REQUEST FOR QUOTATION
THIS IS NOT AN ORDER
RETURN ONE COPY TO: DATE: 06/22/04 NUMBER:IST:CNS:RFS/RAP
UNIVERSITY OF CALIFORNIA
Procurement & Business Contracts YOU MAY FAX YOUR BIDS: 510/642-8604
Berkeley, Ca 94720-5600
TO BE CONSIDERED YOUR QUOTATION
MUST BE RECEIVED BY: 07/28/04
IF FURTHER INFORMATION IS REQUIRED, PLEASE CONTACT:
Ruth Palacios, 510/642-0406 FAX # 510/642-
PLEASE QUOTE YOUR LOWEST PRICE FOR THE MATERIAL, AND/OR SERVICES TO BE
DELIVERED, AS SPECIFIED BELOW. ANY DEVIATION FROM THE SPECIFICATIONS MUST BE IDENTIFIED AND FULLY DESCRIBED. NO CHARGE TO PACKAGE, FOR DRAYAGE, OR FOR ANY
OTHER PURPOSE WILL BE ALLOWED OVER AND ABOVE THE PRICES QUOTED ON THIS SHEET. UNIVERSITY OF CALIFORNIA STANDARD PURCHASE ORDER TERMS AND CONDITIONS
APPLY. A COPY OF THESE CONDITIONS WILL BE FURNISHED ON REQUEST. THE RIGHT IS RESERVED TO ACCEPT OR REJECT QUOTATIONS ON EACH ITEM SEPARATELY , BY
CATEGORY, OR AS A WHOLE, AND TO WAIVE ANY IRREGULARITIES IN A QUOTATION. IF UNABLE TO QUOTE, PLEASE RETURN THIS FORM SO MARKED. IF ARTICLES SUPPLIED ARE TO
BE PRODUCED OR MANUFACTURED OUTSIDE OF THE UNITED STATES, PLEASE SPECIFY COUNTRY OF ORIGIN.
THE UNIVERSITY’S STANDARD PAYMENT TERMS ARE NET 30. DO YOU OFFER
PROMPT PAYMENT DISCOUNTS?YES____NO ____ STATE: CASH DISCOUNT _____PER
CENT FOR PAYMENT WITHIN ____DAYS FROM RECEIPT OF GOODS OR INVOICE,
WHICHEVER IS LATER
UNIVERSITY OF CALIFORNIA TERMS AND CONDITIONS OF PURCHASE (APPENDIX “A”) SHALL APPLY TO ANY
ORDER WHICH MAY RESULT FROM YOUR OFFER. IF YOU INCLUDE SUPPLEMENTAL INFORMATION ON YOUR
QUOTATION FORM, ANY TERMS AND CONDITIONS INCLUDED ON THAT FORM ARE UNDERSTOOD NOT TO
The University of California Berkeley invites your quotation to provide the Communications System for the
University of California, Berkeley Richmond Field Station as called out in the following pages.
The following sections are a part of this RFQ:
Request for Quotation Form Dated 6/22/04, Page 2 Sign and return with your Response
Request for Quotation and Delivery Schedules Pages 1 – 16
University of California Terms and Conditions of Purchase, Appendix A Rev. 8/99
Are the prices you have quoted herein the lowest offered to any federal, state, municipal or similar institution?
