQUEST FOR INFORMATION PRE-SUBMITTAL CONFERENCE ADDENDA TO THE REQUEST FOR INFORMATION RESPONDENT RESPONSIBILITY FOR SUBMITTAL COSTS ECONOMY OF SUBMITTALS SUBSTANTIVE SUBMITTALS DISCLOSURE OF PROPOSAL CONTENT RIGHT TO DISREGARD SUBMITTALS...5 The following Exhibits apply and are attached or otherwise incorporated where referenced below: EXHIBIT A EXHIBIT B Statement of Work for Archiving Solution Estimated Cost of Archiving Solution T (12/2004) REQUEST FOR INFORMATION

3 SECTION 1: INTRODUCTION AND BACKGROUND 1.01 INTRODUCTION This RFI is being issued to solicit feedback, answers to questions, submittal of qualifications or other information to the extent requested in Exhibit A hereto DEFINITIONS Please note the following definitions of terms as used herein: Agreement means the UTILITIES standard contract and terms as may be referenced under Exhibit C. Respondent means the person, firm, or corporation that submits a formal response to this RFI. Request for Information (RFI) means all documents, whether attached or incorporated by reference, utilized for soliciting comment, answers to questions, qualifications or other information as expressly requested in Exhibit A hereto. UTILITIES means Colorado Springs Utilities, an enterprise of the City of Colorado Springs, a Colorado home rule city and municipal corporation REQUESTS FOR INFORMATION The Request for Information (RFI) contains the instructions governing the materials to be submitted in a response hereto, including hard and soft (electronic) copies desired. Any requests for clarification or additional information regarding your response to this RFI shall be directed to: Lisa Barela Procurement Specialist Colorado Springs Utilities Sourcing and Contracts Office PO Box 1103 Colorado Springs, CO Phone (719) Fax (719) * See Section 1.04 below for overnight deliveries. The person listed above is the primary designated liaison between Colorado Springs Utilities and Respondent. Please refrain from unauthorized contact between any Respondent, its agent, employees, or others on the Respondent s behalf and Utilities staff other than Sourcing & Contracts personnel (as listed on our web site, Initial questions must be received in writing (Submittals by are preferable) no later than July 24 th, A letter of Intent to Submit ( preferred) is requested by this date, along with reason(s) for any No Reply decisions. T (12/2004) RFI-LB-58359

4 1.04 SUBMISSION OF INFORMATION Respondents are requested to submit three (3) paper copies and one (1) electronic (soft) copy of your reply (in Microsoft Office or PDF format). Responses are requested be in envelopes clearly marked RFI-LB Response. The responses are requested to be received on or before the first date listed in 1.05 below, at UTILITIES Sourcing and Contracts Office. Responses shall be addressed as follows: Hand or Overnight Delivery US Mail Response to RFI-LB Archiving Solution Response to RFI-LB Archiving Solution Colorado Springs Utilities Sourcing and Contracts Office Colorado Springs Utilities Sourcing and Contracts Office 121 S. Tejon St., Suite 200 PO Box 1103, Mail Code 0920 Colorado Springs, CO Colorado Springs, CO Response may be either mailed or hand-delivered. The Respondent shall be responsible for actual delivery of the proposal to the proper office before the deadline. Any responses received after the deadline may be disposed of without review at the sole discretion of Utilities. The response should include the appropriate point of contact from the Respondent s company in the event additional discussion or clarification is requested. All responses become the property of UTILITIES upon receipt of same by UTILITIES. The content of all responses will be kept confidential only when clearly marked and identified on each affected page as being proprietary or confidential SCHEDULE OF EVENTS (DUE DATES ARE 3:00 PM MDT/MST UNLESS NOTED OTHERWISE) Event Date Time Request for Information 07/30/07 NA Decision to Proceed with a Procurement 08/10/07 NA Solicitation Released to Prospective Suppliers 08/23/07 NA Pre-Bid Conference N/A Questions & Bid / No-Bid Feedback from Suppliers 09/13/07 03:00 p.m. Due Date & Time for Proposals from Suppliers 09/20/07 03:00 p.m. Targeted Award Date 10/1/07 Anticipated Completion Date TBD T (12/2004) RFI-LB-58359

