3. Definitions and Requirements from RFB.docx

1.1 DEFINITIONS

For the purposes of this Request for Bid and resulting Contract(s), the following definitions of terms shall apply, unless otherwise indicated.

The Authorized User may indicate on their Order standard Business Hours that deviate from the Business Hours listed in this definition and the Contractor may agree to such hours when mutually acceptable between both parties.

3 MANDATORY SPECIFICATIONS OF BID

All requirements in this section are mandatory and shall be met at no additional cost above the pricing provided in the Bid.

3.1 GENERAL REQUIREMENTS

3.1.1 All products sold on this contract shall be Manufacturer's current production items.

3.1.2 For only the Contractors offering Cisco and/or Poly products, Authorized User may require at the time of the Order printed evidence for Cisco products to be a minimum of Cisco’s TelePresence Video Master Level, including legacy Tandberg equipment and Cisco TrustSec. (CTS) equipment. Printed evidence for Poly products shall be at a minimum of Poly’s Platinum level.

3.2 TECHNICAL REQUIREMENTS

3.2.1 Contractor shall provide basic technical support for all hardware that is purchased from this Contract. Contractor may provide basic technical support for existing hardware purchased elsewhere.

3.2.2 When applicable, Contractor shall provide updates and/or patches for software drivers for Authorized Users to access at no additional cost.

3.2.3 Contractor shall provide a toll-free customer service telephone number for Authorized Users to call and request technical support and/or report equipment problems. A callback to the Authorized User shall take place within four (4) Business Hours following initial contact from the Authorized User. The number shall be published by the Contractor and readily available for use for Authorized Users. The Bidder understands the State may also publish the information.

3.2.4 Contractor, upon request, shall provide support for hardware issues that may require management of problems related to hardware, including warranty and service dispatch. Authorized User may require service dispatch to be coordinated with the Authorized User’s provided contact, Telecom subject expert, and/or internal help desk.

3.2.5 Contractor shall have access to OEM technical resources to provide excellent support and Service during the entire Contract term, including any renewals or extension.

3.2.6 Contractor shall provide, either in partnership with the OEM, independently or both, on-line access to technical and marketing information through a Web browser interface.

3.3 TECHNICAL REQUIREMENTS: HARDWARE

3.3.1 Equipment and Accessories shall be new and unused, made of first-class materials.

3.3.2 Used, remanufactured, or refurbished equipment is acceptable on a case-by-case basis when the Authorized User provides approval, in writing, to substitute used, remanufactured or refurbished equipment at an agreed upon price between the Authorized User and the Contractor in which pricing is significantly lower than Contract pricing. Such used, remanufactured, or refurbished equipment shall include a warranty and the warranty shall be provided to the Authorized User at the time of quote. Approval for use of materials not considered new and unused from the State Contract Manager is not required.

3.3.3 The State reserves the right to discontinue the use of used, remanufactured, or refurbished equipment if related equipment or support issues arise during the Contract as raised by the Authorized Users. The State shall be the sole judge as to when and who may need to discontinue offering used, remanufactured, or refurbished equipment.

3.3.4 Upon request by an Authorized User, Contractor shall provide written certification that no parts or attachments have been substituted or applied contrary to the OEM’s recommendation or standard practice.

3.3.5 All electrical Components shall be UL listed unless the Authorized User agrees otherwise for custom-made Components.

3.4 TECHNICAL REQUIREMENTS: NETWORK INTERFACE AND OPERABILITY

3.4.1 All codecs supporting H.323 and/or SIP shall connect to other codecs supporting multiple resolutions, including 480i, 720p and 1080p, and 4K.

3.4.2 All codecs supporting H.323, SIP and Cisco CTX codecs shall support Telepresence Interoperability Protocol (TIP).

3.4.3 All codecs, H.323, SIP or CTS, shall support content on multiple screens.

3.4.4 All H.323 videoconference units and core infrastructure Components (MCU, gatekeeper, management tools, etc.) shall operate correctly on IP-based networks, including the Internet, WiscNET and private wide area networks such as BadgerNet’s ITP Transport.

