Download IFB OCIO 09-108912 Office of the Chief Information Officer

IFB OCIO 09-108912
Office of the Chief Information Officer
Internet Service Provider
SECTION VIII: BID FORMAT
A. INTRODUCTION
These instructions prescribe the mandatory bid format and the approach for the
development and presentation of bid data. Format instructions must be adhered to, all
requirements and questions in the IFB must be responded to, and all requested data
must be supplied. Bids must be submitted in appropriately sealed envelopes
and clearly marked or they will be rejected.
B. FINAL BID FORMAT AND CONTENT
The bid must be organized so that the responses can be easily found. The Bid
may include any appropriate exhibits necessary to illustrate responsiveness.
These exhibits must be clearly labeled and cross-referenced to the appropriate
description of the requirement in the IFB.
It is the responsibility of the bidder to ensure that the bid is received by the
Procurement Official at the location specified in Section I.D., by the date and time
specified in Section I.E., Key Action Dates.
The withdrawal of any bid must be made in writing prior to the final bid submission
date and time and must be signed by an authorized official of the bidder’s firm. A
VERBAL REQUEST TO WITHDRAW A BID WILL NOT BE ACCEPTED.
BIDDERS SUBMITTING CONDITIONAL BIDS WILL BE DISQUALIFIED.
Bids must adhere to the following format standards:
1 Clearly legible
2 Microsoft Office Suite (2003 or later) software (Word, Excel, Project, PowerPoint);
3 8.5 x 11 inch paper, preferably double-sided, and bound in a three-ring binders
with removable pages;
4 Each volume labeled to indicate “Master” or “Copy”, volume number in set,
Bidder name and IFB OCIO 09-108912;
5 Full Table of Contents in each volume;
6 Bidder name in the header or footer of each page;
7 Sequentially numbered pages (either continuous or by major sections is
permitted, excluding the Technical Response Forms of Section VI, Technical
Requirements, which are already numbered);
Section VIII – Bid Format
July 2, 2009
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IFB OCIO 09-108912
Office of the Chief Information Officer
Internet Service Provider
8 Sequentially labeled exhibits (tables, graphs and graphics);
9 Cost information only provided in Final Bid, Volume III in a separate, sealed,
marked envelope or container.
10 Complete bid delivered under sealed cover
The following must be shown on each page of the proposal:
IFB OCIO 09-108912
Name of Bidder
Bid Volume/Section Number
Page number
Exhibit Number (if applicable)
Each sealed bid container must be labeled as follows:
Department of General Services
Attention: Diane Crump
Procurement Division
707 West 3rd Street, 2nd Floor, MS 2-209
West Sacramento, CA 95605
Name of Bidder
IFB OCIO 09-108912
Final Bid
DO NOT OPEN
Due date and time indicated in Section I, Key Action Dates
The bid price and all cost information must be submitted in a separate sealed
package. The cost package must be marked “SEALED COST BID, IFB OCIO
09-108912 – DO NOT OPEN.”
The complete bid must be submitted in the number of copies indicated and include
the following items:
1. Volume I - Response to Requirements One (1) Master, Three (3) Copies, 2 CD
This volume must contain all responses to the ADMINISTRATIVE
REQUIREMENTS, and TECHNICAL REQUIREMENTS of the IFB. All forms,
exhibits and questionnaires, EXCEPT for cost data, must be completed and
included in this volume. The substance of each portion is described in
Paragraph C, Format Detail. The organization is to be as follows:
Section 1 – General (Cover Letter)
Section 2 – Table of Contents
Section VIII – Bid Format
July 2, 2009
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IFB OCIO 09-108912
Office of the Chief Information Officer
Internet Service Provider
Section 3 – Administrative Response
Section 4 – Technical Response
2. Volume II - Completed Agreement
One (1) Master, Three (3) Copies, 2 CD
This volume must contain the completed and signed Agreement (STD. 213 IT),
including terms and conditions, and attachments, EXCEPT for cost data. There
shall be an original signature on each copy of the Agreement. The
organization is to be as follows:

Standard Agreement (STD. 213IT)

Statement of Work

IT General Provisions (GSPD-401IT, 4/12/2007)
http://www.documents.dgs.ca.gov/pd/modellang/GPIT0407.pdf