Yes ___ No ___
UNLESS OTHERWISE SPECIFIED, Prices will be F. O. B. UNIVERSITY OF CALIFORNIA
Delivery will be made in ________ Days after receipt of order F.O.B. POINT ___________
Shipment will be made from ____________ Method of shipment _________ Shipping Weight: ____
AS A SUPPLIER OF GOODS OR SERVICES TO THE UNIVERSITY OF CALIFORNIA I/WE CERTIFY THAT RACIALLY SEGREGATED FACILITIES WILL NOT BE MAINTAINED NOR PROVIDED FOR
EMPLOYEES AT ANY ESTABLISHMENT UNDER MY/OUR CONTROL, AND THAT I/WE ADHERE TO THE PRINCIPLES SET FORTH IN EXECUTIVE ORDERS 11246 AND 11375, AND UNDERTAKE
SPECIFICALLY: TO MAINTAIN EMPLOYMENT POLICIES AND PRACTICES THAT AFFIRMATIVELY PROMOTE EQUALITY OF OPPORTUNITY FOR MINORITY GROUP PERSONS AND WOMEN; TO
TAKE AFFIRMATIVE STEPS TO HIRE AND PROMOTE WOMEN AND MINORITY GROUP PERSONS AT ALL JOB LEVELS AND IN ALL ASPECTS OF EMPLOYMENT; TO COMMUNICATE THIS
POLICY IN BOTH ENGLISH AND SPANISH TO ALL PERSONS CONCERNED WITHIN THE COMPANY, WITH OUTSIDE RECRUITING SERVICES, AND THE MINORITY COMMUNITY AT LARGE; TO
PROVIDE THE UNIVERSITY ON REQUEST A BREAKDOWN OF YOUR TOTAL LABOR FORCE BY ETHNIC GROUP, SEX, AND JOB CATEGORY; AND TO DISCUSS WITH THE UNIVERSITY OUR
POLICIES AND PRACTICES RELATING TO YOUR AFFIRMATIVE ACTION PROGRAM.
DATE TELEPHONE NO. (INCLUDING AREA CODE) SIGNATURE OF FIRM REPRESENTATIVE
REQUEST FOR QUOTATION AND DELIVERY SCHEDULES
FOR PURCHASE OF ONE (1)
UNIVERSITY OF CALIFORNIA, BERKELEY
RICHMOND FIELD STATION
Department of Communication and Network Services
University of California
SECTION 1: PURCHASING LETTER
The purpose of this Request For Quotation (RFQ) is an invitation for qualified Bidders to
provide the University of California, Berkeley, (UCB) with the specifications, delivery
information and price quotations for the purchase of one (1) telecommunications system
for use at the Richmond Field Station (RFS) in strict accordance with the specifications,
terms and conditions set forth by the University in this RFQ. Richmond Field Station is
a premier research facility located adjacent to the San Francisco Bay just west of
Highway 580 and approximately 4 miles north of Berkeley‟s main campus.
1.2 Issuing Office
This RFQ is issued for the University by the Purchasing Department. Quotations must
be received by noon July 28, 2004, and submitted in three (3) copies to
6701 San Pablo Avenue, Suite 218
University of California
Oakland, California 94608
Telephone number 510/642-0406, Fax number 510/642-8604
Technical Contacts: Steve Aguirre (510)-643-2049
Deborah Lane (510)-642-0996
Leslie Bowden (510)642-4119
SECTION 2: Terms and Conditions
The terms and conditions specified in Appendix A shall apply.
2.0 Mandatory Conference and Job Walk
This section details the time and place for the mandatory conference and job walk. This
conference gives all parties the opportunity to meet and exchange information prior to
the actual submission of quotations. A single time and place for clarification replaces
multiple calls between UCB and Bidders, thereby minimizing the impact on all parties.
Attendance will be limited to three (3) representatives per Bidder. The names of your
representatives must be delivered to the Point of Contact by noon, July 6. We will notify
you then of the Building location for the job walk.
A mandatory job walk will be conducted and will begin fifteen (15) minutes after the
conference concludes. This job walk will provide prospective Bidders the opportunity to
examine the physical location. Bidders not participating in the conference will not
be permitted to participate in the job walk.
The location is as follows:
Date: July 8
Time: 10 AM
Place: Richmond Field Station
1302 South 46th St.
Section 3 Proposal Format
To fairly evaluate all proposals, UCB requires a uniform proposal format. Additional
information which enhances the Bidder‟s response may be provided in a format of the
Bidder‟s choice. Technical information and descriptions directly related to the products
and services proposed by the Bidder may be provided in the form of technical bulletins
and/or URLs which point to equivalent web library information. However, information
provided in either form must be concise and directly related to the requirement in
questions. A direct reference to the additional information which explains its relevance
should be made in the appropriate section of the Bidder‟s response.