3.4.5 All Telepresence units and core infrastructure Components (MCU, gatekeeper, management tools, etc.) shall operate correctly on IP-based networks, including the Internet.

3.4.6 All H.323 and Telepresence units shall support the Telepresence Interoperability protocol for interoperability between H.323/SIP codecs and Telepresence codecs.

3.5 TECHNICAL REQUIREMENTS: ENVIRONMENTAL

3.5.1 The State encourages the use of equipment which meets the Environmental Protection Agency (EPA) Energy Star Program requirements. The Energy Star Program is a voluntary contract between an Original Equipment Manufacturer and the EPA. It is not Mandatory that every device offered under this Bid meet Energy Star Program requirements, but the product line must include equipment that does meet such requirements. At a minimum, Contractor should clearly identify equipment meeting Energy Star requirements in the Verifiable Baseline Price List Catalog during the contract term.

3.5.2 Contractor shall provide an offering of energy efficient devices that meet the following, as applicable:

3.6 TECHNICAL REQUIREMENTS: DOCUMENTATION AND OPERATING MANUALS

3.6.1 Contractor shall provide, at no additional charge, an operating manual and/or technical manual for each piece of equipment, including Accessories when applicable, which describe equipment capabilities, its operation, malfunction identification and troubleshooting procedures. When wiring diagrams are available by the Manufacturer, the Contractor must provide the diagrams to the Authorized User.

3.6.2 Manual updates or revisions published by the Contractor shall be provided free of charge.

3.6.3 Contractor agrees that the Authorized User may make such additional copies of supplied documentation as are needed for use by employees. Any cost for additional hard copies beyond the quantity of equipment Ordered may be an additional charge to the Authorized User and shall be included in the quotation.

3.6.4 The Authorized User retains the option to select documentation and operating manuals in either an already printed format, electronic version, or both. Such printed documentation shall be provided to the Authorized User for each Configuration and Accessory purchased unless otherwise agreed upon. When the Authorized User does not indicate the type of copy, an electronic copy shall be provided.

3.7 TECHNICAL REQUIREMENTS: REPLACEMENT PARTS

3.7.1 Contractor shall work directly with Authorized User to coordinate Service, Product pickups, returns, and problem resolution associated with each individual Ordering location.

3.7.2 OEM replacement parts, or comparable Components, shall be available for all hardware and Accessories that are purchased from the Contract throughout the duration of the equipment’s warranty or for a minimum of two (2) years after withdrawal of a Product, whichever is longer.

3.7.3 Replacement parts shall be from the same Manufacturer unless the Authorized User site contact agrees, in writing, to a comparable Third-Party replacement component.

3.7.4 Manufacturer’s replacement parts shall inherit the residual warranty of the Product/part that they replaced.

3.7.5 Replacement parts shall be delivered to the Authorized User site contact within five (5) business days unless mutually agreed upon.

3.7.6 Defective parts may be returned to the Contractor at no additional cost to the Authorized User only after the replacement parts have arrived and have been installed. Contractor shall be responsible for the cost of shipping defective parts FOB Destination, Freight Prepaid. When additional installation is required to cure the defective parts, there is no additional cost to the Authorized User for the required installation.

3.7.7 Contractor shall be responsible for the cost of shipping warranty parts FOB Destination, Freight Prepaid.

3.7.8 Authorized Users may purchase replacement or spare parts for use by a Third-Party maintenance contractor if the Authorized User chooses not to contract for maintenance Service with the Contractor.

3.7.9 Contractor shall maintain or have access to an adequate supply of approved OEM systems and Components to provide purchased systems using this Contract complete sales, Service, and maintenance for a minimum of one year past the manufacturer’s warranty.

