00224 ExhibitB1-GoodsSpecifications-Draft.pdf

EXHIBIT B-1 – SPECIFICATIONS PAGE 1

EXHIBIT B-1 – GOODS SPECIFICATIONS

Competitive Solicitation: 00224 Audio Visual Solutions

Bidder: _________________________________ Type/print full legal name of bidder company

Instructions:

Note: Bidder must follow the instructions set forth in this Exhibit. Unless Enterprise Services, in its discretion, determines that a bidder’s variance from these instructions is immaterial or timely corrected, Bids that do NOT follow these instructions will be deemed to be nonresponsive and rejected.

1. Add bidder’s business name above and follow the instructions below.

2. Bidder Compliance. Review the specifications set forth below in the table and mark either ‘Yes/No’ in the ‘Bidder Compliance’ column depending upon whether bidder’s products meet or exceed the specification. Bidders must mark a response for each specification. If any specification does not have a response in the Bidder Compliance column, the bid will be considered nonresponsive.

3. Written Response. If bidder can offer an equivalent alternative solution to what a certain specification states, or if bidder only partially can meet the stated specification, bidder must provide a written response that addresses how bidder meets that specification in the Written Response column. The total word count for all written responses must not exceed 1500 words. Any text in excess of 1500 words will be deleted prior to forwarding the submittals to the evaluation team.

4. Assessment. There are two types of specifications that will be assessed as follows:

a. Desirable Specifications: These specifications are optional. Bidders do not need to meet all of these specifications to be eligible for a contract award. However, bidders who are able to meet the desirable specifications will receive additional points for these specifications as follows:

Score Rating Definition

100% Excellent added value Response provides outstanding added value for the state across all aspects of the specification. Response demonstrates clear and extraordinary technical or business efficiencies and advantages as compared to the stated business need.

70% Significant added value Response provides material added value across all aspects of the specification or provides outstanding added value in some aspects of the stated business need. Response demonstrates clear and substantial technical or business efficiencies and advantages as compared to the stated business need.

EXHIBIT B-1 – SPECIFICATIONS PAGE 2

30% Sufficient added value Response provides minor added value across all aspects of the specification or significant added value in some aspects of the stated business need. Response demonstrates vague or limited technical or business efficiencies and advantages as compared to the stated business need.

0% No added value Response does not meet or offer the stated desirable specification.

b. Pass/Fail Specifications: These specifications are mandatory minimum specifications. Bidder must meet each and all of these specifications. If bidder selects ‘No’ for any of these specifications, or bidder’s proposed alternative or partial solution (if applicable) is determined to be insufficient, the bid will be deemed to be nonresponsive, and bidder will be disqualified from further consideration.

5. Supporting Information. Enterprise Services may request additional information or references to help verify the information provided by bidder in this exhibit. A bidder’s failure to provide such requested information to Enterprise Services within five (5) business days will result in disqualification.

6. Bidder’s Commitments. Please note that, if bidder is awarded a contract, bidder’s responses will be incorporated into the resulting contract. Accordingly, Bidder is cautioned to state only commitments that bidder can meet throughout the term of the contract. An awarded bidder (i.e., contractor) who is not able to meet such commitments throughout the contract term, will be subject to contract termination for breach of contract and damages. Please see Exhibit D – Cooperative Purchasing Agreement.

7. Submit the exhibit as a Microsoft Word document and without modifying the formatting. If you need to print out this document for any reason, please note this document is size Legal 8.5” x 14”.

Scope overview: The contract scope is for Audio-Visual hardware, accessories or required peripherals and services needed to utilize and maintain the hardware, accessories, or peripherals. This is a Solution-based contract that requires the customer to purchase the equipment and service together as an “Audio-Visual Solution.”

The types of Audio-Visual equipment that customers desire includes, but is not limited to:

o Audio Equipment, such as speakers, sound systems, microphones, headphones, headsets, intercom systems, sound masking devices, and amplifiers;

o Video Equipment, for videoconferencing and video recording, as well as displays, video walls, camcorders, and blue ray players/recorders;

o Projection Equipment, such as video projection systems, tripods, overheads, and video presentation boards;

o Photographic Equipment, such as cameras;

o Assistive Communication Technology & Accessibility Solutions, such as induction loops, FM receiver/transmitter, and PA systems.

o Peripherals and Accessories, such as AV carts, podiums, lecterns, stands batteries, cables etc.