The uniform proposal format contains the following sections:
3.1 Cover Letter:
All Bidders must submit a cover letter on your letterhead, signed by the responsible
official in your organization, certifying the accuracy of all information in your proposal
and that your proposal will remain valid for ninety (90) days from the date you submit.
Do not include any price information in the Cover Letter.
Responses in the main body of the proposal must be organized as follows:
3.1 Executive Summary
Bidders must submit an executive summary of your proposed solutions covering the
main features and benefits that distinguish your services in
non-technical terms. Do not include any price information in the
Executive Summary. Do not exceed two pages.
3.2 Instructions to Bidders
This section of the RFQ provides instructions to the Bidders. All bidders must respond
by stating that Bidder understands and accepts the instructions and will meet the
3.3 Qualification Requirements
Bidders must respond as indicated to the requirements in Item 3 for each of the
subsections. Respond to the requirements using the exact number of the associated
subsection. At your option, you may add an introductory narrative at the beginning of
3.4 System and Service Requirements
Bidders must respond as indicated to each requirement for each of the subsections.
Do not include any price information in your response to this section. All price
information is to be submitted on a separate form.
Section 4: Project Milestone Dates
This section provides a schedule of the critical project dates.
Bidders should carefully examine and make certain they have a clear understanding of
the requirements of the specified project milestones and the associated dates.
Issue the RFQ June 22, 2004
Mandatory conference and job walk July 8, 2004
Cut-off date for questions July 15, 2004
Due date for RFQ response July 28, 2004
Estimated selection date August 25, 2004
Section 5: Qualification Requirements
The intent of this solicitation is to provide UCB with the information and pricing required
for a successful purchase and implementation of the equipment and related support
services as specified in this RFQ. UCB believes that the Bidder‟s experience, financial
capability, expertise of its personnel and related factors are important in assessing the
Bidder‟s potential to meet the goals and objectives. Accordingly, Bidders must conform
to the minimum qualification standards and provide the required information in order to
qualify as responsive.
As a component of the bidding process, Bidders will be asked both to submit their
quotations and to present their solutions to UCB. Presentation teams must include the
technical engineer who will oversee implementation and support. UCB will then assess
Bidders‟ potential to meet goals and objectives based on a review of both the proposals
and the presentations.
5.1 Demonstration of Expertise
Bidders must have verifiable successful recent expertise of at least three (3) years in
providing products, services and maintenance on their proposed communications
Provide specific recent university integration experience references (up to 3) . List and
describe with specific details as to scope and extent.
5.2 Financial Statements
Bidders must submit audited financial statements for the past three (3) years which
demonstrate their financial health.
Bidders must be able to demonstrate the capability of providing the required equipment
and services by possessing all necessary business and technological resources,
including personnel, facilities, maintenance, support, systems, organization structure,
operation controls, network management and quality control.
Bidders must have the ability to obtain the necessary insurance - see University of
California Terms and Conditions of Purchase, Article 17 Insurance.
Bidders must possess all trade, professional business, and licenses as required by the
work contemplated by this RFQ.
5.6 Independent Reports
UCB also reserves the right to obtain Dun & Bradstreet reports, or similar independent
reports for further indications of the Bidder‟s ability to provide the products and services
specified in this RFQ. The Bidder is to provide their company‟s Dun & Bradstreet
number with the quotation submitted.
5.7 Project Management
Describe the methodologies used to undertake projects from the point of requirements
through finished deliverables, including project management, checkpoints and periodic
status reporting back to UCB. Describe the policies and procedures that will be
employed to ensure the timely completion of tasks in quality fashion. A project plan with
tasks, milestone dates and phase durations, and personnel requirements for each task
will be expected of the bidder to whom the work is awarded before implementation.
