1. Quick Guide-Ver 3 Third Party Hardware Support-12.22.docx

Quick Guide 11/2021 (Version 3)

Third-Party Hardware Maintenance and Support Contract #455DMS-G22-G1256-XX Request for Bid #JD-B22-1256

Contract Term:

Scope This contract covers Third Party hardware maintenance and support for existing post-warranty hardware which considered end of support life and is no longer covered by the OEM. Such server, storage, and network equipment may be HP, Dell, IBM, or HPE Nimble. When new OEM replacement parts can no longer be obtained under the post-warranty support, Contractor shall receive approval from DOJ on use of any alternative used, remanufactured, or refurbished parts prior to replacement. Parts will be provided, installed, and replaced by a Contractor-supplied resource at no additional cost. All replacement parts are included in the maintenance.

There are 3 Lots on the contract:

Awarded:

· AMTEK

· Gear One Enterprise

Awarded:

· Gear One Enterprise

Awarded:

· AMTEK

· Service Express

Excluded items

· Maintenance or Service under a mandatory state contract unless a waiver for use of the mandatory contract is provided in writing to the agency.

· Maintenance or Service on hardware outside the scope of the LOT awarded Maintenance or Service under a mandatory contract The resulting contract(s) are expected to be agile and allow changes through the life of the contract to the hardware list such as additions and deletions at any time during the contract term to best meet the agency business needs.

Users (Per Section 1.2 of RFB) The primary purpose of this contract is for use by DOJ, although use may be requested by other Wisconsin state agencies, Wisconsin Municipalities, University of Wisconsin (UW) campuses, and other State agencies outside of Wisconsin when applicable procurement policies allow for use.

Contract Numbers

Last Two Digits Change

LogixService Inc. dba AMTEK Supplier #0000140150

455DMS-G22-G1256-01

Service Express Supplier #0000009475

455DMS-G22-G1256-02

Gear One Enterprise Supplier #0000140108

455DMS-G22-G1256-03

Quote Contacts

AMTEK

Van Boone, President/CEO vboone@amtek.net 800-652-6835

Service Express

Brad Jagher, Regional Sales Manager bjagher@serviceexpress.com 800-940-5585

Gear One Enterprise

Bridget White:

Bridget@gearonecom.com 949-388-5785

Send PO to the following contacts

AMTEK

Cathy Eldridge celdridge@amtek.net 800-652-6835

Service Express

Billing Department billing@serviceexpress.com 800-940-5585

Gear One Enterprise

Bridget White:

Bridget@gearonecom.com 949-388-5785

Quotes, Orders, and Invoicing Contacts are provided for each contractor to request a quote, place Orders, and obtain information.

Request a quote from each awarded Contractor under the applicable LOT. The lowest quote received shall be utilized by DOJ unless the Contractor cannot meet the Agency business needs.

· Contractor will provide a quote within four (4) business days unless DOJ agrees to a longer turnaround in writing.

· Each quote shall be valid for a minimum of sixty (60) Days from the date issued.

· Each quote shall contain the corresponding state Contract number and be itemized with the following minimum information: name/contact for quote, unique identifiers, description, unit price, total price, coverage term.

· If the Contractor cannot provide maintenance and support for equipment, the Contractor shall provide a written explanation for the denial to the ordering State agency contact.

· Contractor and the State agency shall agree upon the start date for the quoted support. If the service does not begin on the first of the month, the month will be prorated accordingly. The Contractor must provide service on added equipment upon the effective date of the change through the remainder of the contract term or end date of purchase order, whichever applies.

SAMPLE Quote e-mail message (and provide attachment with hardware info to be quoted)

AMTEK SAMPLE ONLY

Good morning, Please provide a quote for the following attached list of equipment under Lot 3 of contract #455DMS-G22-G1256-01 for the period September 20, 2021 through June 30, 2022.

If there are technical questions about the list, please reach out to Name here (copied).

Please provide the quote by EOD on [date here] or sooner. Please include the contract number on your quote and include the coverage term. If you need additional time to provide a quote, please let me know.

Pricing provided in the market basket submitted under the recent bidding process should not be higher than what is being quoted.

General Tips

· Use a Good Faith Dispute process if the invoice has errors. Work with Accounts Payable to do this process.

· Provide to the Contractor any security, building/facilities, facility access, networking, restrictions, or other requirements.

· Orders are sent only to the Contractor.

· Prepayment or down payments shall not be required.

· User shall clearly indicate the delivery instructions and location. Include a contact for verification on questions. If there are delivery limitations, indicate such.

· See the Contract and Request for Bid # JD-B22-1256 for requirements, terms, and conditions.

Replacement Parts (Section 2.6 of the RFB)

a. Replacement parts, installation, and shipping are included with the maintenance and support rate.

b. Corrective repair requiring parts shall be preapproved by the State.

c. When new OEM replacement parts can no longer be obtained, Contractor shall receive approval from DOJ on use of any alternative used, remanufactured, or refurbished parts prior to replacement.

d. DOJ reserves the right to procure consumables, software, and/or replacement hardware and have it readily available for the service provider to the complete a service request. The Contractor shall not charge DOJ for such consumables, software, and/or replacement hardware when DOJ provided it the Contractor. When such items are in scope of the maintenance, an agreed upon credit or reimbursement to DOJ will be applied.

e. When a warranty is associated with replacement parts, the warranty shall not start until the products are delivered and installed unless otherwise mutually agreed upon.

f. Any product shipments directly to facilities shall include a label for identifying the part and person receiving and packing slip identifying the PO number and items shipped, including quantities.

g. Contractor shall have available “critical spares” to handle major failures. The Contractor determines what “critical spares” include. Contractor and DOJ may discuss if there is a need to have any critical spare inventory at the site or in Contractor inventory to limit a downtime break/fix response.

DOJ Procurement Brenda Derge, CPPO, CPPB, NIGP-CPP

DOJ IT Contract Administrator Ethan Allen