5 SECTION 2: ADMINISTRATIVE REQUIREMENTS 2.01 SCOPE OF TERMS AND CONDITIONS The following terms and conditions shall govern the submission of responses resulting from this request. Respondents, by virtue of submission of requested written materials, acknowledge and accept these Terms and Conditions SUBMITTAL TERMS AND CONDITIONS Information and other materials requested herein are submitted by the respondent are submitted by an authorized representative of the organization so represented, or is otherwise submitted on behalf of the author only where noted as such. The respondent certifies at time of submittal that the information and materials provided to be truthful and accurate to the best knowledge of the author and the author s employer, if submitted on the employer s behalf. The respondent also agrees as the result of submittal to participate with reasonable follow-up questions or discussions to enable Utilities to fully appreciate the intent of the response submitted. All such activities and efforts are understood to be VOLUNTARY on the part of the respondent, and such participation is therefore rendered by the respondent and respondent s company at no cost or further obligation whatsoever by Utilities. Utilities may utilize the data submitted in any reasonable manner unless otherwise expressly limited in the written response provided OBJECTIVE OF REQUEST FOR INFORMATION The objective of this RFI is to obtain information as requested in Exhibit A to enhance our ability to properly execute the affected project(s) in a manner that is cost effective and beneficial to both Utilities and its citizenowners that we are committed to serve. All information must be legible. Each response shall be accompanied by a transmittal letter signed by an authorized representative of the Respondent. The contents of the response submitted may be relied upon to create requirements for related projects, either procured or otherwise accomplished internally. This Request for Information may refer to both UTILITIES and the City of Colorado Springs. Any data submitted to UTILITIES hereunder may be utilized by the City PRE-SUBMITTAL CONFERENCE Not Applicable to this project In the event any respondent cannot attend a conference as listed above, the Sourcing and Contracts representative listed in this RFI should be contacted ( , phone, facsimile or mail) and advised accordingly. UTILITIES at its sole discretion will schedule additional conference(s) as warranted ADDENDA TO THE REQUEST FOR INFORMATION If it becomes necessary to revise any part of this RFI, an addendum will be provided to all Respondents who have been placed on the official planholders list in UTILITIES Sourcing & Contracts Office RESPONDENT RESPONSIBILITY FOR SUBMITTAL COSTS UTILITIES is not liable for any cost incurred by any Respondent associated with the preparation of a response, the submittal of materials, or any other participation efforts associated with this request and any addendum(s) thereto. Respondents may be asked to participate in further discussions with UTILITIES representatives in Colorado Springs or at another location agreeable to both parties. The Respondents shall bear all costs for such participation. T (12/2004) RFI-LB-58359

6 2.07 ECONOMY OF SUBMITTALS Respondent should submit a complete and concise response to the RFI, which will be retained by UTILITIES. Response should be prepared simply and economically, while providing a complete response to the RFI wherever practicable to do so SUBSTANTIVE SUBMITTALS The Respondent shall certify (a) that Respondent's submittal is genuine and is not made in the interest of, or on behalf of, an undisclosed person, firm, or corporation; (b) that Respondent has not directly or indirectly induced or solicited any other Respondents to put in a false or sham response; (c) that Respondent has not solicited or induced any other person, firm, or corporation to refrain or abstain from submitting a response; and (d) that Respondent has not sought by collusion to obtain for themselves any future advantage over any other Respondents or over UTILITIES; and (e) Respondent shall not violate or cause any person to violate, the Colorado Code of Ethics (C.R.S et. seq.) DISCLOSURE OF SUBMITTAL CONTENT If a submission contains confidential or proprietary information that the Respondent does not want disclosed to the public, or used for any purpose other than use by Utilities as stated herein, all such information must be indicated with the following or similar statement: The information contained on page/s,,, shall not be duplicated, used in whole or in part for any purpose other than to provide information and data to UTILITIES for the purposes set forth herein; that UTILITIES shall have the right to duplicate, use or disclose this information to the extent not otherwise limited in the written response provided. Any restriction asserted by a Respondent does not limit UTILITIES right to use the information or data submitted in the response hereto if such data can be obtained from another source." All such nondisclosure items specified in the Respondent s submission shall be subject to the Colorado Public Records Act or as otherwise provided by law or regulation. Respondent acknowledges and agrees that all material provided to UTILITIES during the RFI process and subsequent discussions or correspondence may be used without restriction by UTILITIES in the future. Respondent must be specific about any exceptions to this provision. In the event that a response is submitted, UTILITIES reserves the right to use any of the concepts or ideas contained therein without incurring any liability. All Respondent marketing and promotional documentation supplied as part of the Respondent s submission may be utilized by UTILITIES without limitation unless otherwise submitted in accordance with the above RIGHT TO DISREGARD SUBMITTALS UTILITIES reserves the right to reject or disregard any and all submittals if it is deemed in UTILITIES best interest. T (12/2004) RFI-LB-58359

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