3301 N Mulford Road, Rockford, IL 61114-5699 (815)921-7821 Toll-free (800)973-7821 www.rockvalleycollege.edu
BID/RFP NUMBER: #16-30
Michael Papp
Director of Business Services
Rock Valley College
3301 N Mulford Road
Rockford IL 61114
ALL BID/RFP PACKAGES MUST BE RETURNED IN A SEALED ENVELOPE WITH THE
BID/RFP NUMBER ON THE LOWER LEFT HAND CORNER OF THE ENVELOPE.
DATE: June 14, 2016
TIME: 11:00 A.M. Prevailing Time
BID/RFP DESCRIPTION:
HP Aruba Switches
Bid Opening 11:15 A.M. Student Center, Room 1224
YOUR COMPANY NAME:
ADDRESS:
CONTACT PERSON:
TELEPHONE:
Bid 16-30 HP Aruba Switches
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STANDARD INSTRUCTIONS TO BIDDERS
1.
All quotations/bids must be made on this bid form.
2.
Sign and return the original bid document; retain a duplicate for your files. Unsigned bids will
not be considered for award.
3.
Give complete specifications for any substitutions or alternates offered.
4.
Rock Valley College is not subject to Federal Excise Tax or Illinois Retailers Occupational Tax.
Exemption Certificates shall be furnished upon request.
5.
Prices submitted for quotation shall include all charges for packing, transportation, and delivery
to the College, Rockford, Illinois. All material is to be bid in U.S. currency.
6.
All correspondence must be addressed to the Director of Business Services.
7.
Return quotations, properly executed, in the enclosed envelope marked with the bid opening, time
and date. Seal and deliver the properly executed quotation to the Director of Business Services
on or before the time set for the opening. “No bids will be accepted after the time designated in
the request for bids, regardless of the reason given for the delay in delivery of same.” Bids
received after the stated time of the bid opening shall be returned unopened.
8.
Bids shall be available for inspection in the office of the Director of Business Services after
award of order (s) or contract (s).
9.
The Board of Community College District #511, Rockford, Illinois reserves the right to reject
any, or all, bids.
10.
All proposals must be submitted without modification or reservations on the accompanying
schedule of items and proposal form with each space properly executed.
11.
Explanations or statements which the Bidder wishes to make must be placed in the same envelope
and attached to the Bidder’s proposal. It is understood that the Bidder must bid in strict
accordance with the specifications and schedule and no substitutions may be made unless so
indicated on the proposal form as received from the College.
12.
Special attention is directed to Bidders that no claim for relief due to errors or omissions in the
bidding shall be considered. Bidders shall be held strictly to the proposals as submitted. Should
a bidder find discrepancies in, or omissions from, any of the documents, or be in doubt as to their
meaning, they should advise the Director of Business Services who shall issue the necessary
clarifications to all prospective Bidders by means of an addendum.
13.
Manufacturers’ trade names are used in the specifications for the express purpose of establishing
a standard of quality and coordination of design, not for the purpose of limiting competition.
14.
Any fees, legal or otherwise, involved in the successful delivery of this bid shall be borne by the
Bidder.
Bid 16-30 HP Aruba Switches
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ALTERNATIVES
Alternatives shall not be considered unless they are a standard item of manufacturer as evidenced by
literature, catalogs, etc. Alternates quoted/bid must be qualified and approved PRIOR to the date of the
bid opening by the Director of Business Services.
INVESTIGATION OF BIDDERS
The Director of Business Services shall make such investigation as is necessary to determine ability and
qualifications of the Bidder to perform the contemplated work. The Bidder shall furnish all such
information and data for this purpose as may be requested and shall be prepared to show completed
installations of equipment or projects similar to that included in this bid document. The Director of
Business Services reserves the right to reject any bid, if evidence in the hands of said Director indicates to
said Director that the Bidder is not properly qualified to carry out the obligations as described in the bid
documents.
RESERVATION OF RIGHTS BY COLLEGE
The College reserves the right to reject any or all bids, to waive irregularities and to accept that bid which
is considered to be in the best interest of the College. Any such decision shall be considered final and not
subject to review. “Accepted bids are subject to execution of a written contract between the bidder and
Rock Valley College. All such contracts are contingent upon approval by the Board of Trustees of
Community College District No. 511.”
SIGNATURE CONSTITUTES ACCEPTANCE
Signatures of Bidders to these bid documents shall be construed as acceptance of all items of proposal and
specification.
WITHDRAWAL OF BIDS
Bids may be withdrawn by letter, e-mail, fax, or in person, prior to the time and date established for the
bid opening.
