Project Information

Bid Title

520-26-02 Server Refresh - Q&A

Issuing Agency

Pikes Peak Library District

Location

Colorado

Published Date

May 21, 2026

Closing Date

May 29, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Proposal Due Date

Fri, 05/29/2026 - 14:00

File(s)

520-26-02 Server Refresh (258.25 KB)

520-26-02 Q&A (94.61 KB)

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REQUEST FOR PROPOSAL

for

Server Refresh

PIKES PEAK LIBRARY DISTRICT

Colorado Springs, CO

RFP # 520-26-02

The Pikes Peak Library District (PPLD) invites qualified vendors with the qualifications as stated

herein, and are in good standing with the State of Colorado, to submit a response to a Request for

Proposal (RFP) for servers.

Proposal deadline is 2 p.m. MST on Friday, May 29, 2026

5/8/2026

Server Refresh

RFP #520-26-02

Table of Contents

1. Scope of Work...................................................................................................................................................2

2. RFP Schedule:....................................................................................................................................................3

3. Proposal Submission, Selection, and Contract Formation .......................................................... 4

4. Vendor Qualification and Information ................................................................................................8

5. Pricing...................................................................................................................................................................9

6. Terms & Conditions..................................................................................................................................... 10

Addendum A- Proposal Cover Sheet.............................................................................................................11

Addendum B – References and Pricing....................................................................................................... 13

Pikes Peak Library District

5/8/2026

Page 1 of 13

Server Refresh

RFP #520-26-02

1. Scope of Work

PPLD is seeking proposals from qualified contractors to replace the existing servers in the district

that host our virtual infrastructure. Looking to run a Nutanix cluster and need N+1 high

availability.

Hardware Requirements

• 3 hosts (nodes).

• Storage requirements; minimum of 15 TB usable. Must have room for expansion.

• Minimum 512 GB memory per host (node).

• Current gen CPU that can handle AI accelerated workloads.

• No more cores than we currently use; 24 physical cores per host (node).

• Dual active-ready NICs.

• Dual active-ready power supplies.

• Support up to 10 Gb over fiber. Vendor must provide fiberoptic cable for each port that

goes between the host (node) and the network switch. Vendor must also provide the fiber

transceiver (SFP) that is compatible with host (node).

• Must fit into our standard 42U server rack.

Software

• Servers should come with Nutanix licensing and be fully supported by Nutanix.

Initial Setup and Implementation

• Vendor will provide all materials needed to install devices and will physically install the

cluster.

• Initial hypervisor installation and configuration/setup to be performed by vendor.

• Vendor is to transfer our VMs from our current infrastructure to our new infrastructure.

• Vendor is to ensure that at go-live it is fully functional with our backup infrastructure.

Ongoing Support

• Includes 1-year of Nutanix production support.

• Must include a 5-year warranty on hardware with option for extension toward end of

warranty.

• Warranty must include next day onsite repair or replacement.

Pikes Peak Library District

5/8/2026

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Server Refresh

RFP #520-26-02

2. RFP Schedule and Contacts:

RFP schedule:

RFP released .................................................................................................................... Friday, May 8, 2026

Deadline for final questions .................................................................................. Friday, May 15, 2026

Deadline to return answered questions................................................... Thursday, May 21, 2026

Proposals due ......................................................................................... Friday, May 29, 2026 at 2:00pm

Board Review and Decision...................................................................... Wednesday, June 24, 2026

Award Notification ........................................................................ on or about Friday, June 26, 2026

Sole Point of Contact: Questions and requests for clarification must be sent via e-mail to Kim

Hoggatt, Chief Financial Officer, at khoggatt@ppld.org and Cc: Lindsay Sosa, Finance &

Procurement Generalist, lsosa@ppld.org. Please include the RFP number, title, and words

“question” and/or “clarification” in the subject line of the e-mail.

Questions and requests without this subject identification may be considered routine emails

and may not be properly addressed.

All answers to questions and requests for clarification will be posted on the PPLD website:

http://ppld.org/request-for-proposals .

Any PPLD response that is considered to be a change in terms, conditions, and specifications

of this RFP will be published as an amendment. No communications of any kind may be

considered as a change to the terms, conditions, and specifications in this RFP unless posted as

a formal addendum on the link above.

Pikes Peak Library District

5/8/2026

Page 3 of 13

Server Refresh

3. Proposal Submission, Selection, and Contract Formation

RFP #520-26-02

3.1. Proposal Submission

Substantive proposals: By submitting a proposal, the proposer guarantees that (a) its

proposal is genuine and is not made in the interest of, or on behalf of, any undisclosed

person, vendor, or corporation; (b) it has not directly or indirectly induced or solicited any

other respondent to put in a false or sham bid; (c) it has not solicited or induced any other

person, vendor, or corporation from proposing; (d) it has not sought by collusion to obtain

for itself any advantage over any other proposer or over PPLD.

Submission Information and Documents: The proposal must be comprehensive and

address all RFP requirements. To assure that the information provided can be readily

identified, the proposal must include, but not limited, to the submission of the following

signed documents:

• Addendum A – Proposal Cover Sheet

• Addendum B –References and Pricing

Vendors are requested to submit a response for each numbered or lettered item of

Addendum B, the response must be in the same format and sequence as in the RFP.

The response must include description, schedules, when required, and any

additional clarifying information, such as appendices, charts, diagrams, etc..

• List of exceptions or deviations (if any)

Signatures: The proposal must be signed by an officer of the proposing vendor.

Exceptions and Deviations: Any exception to or deviations from these Terms & Conditions

must be identified, in writing, on an attachment to the proposal submission. PPLD

reserves the right to accept or reject, at its sole discretion, any exceptions or deviations by

the proposer.

Integration with Contract: The winning proposal will be included and integrated into the

final contract documents.

Proposal Submission: Proposals are to be submitted in sealed envelopes, identified with the

proposal number and title with all attachments. See the RFP Schedule for due dates.

Vendors must submit one (4) hard copies and soft copy (i.e., flash drive, magnetic media,

etc.) of the Proposal to:

Pikes Peak Library District

Attn: Kim Hoggatt

Finance Office

RFP# 520-26-02

1175 Chapel Hills Drive

Colorado Springs, CO 80920

Additional Copies may be requested by PPLD. PPLD is not liable for any cost incurred by

prospective respondents prior to the issuance of contract(s).

The deadline is firm, proposals delivered after that will be received but will be rejected for

being late.

Pikes Peak Library District

5/8/2026

Page 4 of 13

Commodity Codes

• NAICS 334111Electronic Computer Manufacturing
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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