Request for Proposals #CSM15-001E
[2/9/2016]
The College of Southern Maryland
Attachment 2 – Vendor Response Form - Page 1
Attachment 2 – Vendor Compliance and Response Form
Company Name:
Postal Address:
City/State/Zip:
Contact Person (name, title):
Telephone Number:
Email Address:
Please respond to every question below immediately following that question. For ease of review,
please use a different font and color for your responses.
COMPLIANCE
1. This response form eliminates the need for paragraph-by-paragraph cut-and-paste as well as the
need to respond to any RFP paragraphs that you fully understand, agree to, and/or will comply.
Only those paragraphs to which you are requesting a variance, that require explanation or
clarification, or to which you need to attach information need to be addressed.
In completing this form, it is hereby declared by the Offeror that this proposal is compliant with
all terms, conditions and requirements specified in the RFP, except those items contained in the
List of Variances which follows. It is further understood (a) that this declaration is binding and
will become an integral and irrevocable component of any subsequent contract, and (b) that the
waiver of any provisions contained in the RFP will be at the sole discretion of CSM or its
representative.
The above declaration is understood to be approved by a representative of the Bidder who is
qualified to contractually bind the company and empowered to do so. Any attempt to negate
this response or to subsequently negotiate paragraphs already accepted, may result in
disqualification.
Instructions for Form 1: Compliance Response Form:
•
In the column “Paragraph Number” enter the number of the applicable RFP paragraph (e.g.,
2.7. or 3.3.5.1.)
•
In the column “Vendor Response” enter “C” for Clarification, “V” for Variance. For
paragraphs where the vendor response is “Understood”, “Agreed”, or “Will Comply”, no
response is necessary. (Remember, failure to specifically take a variance or clarification will
be understood to be compliance in full with the requirements of that paragraph.)
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Request for Proposals #CSM15-001E
[2/9/2016]
The College of Southern Maryland
Attachment 2 – Vendor Response Form - Page 2
o “Clarification” is used when a response is in compliance with the requirement but
additional information is required to ensure that the Vendor’s position is fully
understood by all parties. Additional information regarding the nature of the
clarification should follow.
o “Variance” is used for any response which is not in full compliance with the requirement
as written. “Will comply, but…” is a variance! Additional information regarding the
nature of the variance must follow including the reason for the variance, the impact of
the variance, and what the Vendor suggests as an alternative to the requirement for
which a variance is requested.
•
In the column “Clarification/Explanation” enter an explanation of the clarification or
variance, or a description of the information attached.
•
If the explanation for a clarification or variance is lengthy or if additional information is
attached, in the column “Attachment/Reference #” enter a sequential reference to
information attached (1 for the first instance, 2 for the second, etc.).
•
Add rows as necessary.
RFP
Vendor
Paragraph Response
Number (Enter “C”,
“V”)
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Clarification/Explanation
Attachment
/Reference
#
Request for Proposals #CSM15-001E
[2/9/2016]
The College of Southern Maryland
Attachment 2 – Vendor Response Form - Page 3
VENDOR AND REFERENCES
2. Provide the background of your organization including:
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History
Headquarters location
Scope of services and products provided
Relationships with manufacturers of data center-related products
Number of comparable data centers designed and constructed.
List of higher education installations and data center sizes
Support and service presence in or around Southern Maryland
3. Describe what differentiates your organization from that of your competitors (services,
corporate strength, approach, etc.).
4. Provide a copy of your current audited financials as well as your Dunn & Bradstreet number.
5. Include a list of other clients for whom you have performed work similar to that proposed for
CSM, especially higher education customers and those in Maryland or the surrounding states.
6. Provide at least three references from clients similar in size and application to CSM to whom
you provided similar services. Please include:
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Name of customer
Name of contact, title, and telephone number
Address
Description of project
Systems and sizing
Approximate date of commissioning
IMPLEMENTATION
7. Describe the proposed installation process and schedule to comply with the requirements of the
RFP. Include items such as:
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Proposed project team and resumes of key personnel
System design and engineering process
Construction administration
Equipment delivery and staging
Training, operation procedures and documentation
Commissioning
Phase acceptance testing
Final System acceptance testing
Request for Proposals #CSM15-001E
[2/9/2016]
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The College of Southern Maryland
Attachment 2 – Vendor Response Form - Page 4
Project management
Required assistance from CSM personnel (who and how much)
Project milestones and schedule
How will you minimize disruption to the existing data center?
Other information you deem applicable
8. Describe your quality control processes during the design and construction processes.
9. Describe the process you would follow for training. Plan must address:
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Data center administration (DCIM, HVAC, Electrical)
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Routine Maintenance
10. What manufacturer certifications or other processes are required for CSM to contact and work
with the manufacturer’s technical assistance group (TAC) for Tier 2 and Tier 3 support?
MAINTENANCE AND SUPPORT
11. Maintenance:
a. Describe the maintenance approach over the first year you propose to comply with the
requirements of the RFP. How many certified technicians are available to support CSM?
Where are the technicians, dispatch center, and parts depot(s), located?
b. Fully describe your maintenance and preventative maintenance programs.
12. Describe, in detail, your system warranty; its start date and duration; and what it does/does not
cover.
13. How is technical support and technical escalation provided?
PRICING
14. Provide a firm fixed price for the design and construction of as specified in the RFP.
ALTERNATIVES AND OPTIONS
15. Do you have any additional suggestions, alternatives, or optional configurations you would like
to suggest? If so, please elaborate including any pricing adjustments for your suggested
alternatives.
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Request for Proposals #CSM15-001E
[2/9/2016]
The College of Southern Maryland
Attachment 2 – Vendor Response Form - Page 5
SIGNATURE BLOCK
Offerors must complete and sign this page and include it with their technical and financial
proposals.
I certify our company’s receipt of ______ (number) modifications to this RFP.
This proposal is valid until (at least for 90 days)
By signing below, I confirm that this is a true and valid proposal, that I am authorized to sign
this proposal on behalf of the organization, and that the company agrees to all terms &
conditions in this RFP except where expressly described to the contrary in Compliance, above.
Original Signature by Authorized Officer/Agent
Vendor’s Tax ID Number (FEIN)
Type or printed name of person signing
Company Name
Title
Phone Number
Vendor Mailing Address
E-Mail Address
City, State, Zip
Website Address
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