Request for Proposal

By

The University of Texas System on behalf of The University of Texas Supply Chain Alliance
 

For

Selection of a Preferred Supplier(s) to provide Desktops, Laptops and Tablet Computer Products
 

RFP No. UTS/A3

The University of Texas System Supply Chain Alliance (the "Alliance") was created to expand the use of joint purchasing and explore new opportunities to leverage the collective size and strength of our campuses through cooperative purchasing agreements. The mission of the Alliance is to provide reliable, sustainable solutions for the purchase and delivery of equipment, services, and supplies to support the core missions of education, patient care, and research at the University of Texas System.

The University of Texas M. D. Anderson Cancer Center ("M. D. Anderson") was chosen by UT System to host the Alliance's Strategic Sourcing Team. This team of supply chain professionals is exclusively dedicated to accomplishing the goals and objectives of the Alliance.
 
The Alliance has chosen to utilize an electronic RFP process to collect cost, performance data, and general requirements. With this process, your company will be able to review and respond to our RFP, including specifications, terms and conditions, and other pertinent documents from one centralized web portal.

The first step in this process is for you to register your company information on Ariba/Procuri registration site. M. D. Anderson utilizes a third party application for supplier registration and sourcing activities. To participate in this sourcing event or any future events, M. D. Anderson now requires ALL suppliers, regardless of current business relationship, to complete this online registration. This will allow us to collect general information about your company. Visit our website at www.mdanderson.org/suppliers, click on the Supplier Registration link and complete your company registration.
 
NOTE:

 
 
SECTION 1
 
INTRODUCTION
 

1.1 Description of the University of Texas System
 
The University of Texas System is comprised of 15 institutions of higher education with institutions across the State of Texas whose missions are devoted to world class healthcare, teaching, research, and public service (collectively, "UT System"). UT System currently has six health institutions and nine academic facilities making it one of the largest education systems in the United States. With an operating budget of over 10 billion dollars, UT System has a current student enrollment exceeding 190,000. UT System employs approximately 80,000 faculty and staff, making UT System one of the largest employers in the State of Texas.
 
The UT System is comprised of the following institutions:

• The University of Texas Health Center at Tyler (UTHCT)

• The University of Texas Health Science Center at Houston (UTHSCH)

• The University of Texas Health Science Center at San Antonio (UTHSCSA)

• The University of Texas M.D. Anderson Cancer Center (UTMDACC)

• The University of Texas Medical Branch at Galveston (UTMB)

• The University of Texas Southwestern Medical Center at Dallas (UTSWMC)

• The University of Texas at Arlington (UT Arlington)

• The University of Texas at Austin (UT Austin)

• The University of Texas at Brownsville (UTB)

• The University of Texas at Dallas (UTD)

• The University of Texas at El Paso (UTEP)

• The University of Texas at San Antonio (UTSA)

• The University of Texas at Tyler (UTTY)

• The University of Texas of the Permian Basin (UTPB)

• The University of Texas Pan American (UTPA)

The University of Texas System has established The University of Texas System Supply Chain Alliance (the "Alliance") to conduct and coordinate strategic purchasing initiatives across UT System health institutions. UTHCT, UTHSCH, UTHSCSA, UTMDACC, UTMB, and UTSWMC are members of the Alliance. Through a collaborative relationship among the six health institutions, the Alliance seeks to combine the supply chain and contracting activities and efforts to obtain best value goods, services, and equipment, while reducing total acquisition costs. The Alliance has created a team of supply chain professionals (the "Strategic Sourcing Team") that has been tasked with executing these purchasing initiatives across UT System. By participating in this Request for Proposal ("RFP"), the Proposer(s) agree to extend all goods, services and pricing to any University of Texas institution or affiliate ("Institutional Participant") that wishes to participant in any final contract formed with Proposer(s).
 
1.2 Objective of this RFP
 
UT System, on behalf of the Alliance, seeks to identify a supplier or suppliers that will provide the most practical and cost effective business model to service the needs for desktop, laptop and tablet computer hardware and services (collectively, "PC's"). The PC's are more specifically described in Section 5.4 (Scope of Work) of this RFP. The following institutions are participants in this RFP:

• The University of Texas at Arlington (UT Arlington)

• The University of Texas Health Center at Tyler (UTHCT)

• The University of Texas Health Science Center at Houston (UTHSCH)

• The University of Texas Health Science Center at San Antonio (UTHSCSA)

• The University of Texas Medical Branch at Galveston (UTMB)

• The University of Texas Southwestern Medical Center at Dallas (UTSWMC)

The resulting Agreement from this RFP will be extended and marketed to all of UT System institutions.
 
The successful Proposer or Proposers will be referred to and designated as "Preferred Suppliers." The goal of UT System is to work through the Alliance to team with one or more Preferred Suppliers and develop a relationship that will produce a win-win for all parties. UT System hopes to work through the Alliance with the Preferred Supplier(s) to establish practical business processes and procedures that will foster a strong working relationship.
 
1.3 Scope of Work
 
UT System is soliciting pricing and service offerings from original equipment manufacturer's (OEM's). UT System is requiring that each Proposer provides the best overall pricing structure that can be offered.
 
UT System understands the Proposer may only offer a portion of the products or services listed in the Pricing Schedule (See Pricing Section) and within the Survey section of this RFP, but requests any potential OEM's to submit proposals. UT System's goal is to award the best overall value to the participating institutions.
 
Although the intent of this RFP is to select a Preferred Supplier for desktop, laptop and tablet computers, UT System expects Proposer to work with each participating institution to allow for access to software re-sold by Proposer.
 
