MWBE SMALL PURCHASE RFQ FOR RENEWAL OF CISCO MERAKI SYSTEMS MANAGER ENTERPRISE DEVICE LICENSE

AUTHORIZED COMPTROLLER CONTACT PERSON

Vendors are advised that the Authorized Comptroller Contact Person for all matters concerning this Request for Quotes (“RFQ”) is:

Name: Kevin Chen
E-mail Address: opportunity@comptroller.nyc.gov

SECTION I. TIMETABLE

1. RFQ Release Date: Tuesday, January 10, 2023
2. RFQ Questions and Changes
   All questions and requests for additional information concerning this RFQ should be directed to the Authorized Comptroller Contact Person listed above. Vendors should submit questions by no later than 12:00P.M. (EST) on Tuesday, January 17, 2023. Any changes made to this RFQ shall be communicated to vendors in the form of a written addendum.
3. Due Date and Time for RFQ Responses: Wednesday, January 18, 2023 by 2:00 M. (EST)
   Responses received after the Due Date and Time set forth above are late and will not be accepted. Note that the Comptroller’s Office reserves the right to postpone or cancel this RFQ, in whole or in part, and to reject all responses.
4. Method of Submission for RFQ Responses
   Responses to this RFQ shall be submitted by e-mail to opportunity@comptroller.nyc.gov.Submissions by any method other than e-mail will not be accepted. Note that vendors will not be reimbursed for any costs incurred to prepare responses to this RFQ.

SECTION II. RFQ SUMMARY

1. RFQ Background and Purpose 
   Pursuant to section 3-08 (c)(1)(iv) of the New York City (“City”) Procurement Policy Board (“PPB”) Rules, the New York City Office of the Comptroller (the “Comptroller’s Office” or “Comptroller”), Bureau of Information Systems and Technology (“BIST”) is seeking responses from responsible Cisco (“Cisco”) authorized resellers for Renewal of Cisco Meraki Systems Manager Enterprise Device License as set forth in the attached RFQ Worksheet (Attachment A).This procurement opportunity, which is more fully described in Section III (“Description of Goods”) of this RFQ, is limited to businesses certified as a minority- or women-owned business enterprises (“M/WBEs”) pursuant to Section 1304 of the New York City Charter. Any responses from a non-City- certified M/WBE or any quotation offered in excess of $500,000 will not be considered.
2. Anticipated Contract Term
   It is anticipated that the contract resulting from this RFQ will be for a period of up to one (1) year commencing upon the selected vendor’s receipt of a written Notice to Proceed or “NTP” in the form of a purchase order from the Comptroller’s Office.
3. Anticipated Available Funding
   Funding will be based on the total amount indicated in the selected vendor’s completed RFQ Worksheet. However, under no circumstances can the total value of the resulting Contract, inclusive of the initial term and any and all amendments, change orders and/or overruns for extra work, renewals and extensions, exceed $500,000.
4. Anticipated Payment Structure
   It is anticipated that the agreement resulting from this RFQ, if any, will be a line-item, fixed-price contract based on the fixed unit costs set forth in the selected vendor’s completed RFQ Worksheet. Payment shall be made upon the Comptroller’s electronic receipt of all software licenses identified in Attachment A, covering a three-year license period.
5. Minimum Qualification Requirements
   The following are the Minimum Qualification Requirements of this RFQ. Responses that fail to meet all of these requirements will not be considered for award.
   1. Vendor must be certified by Cisco Systems Inc. as an authorized reseller of all line items set forth in the RFQ Worksheet (note that the Comptroller’s Office will validate the “authorized reseller” status of every vendor responding to this RFQ with Cisco directly prior to award); and
   2. Vendor must be a current City-certified M/WBE.

SECTION III. DESCRIPTION OF GOODS

1. RFQ Goals and Objectives
   The Comptroller’s Office is seeking to award a contract to a responsible Cisco authorized reseller for the Renewal License set forth in the RFQ Worksheet (Attachment A).
2. Assumptions Regarding Contractor Approach
   During the Term, the selected vendor will be responsible for ordering the Cisco Meraki Systems Manager Enterprise Device Licenses from the manufacturer upon receipt of the NTP from the Comptroller’s Office. The selected vendor will bill the Comptroller’s Office electronically once the manufacturer fully completes the order.
3. Small Purchase Contract Specific Terms and Conditions
   This RFQ and the resulting contract award, if any, shall be subject to New York City’s general contract provisions, in substantially the form that they appear in Attachment B (“Small Purchase Contract Specific Terms and Conditions – Special Instructions to Vendors”).In addition to the general contract provisions set forth in Attachment B, the selected vendor will be responsible for ensuring that the warranties required by this RFQ, and the resulting contract have been guaranteed by the manufacturer. Additionally, the selected vendor will be responsible for ensuring that any on-site support included in the purchased warranties and requested by the Comptroller’s Office is fulfilled by the manufacturer and that the manufacturer maintains appropriate insurance covering those employees performing any work for the Comptroller’s Office within the David Dinkins Municipal Building, 1 Centre Street, New York, NY 10007.

SECTION IV. FORMAT AND CONTENT FOR RESPONSES TO THIS RFQ

Instructions: In order to be considered for award, vendors responding to this solicitation should provide all of the information required by this RFQ by the due date and time set forth in Section I(C) herein. Additionally, vendors must submit their RFQ Responses using the prescribed method set forth in Section I(D) herein. At a minimum, a complete RFQ response includes the following:

• Completed and Signed “RFQ Worksheet” (Attachment A)
• Completed, Signed and Notarized “MacBride Principles Provisions for New York City Contractors Rider” (Exhibit A to Attachment B)
• Completed, Signed and Notarized “Certification of Compliance with the Iran Divestment Act” (Exhibit B to Attachment B)
• Completed and Signed “Doing Business Data Form” (Exhibit C to Attachment B)
• Completed and Signed “Tax Affirmation Form” (Exhibit D to Attachment B)

Note: Vendors should attach a pdf of each signed and completed attachment and exhibit listed above in the email transmitting their final RFQ responses to the Comptroller’s Office. The selected vendor, if any, will be required to provide the original signed versions of each attachment and exhibit to the Comptroller’s Office prior to contract execution.

SECTION V. RFQ AWARD PROCEDURES

Contract award, if any, will be made to a responsible vendor whose RFQ response satisfies each Minimum Qualification Requirement set forth in Section II(E) of this solicitation and whose response, including the Total Price Quote set forth in PART B of the RFQ Worksheet (Attachment A), is determined to the most advantageous to the City.