3.8 TECHNICAL REQUIREMENTS: EQUIPMENT WARRANTY

3.8.1 A Manufacturer’s parts and labor warranty shall be included in the pricing and shall be honored by the Contractor.

3.8.2 The Manufacturer’s parts and labor warranty coverage for daytime on-site maintenance shall, at a minimum, start at 8:00 a.m. and extend to 5:00 p.m., Monday through Friday, excluding Wisconsin State Holidays. At the discretion of the Authorized Users and the Contractor, the period of maintenance Service availability may be changed for a site by mutual written agreement which state the alternative hours of maintenance at that site in addition to any required security or building use requirements.

3.8.3 Contractor shall contact the Authorized User within four (4) Business Hours following an initial trouble call.

3.8.4 Contractor shall supply, upon request, loaner equipment of equal or greater value and functionality during the time warranty repairs are being completed. The Authorized User shall incur no additional cost.

3.8.5 Contractor shall be responsible for coordinating all warranty issues with OEM and making sure the warranty and maintenance Service is provided.

3.8.6 Equipment warranty work shall be performed promptly after notification by the Authorized User that the equipment is inoperative. Contractor shall provide the Authorized User with a mutually acceptable procedure.

3.9 TECHNICAL REQUIREMENTS: SERVICE AND/OR SOFTWARE WARRANTY

3.9.1 The warranty period will begin following the successful acceptance testing. It is recommended to provide acceptance in writing.

3.9.2 Contractor must perform all maintenance on site unless the Authorized User grants permission to remove the equipment from the site.

3.9.3 Software warranty shall include updates and upgrades throughout the warranty period at no additional cost.

3.9.4 Contractor shall warrant that all work performed under this Contract shall be fully guaranteed against defects in workmanship for a minimum period of 90 Days following date of Acceptance. Should any defect be noted by the Authorized User, Contractor will be notified from Authorized User of such defect or non-conformance. Notification will state either (1) that the Contractor shall replace or correct, or (2) the Authorized User does not require replacement or correction, but an equitable adjustment to the Contract price will be negotiated. If the Contractor is required to correct or replace, it shall be at no cost to the Authorized User and shall be subject to all provisions of this specification. If the Contractor fails or refuses to correct the deficiency, the Authorized User may have the work corrected and charge the Contractor the costs incurred to obtain the correction.

3.9.5 The Authorized user shall have the option to Order with another Contractor to repair or Service machines when Contractor is unable to repair the equipment or unable to make the necessary repairs on a timely basis.

3.9.6 When the Contractor is responsible for such repairs or Service under warranty, but given the opportunity and unable to complete the work, the Contractor may be held responsible by the Authorized User for the full cost of the alternative provider to complete the work.

3.10 TECHNICAL REQUIREMENTS: POST WARRANTY MAINTENANCE AGREEMENTS

3.10.1 Contractor agrees to offer post-warranty maintenance agreements, when available. Authorized User may opt to purchase additional warranty at the time of initial equipment purchase or post-warranty.

3.10.2 Authorized Users shall have the option of purchasing such agreements on either an entire system or only specific Components of a system, when available.

3.10.3 When offered, the additional maintenance warranties shall include options for next business day on-site parts and labor coverage for daytime on-site maintenance that, at a minimum, starts at 8:00 a.m. and extends to 5:00 p.m., Monday through Friday, excluding State Holidays.

3.10.4 Contractor shall contact the Authorized User within four (4) Business Hours following the initial trouble call.

3.10.5 Contractor shall supply, upon request, loaner equipment of equal or greater value and functionality during the time warranty repairs are being completed. The Authorized User shall incur no additional cost.

3.10.6 Contractor shall be responsible for coordinating all warranty issues with OEM and making sure the warranty and maintenance Service is provided.

