02_-_Attachment_A.pdf

Attachment A

OMES Central Purchasing | October 2025 Attachment A: Statewide Contract | Page 1 of 2

SOLICITATION NO. EV00000971

STATEWIDE CONTRACT NO. SW0012

This solicitation is a contract document and is a request for proposal in connection with the contract awarded by the Office of Management and Enterprise Services as more particularly described below. Any defined term used herein but not defined herein shall have the meaning ascribed in the General Terms or other contract document.

I. PURPOSE

The Office of Management and Enterprise Services (OMES) Central Purchasing division is seeking responses from potential suppliers to provide a contract for the purchase of Books, e-Books, Multi-Media, Testing Materials, Periodicals, Digital Platforms, and Related Products to support the operational needs of state agencies, educational institutions, and other eligible affiliates.

The contract is awarded as a statewide contract on behalf of the State of Oklahoma’s Office of Management and Enterprise Services (OMES) for use by all state agencies and affiliates such as school districts, cities, counties and higher education institutions.

1. Contract Term and Renewal Options.

1.1 The initial contract term, which begins on the execution date of this service agreement through to

08/31/2027, may be extended for up to four one-year options to renew the contract, with the final agreement end date being 08/31/2031.

1.2 Statewide contracts are moving to an annual autorenewal format, instead of manual renewals. No annual renewal notices will be supplied by the state. This does not change any substantive terms and conditions of the executed contract or any previously executed amendments. Should either party decline to renew the contract, a written termination notice shall be sent at least 30 days prior to the end of the contract term.

2. Contract Specifications. Certain contract requirements and terms are attached hereto as Exhibit 3, titled Mandatory Specifications and incorporated herein.

3. Solicitation Criterion.

3.1 The bid will be evaluated using a best-value criterion, based on the following:

3.1.1 Exhibit 1 – Executive Summary.

3.1.2 Exhibit 2 – Technical Response.

3.1.3 Exhibit 3 – Specifications.

3.1.4 Exhibit 4 – Pricing.

3.1.5 Exhibit 5 – References and Past Performance.

3.1.6 Exhibit 6 – Third Party Supplier Information

3.2 Scope and description. Questions should be concise, identify the relevant document, include specific section references and avoid use of tables or special formatting (use simple lists).

3.2.1 The bid response must reflect for each requirement on Exhibit 2, titled “Technical

Response” whether the requirement is met by an out-of-the-box solution or whether it necessitates customization to the bidder’s proposed solution.

3.2.2 The bid response shall show the ability to meet or exceed the mandatory specifications attached in Exhibit 3, titled “Specifications”.

3.2.3 Pricing shall be proposed using Exhibit 4, titled “Pricing.” A market basket of products must be provided using the pricing template provided. The pricing document must include list price, percentage discount, price after discount, SKU and a product description that is understandable to the average person.

3.2.4 Pricing shall be proposed as one of the following:

3.2.4.1 Discounted percentage from list price by Category.

3.2.4.2 Total firm, fixed cost.

3.2.4.3 Hourly rates and roles for additional professional services in connection with the project, including, without limitation, maintenance and support services and

OMES Central Purchasing | October 2025 Attachment A: Statewide Contract | Page 2 of 2 enhancement services to the extent not included in a mutually agreed Statement of Work.

3.2.4.4 Periodicals and digital subscriptions may be priced per user or institution.

3.2.4.5 Pricing shall include all information concerning fees, other costs and any other information relevant to the total cost.

3.2.4.6 Value-added products and/or services within scope of the acquisition may be included in the bid.

3.2.4.7 Invoices and charges must reflect those in effect on the date of order.

3.2.5 Returns and Substitutions.

3.2.5.1 Standard Returns.

Standard returns for damaged materials, incorrect or unauthorized must be returned at the Supplier’s expense.

3.2.5.2 Returns Due to User Error.

Returns due to user error may be returned within 30 calendar days and return shipping costs may be the responsibility of the user.

3.2.5.3 Substitutions.

Supplier shall not substitute products under the Contract without prior written approval from the user.

3.2.6 Back-Order Notification and Delivery Standards.

Supplier must notify users of any impending back-order or supply shortage within 3 business days and propose alternatives when possible.

3.3 Executive Summary and company information. Located in Exhibit 1, titled “Executive Summary”.

3.4 All technical responses. Located in Exhibit 2, titled “Technical Response”.

3.5 The response to pricing shall be proposed using Exhibit 4, titled “Pricing”.

3.6 Sensitive data requirements. Supplier shall not perform any work or provide any products under the contract that involves access to, storing or transmitting sensitive data as defined in applicable Federal and Oklahoma statutes, unless or until a contract Amendment to incorporate Attachment D “IT Terms” is fully executed AND supplier successfully completes an OMES IS Security Assessment AND obtains an Authority to Operate (ATO).

3.7 Value-added products and/or services within scope of the acquisition or any bulk-purchase, volume-based or additional discounting options shall be included in Exhibit 4, titled “Pricing”.

3.8 Business references and Past Performance Information are to be included in Exhibit 5, titled “References and Past Performance”.

3.9 Third-party vendor information shall be submitted in Exhibit 6, titled “Third-Party Supplier Information” if applicable.