Section 6.0 System and Service Requirements
The University of California, Berkeley, Richmond Field Station is an off- campus premier
research and educational facility located at 1301 South 46 th Street, Richmond,
California. Communication and Network Services currently provides services to the
Richmond Field Station with an independent PBX environment known as a Siemens/
Rolm CBX 8000. It is configured with (24) DID trunks and (24) outdial loop start trunks
with (1) T-1 for long distance calling, 400 analog extensions, 50 single line sets, 280
digital sets, and no console. RFS presently uses Rolm Phonemail (integrated with the
Rolm CBX) and third party vendor, RTP for call accounting.
6.1 Project Overview
The University of California , Richmond Field Station, will be updating the current
telephone configuration to include a TDM PBX featuring a robust feature package. An
estimated number of (8) loop start trunks will remain, and (2) PRI‟s extending from the
Berkeley SBC central office(BKLY01) to RFS will be installed to support the PBX. The
existing bank of 400 DID numbers will be replaced by a new DID number block from the
main campus centrex system at the Berkeley SBC central off (BKLY01).
The PBX solution must be compatible with the present Digital Sound Voicemail System
presently used by the main campus and will require an SMDI interface.
Please explain in your solution how the message waiting indicator would be set in the
switch and connected to the remote voice mail system.
RFS is a year around operation that is highly dependent upon their voice and data
communications. Special scheduling and coordination will be required to seamlessly
install and replace the existing telephone system with little or no system down time.
UCB does want or anticipate a “forklift” upgrade. Successful Bidders must describe the
proposed means and methods they will utilize to install the new system without
interruption to the existing voice service. The new system shall be installed and fully
tested while the existing system is in service. Upon transition, the existing system
shall be decommissioned and the replacement unit placed into operation. This
transition and cutover must be planned to allow completion within the time period
between the close of business hours on Friday and the start of business on Monday.
UCB will provide access to all rooms and buildings as required for this installation.
UCB is unable to provide an on-site storage or work space for contractor.
6.3 System Equipment Requirements for the Richmond Field Station
The following sections specify the features and operating characteristics required as
part of the Bidder‟s proposed solution. This solution must be based on a TDM (time
division multiplexing) PBX architecture. Bidders must provide a direct response to each
of the requirements in the fashion specified. As part of the response, Bidders may
include references to sections in manufacturer provided literature or manuals supplied
with the proposal only if the referenced sections are clearly identified and provide
additional information which expands or clarifies the response provided in the body of
the proposal. Responses may not consist solely of references to literature and manuals
provided with the proposal.
6.4 Features and Capabilities
The proposed TDM system must include the following standard features and
1. Call Forward Busy
2. Call Forward No Answer
3. Call Forward Variable External
4. Visual Message Waiting Indication
5. Call Transfer
6. Three Way Calling
7. Call Waiting
8. Five Digit Dialing Pattern compatible with the UCB dialing plan.
9. E911 Routing which will be routed over the PRI‟s provided by UCB.
10. Back up SMDR package to cover PRI trunking failure
11. System Administration which must be capable of remote monitoring as well as
remote system administration and reporting. A graphic user interface (GUI) for
system administration is preferred.
6.5 Desired Feature and Capabilities:
Self designating templates for multi button sets
Describe the features to be provided in support of the required capabilities. If a PC
system is required to implement these capabilities, provide the minimum hardware and
software specifications for the required system.
6.6 Compatibility with CENTREX SMARTcall accounting system.
Is the Bidder‟s proposed solution compatible with this package? If not, describe all known
incompatibilities and provide options, if any, for resolving these incompatibilities.
6.7 Call Blocking Restriction
The PBX system shall be able to restrict dialing of specific prefixes (900, 976, etc.).
6.8 VOIP Integration
The proposed solution must be designed to support future VOIP integration and related
voice and data convergent features. In the future, UCB desires the option to migrate to
VOIP stations, seamlessly with the construct of the PBX switch provided.
6.9 Telephone Sets
Bidder shall supply 250 multibutton telephone sets with multiple (at least 2) line displays.