3.10.7 Unless otherwise mutually agreed upon, warranty shall not start until the products are delivered and installed.

3.11 TECHNICAL REQUIREMENTS: CATALOG AND WEBSITE

3.11.1 Contractor shall have a secure website Catalog offering only the scope of products and Services available to all Authorized Users under this RFB. The Catalog will be utilized by Authorized Users to identify the product name, model number, MSRP price, and Contract price. The Catalog will be dated the effective date and prior Catalogs will be clearly marked and available during the life of the contract for Authorized Users to access.

3.11.2 Pricing on the current Catalog must be current contract pricing.

3.11.3 Contractor must furnish, in an Excel or .pdf format, the current complete price list and past price lists utilized on the contract to the State Contract Manager.

3.11.4 During the term of the contract, The State Contract Manager may periodically require Contractor(s) to submit the most current manufacture’s price list.

3.11.5 If applicable, each Authorized User shall be provided, upon request, a unique account and login within two (2) business days following the request with a follow-up e-mail confirmation.

3.11.6 If login is required, the State Contract Manager and the State Contract Administrator will be provided a unique login for reference during the initial term of the Contract and through all Contract renewal periods.

3.11.7 Contractor may offer secure Ordering capabilities through the website.

3.11.8 Contractor must clearly provide a way to obtain product information to accommodate for online accessibility needs.

3.11.9 The secure website Catalog must be available within 30 Days of the signed contract for use by Authorized Users unless mutually agreed upon a later date between both parties.

3.12 PERFORMANCE REQUIREMENTS

3.12.1 Contractor shall designate a Contract Manager and/or Contract Administrator with full authority, on the Contractor’s behalf, to oversee all matters pertaining to the Contract. This includes assuming responsibility and liability for all problems relating to the Audio Video Conference Equipment and Related Services provided under the Contract. Changes in the Contract Manager shall be communicated in writing to the State’s Contract Manager within two (2) business days of the change. When a vacancy occurs in this position, the Contractor will provide a temporary contact until the position is filled.

3.12.2 Bidder shall consider the number of Contractor Personnel necessary to fulfill all of the requirements of this RFB. Contractor Personnel serve as the first point of contact in providing general Product and price information, consulting and systems Configuration advice. Contractor Personnel assigned to the State accounts shall be knowledgeable about all aspects of the Contract.

3.12.3 Contractor Personnel shall provide assistance to Authorized Users for the following at no additional cost, but not limited to:

Contractor Personnel may assist the Authorized User for Services at quoted cost using Value-Added Services, but not limited to:

3.12.4 Bidder shall provide names, addresses, telephone numbers, and e-mail addresses of all Contractor Personnel that will support the Contract. This information shall be updated with the State’s Contract Manager throughout the Contract term, including any renewals. Changes in Contractor Personnel shall be communicated to the State’s Contract Manager within five (5) business days of the change. At time of award, Contractor shall identify emergency contact people for sales and support, including names, telephone numbers, and e-mail addresses.

3.12.5 Contractor’s personnel shall, if requested, meet on-site at Authorized User’s location anywhere within the State of Wisconsin. Bidder should be aware that Authorized Users will require as needed on-site visits from Contractor’s personnel and should take this into consideration when submitting pricing. Bidder may not charge Authorized User for such meetings. Bidder is responsible for the Bidder cost of round-trip travel, meals, vehicle parking and any other related travel expenses.

3.12.6 Contractor shall provide, upon request, models for demonstration or evaluation purposes. Authorized User and Contractor shall mutually agree in writing upon all the additional terms and costs specific to the demonstration or evaluation including the number of models and the length of demonstration or evaluation based upon model availability. Models will be the same as those offered on the Contract or within the scope of the contract. Contractor shall provide the demonstration or evaluation models within fifteen (15) business days after request. Demonstration or evaluation terms shall not exceed sixty (60) Days and shall not require the Authorized User to submit data to the Contractor as a result of the demonstration or evaluation.

3.12.7 Changes in emergency preparedness and Service availability information shall be communicated to the State’s Contract Manager within one (1) business day of the change. This information shall be communicated to Authorized Users only in the event of a disaster.