Proposer will provide PC's to UT System institutions. Additionally, the focus is on identifying all cost associated with the sale and service of PC's. UT System on behalf of the Alliance is looking to quantify all fees and work towards solutions that will minimize cost, while maintaining or improving current service levels for all participating institutions.
 
UT System is interested in learning about Proposer(s) value-added offerings including imaging, asset tagging, delivery, reporting capabilities, electronic catalogs, logistics, etc. Please see the Survey portion of this RFP and provide as much information as possible regarding these and other offerings. Proposer(s) will provide visibility of their company's structure and offering in within the Survey.
 
Proposer will be enrolled in the Alliance's Supplier Relationship Management Program (SRM) to monitor Proposer's performance and pricing each quarter. The UT System expects Proposer to work closely with the Alliance and each institution to maintain or improve any service levels committed in the contract.
 
 
1.4 Background Information
 
The estimated value for this RFP is approximately $17.5 Million dollars annually.

 
 
 
 
 
 
 
 
 
The estimated number of desktops computers purchased or leased on an annual basis is approximately 7800. The estimated number of laptops and tablet computers purchased or leased on an annual basis is approximately 2900.
 

 
 
 
 
 
 
 
 
THE ESTIMATED VALUE OF THIS RFP IS AN ESTIMATE ONLY. THE ESTIMATES OF PURCHASE AND USAGE OF PC's INCLUDED IN THIS RFP ARE ESTIMATES ONLY. PC's PURCHASED UNDER ANY AGREEMENT RESULTING FROM THIS RFP MAY BE MORE OR LESS THAN THE ESTIMATES PROVIDED IN THIS RFP. UT SYSTEM DOES NOT REPRESENT, WARRANT, OR GUARANTEE THAT UT SYSTEM WILL PROCURE ANY PARTICULAR DOLLAR VALUE OR ANY PARTICULAR QUANTITY OF PC'S UNDER ANY AGREEMENT RESULTING FROM THIS RFP. UT SYSTEM SPECIFICALLY DISCLAIMS ANY SUCH REPRESENTATIONS, WARRANTIES, AND GUARANTIES.
 
UT System through the Alliance is seeking to reduce the total cost of PC's while creating synergies between UT System, the Alliance and the Preferred Suppliers.
 

 

SECTION 2
 
NOTICE TO PROPOSER

2.1 Submittal Deadline
 
UT System will accept proposals submitted in response to this RFP until 3:00 P.M., Central Standard Time on July 16, 2008 (the "Submittal Deadline").
 
2.2 Contact
 
Proposers will direct all questions or concerns regarding this RFP to the following contact (the "Contact"):
 
Miguel F. Machado
Sourcing Analyst
The University of Texas System Supply Chain Alliance
Strategic Sourcing Team
Phone: 713-792-0210
Fax: 713-792-8084
Email: mfmachad@mdanderson.org
 
UT System specifically instructs all interested parties to restrict all contact and questions regarding this RFP to written communications forwarded to the Contact. The Contact must receive all questions or concerns no later than Monday, July 7, 2008 at 5:00 P.M. UT System will have a reasonable amount of time to respond to questions or concerns. It is UT System's intent to respond to all appropriate questions and concerns; however, UT System reserves the right to decline to respond to any question or concern.
 
2.3 Criteria and Process for Selection
 
The successful Proposer(s), if any, selected by UT System and the Alliance in accordance with the requirements and specifications set forth in this RFP will be the Proposer(s) that submits a proposal in response to this RFP on or before the Submittal Deadline that is the most advantageous to UT System and the Alliance. Proposer(s) is encouraged to propose terms and conditions offering the maximum benefit to UT System
 
The criteria to be considered by UT System for the Alliance in evaluating proposals and selecting Preferred Supplier will be those factors listed below:

2.3.1 the cost of goods and services proposed;
2.3.2 the reputation of Proposer and of Proposer's goods or services;
2.3.3 the quality of Proposer's goods or services;
2.3.4 the extent to which the goods or services meet UT System needs;
2.3.5 Proposer's past relationships with UT System and its institutions and affiliates;
2.3.6 the impact on the ability of UT System to comply with laws and rules relating to historically underutilized businesses and to the procurement of goods and services from persons with disabilities;
2.3.7 the total long-term cost to the Alliance of acquiring the Proposer's goods or services; including the Proposer's ability to provide or arrange service for their goods;
2.3.8 the availability of training for Alliance and UT System institution personnel;
2.3.9 the Proposer's qualifications including prior experience and references;
2.3.10 the content of Proposer's proposal; and Proposer's exceptions, if any, to the terms and conditions identified in this RFP (ref. Sections 4 and 5.3.1 of this RFP). 

2.4 Pre- Proposal Conference and Key Events Schedule
 
The Alliance on behalf of UT System, will hold a pre-proposal conference at 1:00 p.m., Central Prevailing Time on Monday, June 30, 2008, in the Bank of America Building at 1020 Holcombe Blvd., Houston, TX, 77030. The pre‑proposal conference will allow all Proposers an opportunity to ask Alliance, the Strategic Sourcing Team, and UT System HUB representatives relevant questions and clarify provisions of this RFP. Proposer should notify the Contact whether they will attend the Pre-Proposal Conference no later than Monday, June 23, 2008, by emailing the Contact at mfmachad@mdanderson.org
 
Questions related to this RFP must be sent via email exclusively to the Contact. All questions must be received no later than Monday, July 7, 2008 at 5:00 P.M. Questions received after this time will not be accepted. All questions and UT System response will be provided as an addendum to this RFP.
 
 

Key Event Dates - "Important Notice" - The timeline listed above entails many activities occurring within a short period of time. UT System reserves the right to revise this Key Events Schedule and timeline at anytime.
 
Last Updated: 06/18/2008 09:44:00 AM

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