6.10 Uninterruptible Power Supply (UPS)
An uninterrupted power supply (UPS) capable of providing operational power to the
system for a minimum of four (4) hours must be included in the proposal. If size/space
limitations do not provide for a UPS system capable of four (4) hours support, provide
information about the maximum allowable UPS system bidder proposed for the
6.11 Space Requirements
Bidder shall provide physical space requirements for the proposed system. Bidder may
provide these requirements in the form of a „Site Planning and Preparation Guide‟. If
the equipment in the proposed system is rack-mounted, the specifications should
include the following: width of the frames (e.g. 19-inch or 23-inch); number of RU (rack
units); whether the equipment requires front and rear access If the equipment in the
proposed system is wall-mounted, the specifications should include sizing requirements
and minimum clearances.
6.12 Operating Environment
Bidder shall provide operating environment requirements for the proposed system.
Bidder may provide these requirements in the form of a „Site Planning and Preparation
Guide‟. The requirements should indicate minimum and maximum environmental
conditions, such as temperature and humidity, Electrical requirements should indicate
the number and capacity of AC circuits and the corresponding receptacle
configuration(s). If the proposed system includes DC-powered electronics, Bidder must
also include appropriately sized rectifier(s). Bidder shall also provide specification for
the proposed system which include BTU output of the equipment.
Bidders must fully describe the cabling and distribution systems required by the PBX
6.14 Cross Connections
Vendor will program and cross connect all telephone lines to the existing inside wire
(IW) for all locations. All cross connects will be performed in the telephone closet with
no additional wiring necessary.
6.15 Modem Lines
Are any required and how many for remote administration . Please give
full description of brand, type, speed and specific parameters as well as their
6.16 Equal Accessibility
The University of California‟s policy is to support equal access to services provided by
UCB for the benefit of students, faculty, and staff. All vendors will be required to provide
information indicating compliance with the conditions of the Americans with Disabilities
Act and the Rehabilitation Act Amendments. TTY functionality requirements will include
both the communications system and voice mail. Please define all capabilities of the
system to support users with disabilities.
Section 7: Transition to the New System
Critical administrative phones are expected to be transitioned in parallel (the existing
administrative phone system is expected to function at the same time the new system is
installed and in service). Other non-critical house phones can be cutover in a flash
manner (the line will be momentarily out of service while it is transitioned to the new
system). The complete system must be fully installed and pass all acceptance tests
before final cutover is made. Station cable records, which consist of a digital and hard
copy of a spreadsheet, with the PDN/Extension Number, cable/pair, set location and set
type will be required as part of the transition. Clarify and describe in detail any
exceptions to providing station cable records (a.k.a. „cut sheets‟) for all lines/circuits that
are to be installed as part of the PBX system. Bidder will be responsible for identifying
current station locations and circuits and creating their own “cut” sheets.
Clarify any exceptions to working after/before normal business hours (8am-5pm) with
respect to installation requirements and eventual cutover in an operating (24/7)
7.1 Equipment Test
Prior to cutover, Bidder must provide UCB a system test plan for review and approval.
The test plan must consist of functional test(s) appropriate to the hardware and software
configuration specified in this RFQ and the system configuration as installed. All tests
must be conducted in the presence of authorized UCB and Bidder representatives.
Successful completion of the test(s), as certified by UCB and Bidder representatives,
will result in acceptance of the installed system. Failure to meet the requirements of
any portion of the test plan will be deemed a failure of the test. Bidder will be
responsible for identifying and correcting the elements causing the failure and the
system will be re-tested.
Please include an example of a general test plan.
7.2 Functional Test
The Bidder shall provide a full description of the tests they intend to use to fulfill this part
of the RFQ and their pass/fail parameters. The functional test will demonstrate the
ability of the installed hardware and software components of the system to correctly
perform the service functions specified in this RFQ and manufacturer‟s specifications.
Operational tests will be performed on all circuits and circuit components to ensure that
they function properly.