3.12.8 The State reserves the right to request replacement of any level of Contractor personnel, including Subcontractor personnel, regardless of position level in the organization, who is not meeting performance or support requirements of the Contract.

3.12.9 Contractor’s management shall respond to the DOA Contract Manager within two (2) business days after receiving notification of any personnel problem related to the Contractor and/or its Subcontractors. Response shall include, but is not limited to, a plan to resolve the problem with metrics to demonstrate correction.

3.13 PERFORMANCE REQUIREMENTS: STANDARD SUPPORT

Unless otherwise noted within the individual categories, Contractor shall provide the following minimum levels of support under the Contract:

3.13.1 Inside delivery, unless mutually agreed upon in writing between Authorized User and Contractor.

3.13.2 Set-up and installation when Ordered.

3.13.3 Minimum 1-year warranty for parts, coverage, and support.

3.13.4 Response time of one (1) business day for non-service requests from the Authorized Users.

3.13.5 Response time of two (2) business days for all Service requests form Authorized Users.

3.13.6 For all comments, questions, and responses older than two (2) business days, Contractor shall contact the Authorized User(s) with an estimated time they will receive their answer along with the cause of the delay. Contractor shall be responsible for follow-through to ensure that all requests for information are answered.

3.13.7 Access to all software or firmware updates installed or Bundled with the product for the term of the full warranty.

3.13.8 A minimum 30 calendar day money-back guarantee from Authorized User’s acknowledgement of Order delivery receipt. If acknowledgement is missing, the latest date of Authorized User’s receipt of shipment will apply. Contractor is responsible for costs, including return, restocking fee, or any other fees associated with the guarantee return.

3.13.9 Contractor customer service representative(s) shall be available to Authorized Users of this Contract Monday through Friday, 8:00 a.m. through 5:00 p.m. CT, except on Wisconsin State Holidays.

3.13.10 Remedial maintenance shall be available 24 hours a day and shall be performed promptly after notification that the equipment is inoperative. Contractor shall provide the Authorized User with a mutually acceptable procedure to address the remedial maintenance.

3.14 PERFORMANCE REQUIREMENTS: OPTIONAL SUPPORT/CAPPABILITIES

Contractor may provide optional support under the Contract such as, but not limited to:

Note: If offering optional support in the bid response, the Bidder shall provide supporting information regarding the support.

3.15 PERFORMANCE REQUIREMENTS: PRE-INSTALLATION PREPARATION AND CONSULTATION

3.15.1 Contractor shall provide pre-sales consultation and support upon request of the Authorized User. Consultation and support Services include, but are not limited to: on-site consultation/informational meetings to discuss new projects, system updates/changes, and recommendations based on on-site needs assessments. Where an assessment is requested, it shall include recommendations for the following at a minimum:

3.15.2 Room integration design shall be performed or supervised by personnel who have Certified Technology Specialist – Design (CTS-D) certification. Contractor shall provide evidence of certification upon request by an Authorized User.

3.15.3 Room integration installation shall be performed or supervised by personnel who have Certified Technology Specialist – Installation (CTS-I) certification. Contractor shall provide evidence of certification upon request by an Authorized User.

3.15.4 Contractor shall provide written, itemized quotes for all pre-sales requests.

3.16 PERFORMANCE REQUIREMENTS: QUOTES

3.16.1 Authorized Users may request multiple quotations at no additional cost to the Authorized User except for Services listed on Value-Added Services.

3.16.2 Contractor-provided quotations shall not include terms which conflict with the terms of the Contract.

3.16.3 As part of the Ordering process, Authorized Users may request a quote from more than one (1) Contractor for the same or similar products. It is the sole discretion of Authorized Users to determine which Contractors to contact and to place their Order with.