IT Contract Module, Maintenance Special Provisions (1/21/03)
http://www.documents.dgs.ca.gov/pd/modellang/maintenancespecial12103.pdf

IT Contract Module, Personal Services Special Provisions (2/8/07)
http://www.documents.dgs.ca.gov/pd/modellang/PersonalServiceSpecial020807.pdf

Exhibit D: OCIO Special Terms and Conditions
Section VIII – Bid Format
July 2, 2009
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IFB OCIO 09-108912
3. Volume III - Cost Data
Office of the Chief Information Officer
Internet Service Provider
One (1) Master, Three (3) Copies, 2 CD
This volume must be in a separately sealed, marked envelope or container,
containing all completed cost sheets and any other document with cost data
identified as required in the IFB. This volume shall contain the Cost Worksheet
(Exhibit VII-A).
4. Volume IV - Literature
One (1) Master, Three (3) Copies, 2 CD
This volume must contain all technical and other reference literature necessary to
support the Bidder’s responses to the requirements of this IFB.
C. FORMAT DETAIL
1. Volume I - Response to Requirements
The Bidder’s response to the IFB for Volume I must be in the order and format
indicated below. Except for the Technical Response Forms of Section VI,
Technical Requirements, which are already numbered, each page must be
numbered in a manner of the Bidder’s own choosing to make easy reference
possible. The organization should be as follows:
a. Section 1- General (Cover Letter)
This section shall contain a signed cover letter in accordance with Section
II.C.5.e., Signature of Bid, for inclusion as the first page of Volume I.
b. Section 2 - Table of Contents
Bidder shall include a Table of Contents which identifies the organization
and location of all bidder responses, including completed exhibits, forms,
etc.
c. Section 3 - Administrative Response
This section shall contain detailed information regarding all elements of
Section V, Administrative Requirements. Material should be organized in the
same sequence as that section. The Bidder must provide a response to every
Mandatory (M) requirement. Failure to respond to a requirement will be cause
for rejection of the Bidder’s Bid. All applicable Exhibits must be included and
completely filled out.
d. Section 4 - Technical Response
Refer to Section VI for instructions in completing the response to each of the
Technical Requirements. The Bidder must provide a response to every
requirement in that section, including supporting technical documentation
and/or substantive discussion validating the bidder’s ability to perform. Failure
to respond to a requirement may be cause for rejection of the Bidder’s Bid.
BIDDER MUST NOT RE-TYPE SECTION VI; BIDDER MUST ATTACH AS
PUBLISHED IN THIS IFB.
Section VIII – Bid Format
July 2, 2009
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IFB OCIO 09-108912
Office of the Chief Information Officer
Internet Service Provider
2. Volume II - Completed Agreements
The Bidder shall submit the required number of copies of the Std. 213 Standard
Agreement in this portion of their response (see Appendix A for additional
information). Appendix B contains the State’s Standard Agreement. Deviation
from terms and conditions previously approved for this IFB will be cause for
rejection of your bid.
A Final Bid may be rejected if it is conditional or incomplete, or if it contains any
alterations of form or other irregularities of any kind, in accordance with Section II,
Paragraph C.5.c. All copies of the Agreement must bear the signature of an
individual authorized to bind the firm as specified in Section II, Paragraph C.5.e.
The Final Bid must contain an original signature; there shall be an original
signature on each copy of the Standard Agreement.
3. Volume III - Cost Data
This volume must be in a separately sealed, marked envelope or container,
and must contain all completed cost tables, Agreement attachments with identified
costs, exhibits identifying costs, and other security documents, as required in the
IFB.
4. Volume IV – Literature
This volume must contain all technical and other reference literature to support the
response to all hardware/software and other functional requirements of this IFB.
Substantive technical information shall be highlighted on the literature page. Mark
the applicable pages (i.e. circling, underlining, bracketing, using a highlight marker
that will still show when reproduced, etc.) and list the corresponding Technical
Requirement number in the margin. Volume IV shall be organized in the same
sequence as the Technical Requirements Forms in Section VI of this IFB, and
labeled accordingly.
NOTE: Four (4) sets of Technical Literature must be available for evaluation
of the Final Bid. It is the responsibility of the Bidder to ensure that the
four (4) complete sets of Volume IV provide adequate technical
references and are submitted in the Final Bid.
Section VIII – Bid Format
July 2, 2009
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