7.3 Schedule for Completion of Installation and Acceptance Test(s)
Proposed delivery and installation scheduled for fourth quarter of 2004. UCB requires
that installation and acceptance test(s) for the completed system as specified in this
RFQ be completed within 4 business days from “cut-over”. Does the bidder propose to
meet or better this desired completion date?
7.4 New Equipment and Materials
UCB requires that all equipment and materials provided by the Bidder selected as a
result of this RFQ must be new and unused and currently available from the original
Warranties for equipment, materials and/or workmanship shall not commence until final
system inspection and acceptance by UCB. System acceptance is contingent upon
successful completion of the equipment test as described above and completion of a
punch list encompassing all specifications.
Bidder must provide a detailed description of all warranties offered and indicate whether
the equipment manufacturer or Bidder is responsible for meeting the terms of each
warranty with a one (1) year minimum.
7.6 Maintenance Options
UCB CNS will be overseeing the upkeep and maintenance of the solution proposed in
this RFQ in order to keep down the ongoing maintenance expense. Bidder must fully
describe the maintenance options available for the PBX, the UPS and all additional
equipment proposed. Proposal must include the hours of coverage (business hours,
24x7, etc.) and the term length (one year, two years, etc.). For each item above, the
Bidder must explain whether they propose to provide maintenance directly for the first
year or if maintenance will be provided by a third party.
Bidder must describe minimum response times and escalation procedures for
Bidder must provide description and price list of depot location and general availability
of all equipment proposed as part of their response.
7.7 Training and Documentation
7.7.1 End User Training
Bidder must provide station end user training including appropriate training materials for
all end users. The Unit leaders must be trained prior to system cut over, and the rest of
the end users must be trained the first three (3) business days after the system cut over.
This training must be provided onsite before acceptance testing is commenced by
Vendor staff familiar with the system as configured and installed.
Bidder must fully describe the training to be provided, length (in hours) and the
proposed method of delivery.
7.7.2 System Administrator Training
Bidder must provide onsite system administration training on the proposed system for
up to 16 individuals.
Bidder must briefly describe the areas which would be covered for each, the length (in
hours) and the method of delivery.
7.7.3 System Technical Support Training
Bidder should provide, as an option, a description of any and all Vendor provided
system training, which can be arranged by the Bidder, for UCB-CNS technical support
7.7.4 Documentations and Manuals
Bidder must provide one (1) set of bound books and two (2) CD/DVD copies containing
maintenance and service manuals for all equipment proposed by the Bidder. UCB
reserves the right to duplicate these books for internal use by UCB.
7.7.5 Additional Training Information
Bidder should provide additional information and details as to compliance with or
exceptions to all on site training specified in this request for quotation.
7.7.6 Additional Requirements
Bidder should describe any services or capabilities which differentiate the Bidder from
other providers of the required system.
7.8 Bidder Services
Bidder should describe any services or capabilities which differentiate the Bidder from
other providers of the required system.
Section 8: Financial Proposal
Bidder shall provide a detailed financial proposal addressing each of the items in this
section. Proposal must address both capital and maintenance costs, and payment
8.1 Instructions to Bidders
Bidder shall provide detailed itemized pricing information using a separate form. Each
of the requested prices must be provided in a clear and understandable manner. Use a
separate page to summarize all costs except for proposed maintenance options.
8.2 Delivery and Installation
Bidder is responsible for all aspects of delivery and installation. Bidder must describe
the type of resources involved in installation and the number of hours budgeted for the
installation by type of resource.
Bidder shall summarize the cost of maintenance options for the PBX solution, the UPS,
Maintenance costs should be broken out for the first three years. I.e. Maintenance cost
yr 1 = $, Maintenance cost yr 2 = $, and Maintenance cost yr 3 = $.
8.4 Fixed Price Maintenance Agreement
UCB requires an annual fixed price agreement for all goods and services to be provided
as a result of this RFQ. Bidders must price their offerings with this requirement in mind.
8.5 Quoted Prices
If there are cost decreases applicable to the quoted goods and services prior to UCB
placing an order for same, UCB shall benefit from a corresponding reduction in cost.
