285-RFQ_313_Main_Doc_Devices_for_Grd Tr.docx

STATE OF IDAHO

Idaho Department of Juvenile Corrections

RFQ 313

Mobile Devices for Use with Guard Tour System

Purpose The Idaho Department of Juvenile Corrections (IDJC) is requesting quotes for the purchase of mobile devices for use with a guard tour system, as further detailed below. The Division of Purchasing of the state of Idaho recently awarded a contract to Omnigo for the provision of a guard tour system, and IDJC needs mobile devices to operate with that system.

The contact for this Request for Quote (RFQ) is: Jason Urquhart, Purchasing Agent, IDJC; phone: 208-577-5426; email: jason.urquhart@idjc.idaho.gov.

Time Lines

Quotes Due (by 5:00 p.m. Mountain time): February 1, 2024

(If you cannot meet any of the specifications listed in this RFQ, you may submit a question in writing to the contact for this RFQ no less than three (3) business days before Quotes Due date. After the quotes are due and before the Contract* is awarded, IDJC will not consider requests for changes to the specifications and will not accept quotes that don’t meet all of the specifications.)

(* The Contract may be in the form of a Purchase Order.)

Specifications See Exhibit A – Specifications.

Delivery Locations and Contacts The Contractor deliver the devices in the quantities by location (quantities by location are identified in section 6, Quantity) to the locations within this section, and must coordinate delivery of the devices with the individuals listed here.

4.1 JCC-Nampa (1650 11th Ave North, Nampa, ID 83687)

Facility contact: Leif Erickson Facility contact phone: (208) 465-8443, ext. 2129 Facility contact e-mail: leif.erickson@idjc.idaho.gov

4.2 JCC – Saint Anthony (2220 E. 600 N., Saint Anthony, ID 83445) Facility contact: Eric Berkheimer Facility contact phone: (208) 624-3462, ext. 2112 Facility contact e-mail: eric.berkheimer@idjc.idaho.gov

Billing Procedure

5.1 The Contractor may submit a single invoice after all eighteen (18) devices have been delivered. Email the invoice to accounts.payable@idjc.idaho.gov, courtesy copied to jason.urquhart@idjc.idaho.gov.

5.2 (See section 8.2 below.) If IDJC purchases any additional devices, the Contractor may invoice after each delivery of devices. Email invoices to accounts.payable@idjc.idaho.gov, courtesy copied to jason.urquhart@idjc.idaho.gov.

Quantity

6.1 Total Quantity: Eighteen (18) each

6.1.1 Quantity for JCC-Nampa: Eight (8) each

6.1.2 Quantity for JCC-Saint Anthony: Ten (10) each

W-9 We request that you submit a completed W-9 with your quote, unless you know that you are already set up as a vendor in Idaho’s Luma system. (Please note that you can be a vendor registered in IPRO, which is part of Luma, and not be set up as a vendor that is able to receive payments in the Luma system.)

Award Basis and Reserved Right

8.1 Award will be made ALL OR NONE to the responsive responsible vendor with the lowest Total Price, as provided on Exhibit B - Price Sheet.

8.2 IDJC reserves the right to purchase up to fifteen (15) additional devices within one (1) year after award is made; however, IDJC does not guarantee that it will purchase any additional devices, and may purchase additional devices elsewhere.

Response Complete Exhibit A – Specifications, Exhibit B – Price Sheet and the signature page, and e-mail, fax, mail, hand-deliver/courier or submit your quote (Quotation as defined in the Solicitation Instructions to Vendors) via IPRO (IPRO LOGIN) so that it is received at the location specified on the Signature Page prior to the deadline established above.

Quotes must be accompanied by a signed Signature Page, and must include all Required Submittal Items (see below).

If submitting via IPRO complete Exhibit B – Price Sheet AND enter the Total Price from Exhibit B – Price Sheet in IPRO, and UPLOAD all Required Submittal Items.

Exhibit A – Specifications Exhibit B – Price Sheet Exhibit C – Special Terms and Conditions W-9 Signature Page Solicitation Instructions to Vendors State of Idaho Standard Contract Terms and Conditions Written confirmation that the device you are quoting meets all of the specifications (by unit that you quote) in Exhibit A – Specifications

Exhibit B – Price Sheet

Signature Page

Exhibit A – Specifications

RFQ 313

Mobile Devices for Use with Guard Tour System

(Below are the specifications for this RFQ. The devices you quote must meet all of the specifications.)