EQUAL OPPORTUNITY EMPLOYMENT/AFFIRMATIVE ACTION
Rock Valley College is an Equal Opportunity/Affirmative Action Employer. In the event of the
contractor’s noncompliance with any provision of this Equal Employment Opportunity Clause, the
Illinois Fair Employment Practice Act, or the Fair Employment Practices Commission’s Rules and
Regulations for Public contracts, the contractor may be declared nonresponsible and therefore ineligible
for future contracts or subcontracts with the State of Illinois or any of its political subdivisions or
municipal corporation and the contract may be cancelled or avoided in whole, or in part, and such other
sanctions or penalties may be imposed or remedies invoked as provided by statute or regulation.
EXECUTION OF BIDS
In order to provide for increases or decreases in the quantity specified, because of changes in
requirements or conditions, Bidders are encouraged to indicate both unit costs and total amounts where
applicable. In the event that the Bidder does not supply unit costs (if applicable), it shall be assumed that
the unit cost is the total cost divided by the quantity specified. Failure to indicate unit costs shall not
result in a technical disqualification.
Bid 16-30 HP Aruba Switches
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AWARD OF ORDER
The College reserves the right to divide the award of orders for the items listed on this bid schedule if the
best interest of the College is so served in so doing and/or if the award is applicable to a divided award. If
a divided award is not acceptable to the Bidder, the Bidder must so state on the submitted bid.
PERIOD OF FIRM BID
Bids shall be considered to be firm for a period of ninety (90) days from the date of the bid opening.
ACKNOWLEDGEMENT
Each supplier shall acknowledge receipt of purchase order (s) and acceptance thereof within ten (10) days
of the purchase order date.
DELIVERY
Delivery must be made as specified on bid specifications. If delivery date is not specified, usual and
customary delivery shall be thirty (30) days from the receipt of order. Vendors must notify the Director
of Business Services when this delivery schedule cannot be met.
TOXIC SUBSTANCES
Where applicable all Bidders shall comply with the TOXIC SUBSTANCE DISCLOSURE TO
EMPLOYEES ACT, of the State of Illinois (P.A 83-240), effective January 1, 1984 and provide
MATERIAL SAFETY DATA SHEETS as requested.
OSHA CODES
Bidders shall comply with all OSHA codes.
Bid 16-30 HP Aruba Switches
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ADDENDUM TO ROCK VALLEY COLLEGE
RENTAL /RESERVATION AND CONTRACTOR/VENDOR AGREEMENT
MINIMUM INSURANCE REQUIREMENTS
The undersigned Contractor/Vendor or User of College Campus Facilities shall purchase and maintain
the following insurance coverages with carriers with a Bests Financial Rating not less than A, XII to
which Rock Valley College has no reasonable objection.
A Contractor/Vendor or User shall furnish a certificate of insurance to Rock Valley College prior to the
commencement of any work covered by this contract or purchase order, as evidence that all requirements of
this addendum have been complied with. The certificate shall also contain a provision that the
coverages afforded under the policies required shall not be cancelled or allowed to expire unless 60 days
prior written notice has been given to Rock Valley College. Failure on the part of the Contractor/Vendor
or User to maintain coverage as required shall constitute a default and entitle Rock Valley College, at its
sole option, to either terminate the contract or procure replacement coverage and offset the cost against any
money due the Contractor/Vendor or User.
Coverages, whether written on occurrence or claims‐
made, shall be maintained without interruption from the date of commencement of work/event until the date
of final payment and termination of any
coverage to be maintained after final payment.
1. WORKERS COMPENSATION/EMPLOYERS LIABILITY:
 $500,000 per accident
 $500,000 disease, policy limit
 $500,000 disease, each
 The policy will be endorsed showing a waiver of right of recovery form #WC000313 or
equivalent in favor of Rock Valley College.
2. COMMERCIAL GENERAL LIABILITY:
Coverage shall include premises operations, independent contractors, contractual liability, products
and completed operations including broad form property damage, covering bodily injury and property
damage for limits as shown below. Products and completed operations liability shall be maintained for
two years after completion of the work performed under this Contract of Purchase Order.
 $1,000,000 each occurrence
 $2,000,000 general aggregate
 Policy shall be properly endorsed to show Rock Valley College as an Additional Insured.
 The policy shall also contain form #GL2503 showing the aggregate limits apply per project or
GL2504 showing that the aggregate limit applies per location.
3. COMMERCIAL AUTOMOBILE LIABILITY:
Coverage shall be written to include all owned, non‐owned, and hired automobiles covering bodily
injury and property damage, including uninsured and underinsured motorists coverage for limits as
shown below.
 $1,000,000 combined single limit each occurrence OR
 $1,000,000 bodily per person, per occurrence and property damage per occurrence
Bid 16-30 HP Aruba Switches
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4. UMBRELLA LIABILITY:
The policy shall cover excess of Employers Liability, General Liability, and Automobile Liability with
underlying limits as shown in A, B, and C and shall also name Rock Valley College as an
ADDITIONAL INSURED for the following limits.