This Competitive Solicitation will award contracts to vendors by specified geographic area. As such, awarded vendors may sell any type of Audio-Visual equipment under a resulting contract that falls within the scope statement above, meets the required specifications below, and pricing for the equipment is submitted under Exhibit C – Bid Price.

EXHIBIT B-1 – SPECIFICATIONS PAGE 3

REQ

ID

Desirable Specification Assessmen t Bidder

Compliance Written Response (if applicable)

1. Green purchasing specifications:

Bidder offers Audio-Visual products with a removable battery, so the product does not need to be replaced when the battery wears out.

Desirable 1 Point

☐ Yes

☐ No

Written Response Required.

2. Green Purchasing Specifications/Useful Life:

Bidder offers Audio-Visual products that have an extended warranty of three (3) years and are usable and functional for another two (2) years past the expiration of the extended warranty, so that the products do not need to be replaced upon warranty expiration.

1 Point

Written Response Required.

3. Green purchasing specifications:

Choose Audio-Visual products made with recycled content, particularly those where the recycled-content is “post-consumer” and/or the manufacturer’s recycled-content claim is verified by an independent entity (e.g., Scientific Certification Systems (SCS), UL, etc.).

4 Points

4. Green purchasing specifications:

Bidder offers Audio-Visual products that are manufactured using renewable energy or by a company that has offset its climate impacts using carbon offsets

Written Response Required.

5. Green purchasing specifications:

Bidder offers products free of plastic (e.g. products made of bamboo) in their catalog(s).

Written Response Required.

6. Green purchasing specifications:

Bidder has an established battery recycling program, such as the Call2Recycle rechargeable battery recycling program.

5 Points https://www.call2recycle.org/what-can-i-recycle/bulleted

EXHIBIT B-1 – SPECIFICATIONS PAGE 4

Desirable Specification Assessment Bidder

Compliance Written Response (if applicable)

7. Warranty/useful life: Extended Equipment Warranty

Describe whether Bidder can offer extended equipment warranty coverage for an additional thirty-six (36) months, past the base-offer warranty period of 12-months on all Audio-Visual equipment offered, totaling forty-eight months of equipment warranty coverage from the date the Purchaser accepted the Audio- Visual Solution from Contractor.

31 Points

Pass/Fail Specifications Assessment Bidder

Compliance Written Response (if applicable)

8. Warranty/useful life: Equipment Warranty

The base-offer warranty for all Audio-Visual equipment offered must be twelve

(12) months from the date the Purchaser accepted the Audio-Visual Solution from the Contractor.

Pass/Fail

9. Assistive Listening Systems: Hearing Aids & Cochlear Implants

Assistive Listening Systems must be accessible to both Bluetooth and Telecoil based hearing aids and cochlear implants.

EXHIBIT B-1 – SPECIFICATIONS PAGE 5

10. Incompatible Equipment

Bidder must be responsible to notify customer of the existence of any compatibility issues between bidder’s equipment and Purchaser’s existing-or-planned hardware, software, or network. Purchaser will provide bidder access in a timely fashion to necessary areas and equipment sites and must provide bidder with information, as necessary, in order for the bidder to determine compatibility.

11. Equipment System Connection

Bidder must specify the type of system connection for all Audio-Visual equipment offered under the Contract, including whether the equipment’s system connection is a Wireless Access Point, Wi-Fi, or Local Access Network.

12. EPEAT Registration:

All Audio-Visual equipment sold under the Cooperative Purchasing Agreement must achieve EPEAT Bronze registration, except that products that are not EPEAT registered may be sold under the Cooperative Purchasing Agreement if the Department of Ecology determines that such products contain the least hazardous materials. If Bidder intends to sell products that are not EPEAT registered, bidder must list the products here for ECY’s consideration.

Return this exhibit to Procurement Coordinator at:

DESContractsTeamCypress@des.wa.gov https://www.epeat.net/ mailto:DESContractsTeamCypress@des.wa.gov