Specifications for the Devices:

(SPEC-1) Google Pixel 8 (or equivalent)

(SPEC-2) Each device must have a screen size that is at least six and one-half inches (6.5”) and at the most six and eight-tenths inches (6.8”).

(SPEC-3) Each device must have NFC reading functionality.

(SPEC-4) Each device must have a minimum memory size of 128 Gb.

(SPEC-5) The devices must not have or come with a cellular plan or a data plan.

(SPEC-6) The devices must meet the following operating system requirements:

a. Android: Android 8.0 Oreo or higher; or,

b. Apple: the most current iOS; perhaps making allowance for the previous two (2) versions of the iOS

Exhibit B – Price Sheet

RFQ 313

Mobile Devices for Use with Guard Tour System

This Exhibit B - Price Sheet must be submitted as part of your quote.

All prices must be firm and fixed.

All prices must be FOB Destination.

All prices must be fully burdened, including, but not limited to, all operating and personnel expenses, such as: overhead, salaries, administrative expenses, travel, lodging, profit, out-of-pocket expenses and supplies.

Only prices entered on Exhibit B – Price Sheet will be part of the Contract. The Contractor shall not assess any other fees or charges other than those listed as the on this Exhibit B - Price Sheet.

Do not alter this Exhibit B - Price Sheet. Altering this Exhibit B - Price Sheet may be cause for your quote to not be considered for award.

Do not submit pricing on any form or in any document other than this Exhibit B - Price Sheet. Providing your pricing on any form or in any document other than this Exhibit B - Price Sheet may be cause for your quote to not be considered for award.

In order for the Vendor’s quote to be considered for award, the Vendor must quote all Line Items.

Enter the make and model of the devices you are quoting here: ________________________________

Enter the operating system of the devices you are quoting here: ________________________________

Enter the deliver time after receipt of order here: ________________________________ (Please note that we need these devices in order for the guard tour contractor to implement the guard tour system, so, we require that the devices be delivered no later than fourteen [14] calendar days after receipt of order.)

Enter how long, in calendar days, you will hold your price per device in case IDJC exercises the right identified in section 8, Award Basis and Reserved Right, here:

(We request, but do not require, that you hold your price per device for three hundred sixty-five [365] days.)

Line Item 1. Price per device: $ _________________________

Total Price: $ _________________________ (The Total Price is the price per device times eighteen [18] each.)

Company Name (Vendor Name):

Contact Name/Phone:

Contact Email:

Exhibit C – Special Terms and Conditions

RFQ 313

Mobile Devices for Use with Guard Tour System

C.1 Ownership or Operation by China Pursuant to Idaho Code section 67-2359, the Contractor certifies that it is not currently owned or operated by the government of China and will not for the duration of the Contract be owned or operated by the government of China. The terms in this section defined in Idaho Code section 67-2359 shall have the meaning defined therein.

C.2 Notices See section 29, Notices, in the State of Idaho Standard Contract Terms and Conditions. Section 29.A is changed to read:

“A. For notice to the State, the address, phone and facsimile number are:

Idaho Department of Juvenile Corrections 954 W. Jefferson St.

Boise, ID 83702

OR

P.O. Box 83720 Boise, ID 83720-0285 Phone: 208-334-5100 Fax: 208-334-5120

Additionally, for notice to the State, the email address to use is jason.urquhart@idjc.idaho.gov, courtesy copied to scott.johnson@idjc.idaho.gov.”

C.3 Priority of Documents See section 34, Priority of Documents, in the State of Idaho Standard Contract Terms and Conditions. The last paragraph of section 34 is changed to read:

“Where terms and conditions specified in the Contractor's Bid, Proposal or Quotation differ from the terms in the Solicitation, the terms and conditions in the Solicitation shall apply. Where terms and conditions specified in the Contractor’s Bid, Proposal or Quotation supplement the terms and conditions in the Solicitation, the supplemental terms and conditions shall apply only if specifically accepted by the Idaho Department of Juvenile Corrections in writing.”

C.4 IDJC Not Responsible for Workers’ Compensation Because the Contractor is engaged in its own independent contracting business and is not an employee of the state of Idaho, the state of Idaho will not obtain worker’s compensation insurance for the Contractor or its employees. The Contractor shall obtain worker’s compensation coverage as required by law for itself and employees, and must furnish a copy of its certificate of worker’s compensation insurance to the state of Idaho upon request. Failure to provide proof of insurance may be cause for termination of the Contract.

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