11.19 Public Safety Plans Quick Guide.docx

Quick Guide

Version 1, 11/19/2018

STATE OF WISCONSIN

DEPARTMENT OF ADMINISTRATION

Division of Enterprise Operations State Bureau of Procurement

Wireless Public Safety Plans and Equipment Contract #505ENT-M17-WIRELESSPH-XX (link) Request for Bid #28258-SR

Contract Term

Amendment Scope The scope of the Amendment(s) offers additional Public Safety wireless telephone and broadband equipment and related plans and support for Contract Users throughout the State of Wisconsin.

The contract and related amendment(s) are available for use by qualified Authorized Users within Wisconsin state agencies, UW campuses, and other entities authorized to use state contracts such as Wisconsin municipalities as cited in Wisconsin statutes s. 16.73. The contract is mandatory for state agencies and campuses and optional for all other users.

Authorized Users need to qualify as a Public Safety Entity or Eligible Individual as defined in the Amendment(s).

See the specific Amendment for Wisconsin plans along with the Contractor’s Sign-Up Guide and contacts. Equipment offers are also listed within the amendment(s).

Excluded This contract does not include plans or products outside the scope, excludes paging or satellite services, and excludes any Authorized Users who does not qualify as a Public Safety Entity or Eligible Individual.

Contract Number and applicable Amendment This list will be updated as additional amendments become available.

Amendment 3

Pricing See each Public Safety Plan Amendment posted on VendorNet for pricing plans and related terms. It is recommended to request a quote for various service options and calculate all related costs ensure best pricing in alignment with business needs. All contract pricing shall be considered the maximum price allowed to be charged under this Contract. Contract Users may negotiate any of the purchase options available for lower pricing.

If using another contract for Wisconsin pricing and the quote is lower, please assist contract users by contacting the Contract Manager with the lower pricing information.

Trial and Demonstration equipment It is highly recommended that any trial or demonstration period shall be placed in writing between parties the terms of the agreement prior to the placement.

Volume placement The Purchasing Entity and the Contractor may negotiate further with volume quantities when placing an order for purchase.

Ideas on questions to ask The following list of questions can be used, when applicable, during discussions with any potential service provider offering Public Safety Plans.

Equipment

1) Can we use our existing devices to use the plan? How are Bring Your Own Device (BYOD) options handled?

2) If we need to buy new equipment, what are the device costs? How can I order equipment? Is shipping an additional cost? What discounts or credits are available?

3) Is there trial or demonstration equipment that can be used to ensure access during an event? If so, what would an agreement on the responsibilities and any related costs look like?

4) Who will have the ability to manage devices?

5) What are the costs, process, and timeframe to follow if I need to return equipment because the service doesn’t meet the public safety needs?

6) How is the equipment interoperable with all carriers on all devices?

7) What testing do I need to do to ensure the equipment works for my needs?

Service

8) Are there guaranteed coverage and capacity maps for my jurisdiction?

9) How are the users approved and managed under a Public Safety Plan? Who will have the ability to upgrade/downgrade users?

10) Is Priority service available for my voice and data needs? Are there additional costs associated with these services? How is obtaining these services determined and how would services be accessed?

11) Do I have to switch existing plans to have access to Public Safety service? What are the plans available? Is there throttling or limits to the plans?

12) How will the plan ensure coverage for large events, in-building coverage, underground parking, public transit, and remote locations. When there are known coverage gaps, how are they addressed?

13) How will the service levels meet my needs? What are my options if the actual observed service availability does not meet the needs?

14) Will your management tool or portal allow me to determine the status of network sites in my jurisdiction?

15) What terms and conditions will I need to agree to in order to use the Public Safety Plans? Include any required portal or web access terms.

Training

16) What training is provided prior to using the service?

Support/Security

17) Is there a dedicated customer support desk? What are the hours?

18) Is there a Private Network service? Tell me about it.

19) What wireless connectivity security is provided with the equipment or plans? (Databases, Data Centers, etc.)

20) How will technology refresh and upgrade cycles impact me, either via downtime or additional costs? How am I informed and how much notice do I receive?

21) How are lost or stolen devices managed?

22) Can an agency-developed application be loaded on a device? What should I be aware of if we do this?

Quotes/Bills

23) What credits are available?

24) Request an itemized quote. Include any costs associated with boosting the signal required and equipment disposal or security wipe.

25) Consider the invoicing needs. Work with the financial area to consider any important invoicing aspects before sending a purchase order or making credit card payments.

References/Terms and Conditions

26) Do you have any contacts for agencies that are currently using your service that I can talk with? If not, do you have case studies to share?

27) Am I at a greater risk by using a single wireless provider?

28) Can you provide a copy of the terms and conditions that apply to the plans, service levels, and the contract?

Purchase order (PO) and invoicing Provide the tax-exempt information at the time of PO to avoid sales tax being added to the invoice.

Here are some common questions with this contract specific to the PO and Invoicing:

· The Authorized User should read the contract amendment(s) to understand any written notice that may be required.

· Use a Good Faith Dispute (Sample) if the invoice has errors.

Software End User License Agreement No Software License Agreements or End User License Agreements (EULA) terms were reviewed for these agreements. Such terms should be negotiated between the Purchasing Entity and the Contractor. Unless otherwise negotiated between parties, software is provided subject to the terms and conditions of the license applicable to such software.

Disposal of equipment

· State Agencies should follow proper disposal processes. See related policy in the Procurement Manual.

· Recycling option: "Recycling of Electronic Waste Services" contract #505ENT-O16-ELECRECYCLE-01.

Contract Manager Travis Messerschmidt DOA – Bureau of Procurement 101 E. Wilson Street, 6th Floor Madison, WI 53703 608-266-8613 travis.messerschmidt@wisconsin.gov image1.png image2.gif