 $1,000,000 each occurrence
 $1,000,000 general aggregate
5. PROFESSIONAL LIABILITY:
Should this contract provide for Professional services, such as, but not limited to, Athletic Trainers,
Sports Medicine, Counseling, Dental, Medical, Psychological, and Contractors, the vendor shall
purchase and maintain Professional Liability coverage for the services to be rendered for limits not
less than:
 $1,000,000 per claim or occurrence, $3,000,000 aggregate
 The vendor shall furnish Rock Valley College a certificate of insurance as evidence of coverage, in
addition to those coverages as required in paragraphs, A, B, and C.
6. ENVIRONMENTAL LIABILITY COVERAGE:
Should this Contract provide for services in connection with the removal, or disposal of hazardous
wastes the Contractor/Vendor or User shall furnish proof of Environmental Liability coverage showing
the following limits:
 $5,000,000 each incident
o $5,000,000 general aggregate
 The policy shall name Rock Valley College as an ADDITIONAL INSURED.
 The policy shall be endorsed showing that aggregate limits apply per project or location.
Should any of the above policies be written on a claims‐
made basis the policy date or retroactive date shall predate the contract. The Additional Insured provision
s as contained in paragraphs 2, 4, and 5 shall be
maintained for a period of not less than five years after the expiration and or non‐renewal of this Contract.
The termination date of the policy or applicable extended reporting period shall be no earlier than the
termination date of coverages required to be maintained as shown above.
INDEMNIFICATION:
The Contractor/Vendor or User shall indemnify and hold harmless Rock Valley College as Board of
Trustees, Representatives, Employees and Agents from any claims, demands or liabilities, including
attorney's fees arising out of the performance of this contract and/or purchase order including, but not
limited to, claims arising out of or related to environmental protection matters related to the disposal
(including method thereof) of garbage, trash, refuse or other material generated by Rock Valley College
and transported by or disposed of by Contractor/Vendor or User pursuant to this Contract; or arising out
of or related to Contractor's/Vendor's or User's choice of site or sites for disposal.
I have read and understand this addendum.
CONTRACTOR/VENDOR/USER
Authorized Representative
____________________________________________________
Bid 16-30 HP Aruba Switches
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BID INFORMATION
Rock Valley College (RVC) is requesting competitive bids for the following HP Aruba Switches to be
delivered FOB Rock Valley College.
All requested equipment shall be new, with original packaging and all original documentation, and
not refurbished products. Verification of Manufacturer’s Warranty plus length of warranty shall
be required for each product listed.
Delivery of goods is to be made within fourteen (14) days of receipt of purchase order.
A minimum of two (2) manufacturer trained/certified system engineers must be available and within a
150 mile radius of Rock Valley College.
Technical questions should be directed to Tavis Alfredson (815-921-4859).
Prior to delivery of switches, vendor must handle the following base line configurations:

Register each part with HP web site

Current code on J9447A switches to be 15.06.0008
SPECIFICATIONS
Switches
HP – 5412R 92GT POE+ / 4SFP+ (No PSU) V3 ZL2
Switch – Switch – 92 Ports – Managed – Rack
Mountable (JL001A). New retail factory sealed with
lifetime MFG warranty.
HP – 5406R 44GT POE+ / 4SFP+ (No PSU)V3 ZL2
Switch – Switch – 44 Ports –Managed – Rack
Mountable (JL003A). New retail factory sealed with
lifetime MFG warranty.
Modules
HP – 24P 10/100/1000BASE-T POE+ V3 ZL2
Expansion Module (J9986A). New retail factory
sealed with lifetime MFG warranty.
HP – 5400R ZL2 Management Module (J9827A).
New retail factory sealed.
Power Supply
HP – 1100 Watt Power Supply for 5400 POE+ ZL2
(J9829A#ABA). Retail factory sealed.
HP Part #
QTY
JL001A
1
JL003A
1
J9534A
7
J9827A
J9306A
J9829A
#ABA
2
9
Unit Cost
Extended Price
6
Grand Total
Bid 16-30 HP Aruba Switches
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Rock Valley College
BID # 16-30
HP Aruba Switches
_________________________________________________________________________________
Name of Individual/Partnership/Corporation/Company/Entity
_________________________________________________________________________________
Name of Preparer (print)
Title
_________________________________________________________________________________
Signature
Date
_________________________________________________________________________________
Attesting Signature (Required)
Title
_________________________________________________________________________________
Business Address
_________________________________________________________________________________
City
State
Zip
_________________________________________________________________________________
Telephone Number
FAX Number
_________________________________________________________________________________
Federal Employee Identification Number (FEIN)
Notice: Rubber-stamped or typed signatures will disqualify your proposal.
Bid 16-30 HP Aruba Switches
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