8.6 Best and Final Prices
The Bidder agrees that the costs proposed to UCB are the best and final costs to be
offered at the time of submission of the proposal.
Section 9: Evaluation Criteria
9.1 Mandatory Qualification Requirements
The Bidder SHALL meet all the qualification requirements outlined below.
9.1.1 Client References
UCB MAY contact some of the Bidder‟s current and former clients, both supplied by the
Bidder and independently derived, to request that they validate the qualifications of the
Bidder and the accuracy of the claims made by the Bidder in its Proposal, and that they
assess the Bidder‟s ability to perform the types, level and quality of services that UCB
All references contacted will be asked to rate those aspects of the Bidder‟s performance
on a scale from 0 – 5: zero (0) being poor and (5) being excellent.
Excellent: Frequently exceeds client/reference‟s specifications/require-
Good: meets client/reference‟s specification/requirements.
Poor: Frequently does not meet client/reference‟s
UCB reserves the right to disqualify a Bidder if any information obtained as
a result of these client reference contacts reveals that, based on the Bidder‟s
current or recent performance in the opinion of UCB, it is likely that the Bidder
would not be able to perform to UCB‟s satisfaction.
The decision to eliminate the Bidder from consideration for the Contract for “poor”
reference checks or for incorrect and/or incomplete reference information shall be at the
sole discretion of UCB and shall not be subject to appeal.
Bidders must identify any additional or miscellaneous costs, discounts, fees, or charges
not explicitly included elsewhere in their proposal so that the total cost to UCB for the
goods and services to be provided is known.
9.2 BASIS OF AWARD
Responses to this RFQ will be evaluated in a three stage process:
The University will evaluate each proposal on the basis of its conformance to the
RFQ instructions, completeness, clarity of content, and responsiveness to the
mandatory requirements in the RFQ. Responses that do not conform may be
rejected by the University as non-responsive and will not pass to the second
In the second stage, proposals will be evaluated to determine each bidder‟s
qualifications, including financial resources and relevant experience.
The third stage will be an evaluation of the merits of the response, including
implementation timeline and support and weighed based upon the merits of the
proposal response, financial condition, and client references in addition to price.
Other general criteria considered but are not limited to:
The willingness of the Bidder to meet the requested requirements and
Service Level Agreements.
The creativeness of the proposed solutions
Scalability of proposed solution
Bidders experience and qualifications with special consideration given to
experience with design and implementation of similar services.
The willingness of the Bidder to accept UCB Terms and Conditions
The reasonableness of the proposed costs related to the associated
Responses will then be evaluated and scored on a cost –per- quality point basis,
and the costs will be calculated. Points will be awarded to each item being scored
according to how well the response satisfies the requirement. The number of points
available for each item may vary depending upon the relative importance of the item.
9.3. Bidder disqualification
A bidder may be disqualified at any stage based on misrepresentation and/or omission
of facts; lack of credibility of proposed costs, technologies, or implementation
procedures; evidence of collusion among Bidders; or failure of the Bidder to perform in a
satisfactory or faithful manner on any previous contract or order with the University
9. 4 AWARD OF CONTRACT
This RFQ does not commit UCB to enter into an agreement with the Bidder or any other
organization, and UCB shall have the right to reject or accept any proposal or offer, or
any part thereof (e.g., any component of a proposed solution) for any reason
whatsoever, and to accept the lowest offer, in its sole discretion. UCB reserves the right
to enter into relationships with one more than one Provider and can choose to suspend
the project or to issue a new RFQ for this project that would supersede and replace this
Based on the evaluations, UCB may engage in final negotiations with a single or several
Finalists to provide the services requested in this RFQ. If the parties are unable to
reach agreement, UCB reserves the right to cease negations and choose another
Finalist/Bidder, until either agreement on the provisions of the contract is reached or the
UCB rejects all proposals.
Section 10: Additional Items
Bidders must identify any additional or miscellaneous costs, discounts, fees or charges
not explicitly included elsewhere in their proposal so that the total cost to UCB for the
goods and services to be provided is known.