3.16.4

5. Quotes for hardware only shall be provided within two (2) business days from Authorized User request. Quotes for Services may be provided within two (2) business days and shall not be more than five (5) days from Authorized User’s request or on-site review when required, whichever date is later, unless otherwise mutually agreed upon. Contractor and Authorized User may need to convene at a site prior to the quotation to best understand the business needs.

• If the Contractor expects a delay in providing the quote, the Contractor shall provide a written reason for the delay and the expected time when the quotation will be provided.

3.16.5 Contractor and Authorized User shall work together to identify any required approvals for security, building/facilities, networking, telecom, or other installation requirements.

3.16.6 Contractor must provide the entire software license documents included in the quotation at the time of quotation or sooner for review and possible editing by the Authorized User. Such documents must be offered electronically and in Word format unless the Authorized User agrees to another format.

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

3.16.8 Each quote shall contain the corresponding state Contract number.

3.16.9 For maintenance renewals, each quote shall contain the maintenance coverage dates on the quote.

3.16.10 Installation costs, if any, are a separate line on the quoted price.

3.16.11 Training costs, when applicable, are a separate line on the quoted price.

3.16.12 For new purchases, each quote shall note if maintenance for the first year is included in the quote.

3.16.13 At a minimum, all itemized pricing quotations shall be/include:

3.17 PERFORMANCE REQUIREMENTS: ORDERS

3.17.1 Contractor shall accept Orders from Authorized Users. Authorized Users may place Orders with the Contractor using either a Contractor 800-number or local number, Contractor-provided website, specific one-time Order, or contract blanket Order for a specified period of time to allow Authorized users to issue releases against the Order as needed.

3.17.2 Contractor shall accept payments through the State purchasing card (P-Card) or the state process of issuing payment electronically or by check at no additional charge to the Authorized User.

3.17.3 When Pricing is lowered (higher discount) on a quote, the Contractor offers a process for the Authorized User to place an Order using the quoted price.

3.17.4 Authorized Users shall have the ability place Orders directly with the Contractor. Any additional costs associated with a change Order along with associated dates shall be provided at the time of Quotation.

3.17.5 Authorized Users shall include the corresponding state Contract number on the Order.

3.17.6 Within three (3) business days following placement of an Order, Contractor shall contact the Authorized User to verify pricing and establish exact shipping and delivery dates. Method to communicate this may include an e-mail or phone call followed up in writing.

3.17.7 Authorized Users may place a change Order for an existing Order at any time.

3.17.8 When applicable for Services, Authorized Users may include required background check requirements for the Contractor on the Order based on Authorized User’s access policies. The Contractor shall provide any required forms to perform such required background checks. The cost of any required background check will be covered by the Ordering Authorized User. The Ordering Authorized User is the sole determinant of whether the results of the background check(s) will negatively impact the Contractor’s ability to perform Services and may cancel the Order in whole or in part based on the results of a background check. The Authorized User may offer the Contractor to replace the Service provider with another prior to the Order cancellation but is not required to do so.

3.17.9 Pricing at the time of Order shall be computed based on the contractual pricing in effect on the day an Order is placed. Price increases will not affect Orders placed prior to the effective date of such changes.

3.17.10 Orders will be sent only to the Contractor. If Subcontractors are utilized, Orders will still be sent only to the Contractor.

3.17.11 Authorized Users shall not be charged additional charges for equipment warehousing, redelivery, or multiple shipments to the same location to fulfill one Order.

3.17.12 Authorized Users shall not be required to provide prepayment or a down payment at the time of Order placement.

3.18 PERFORMANCE REQUIREMENTS: DELIVERY AND PACKAGING

3.18.1 Delivery of Product shall be made to any location within the State of Wisconsin as needed and Ordered.

3.18.2 Product shipments shall include a label, visible on the outside of the box, that includes the following information:

3.18.3 Product shipments shall include a packing slip that contains, at a minimum, the following information:

3.18.4 Contractor must provide delivery and installation of Product within fifteen (15) business days following receipt of an Order. Variation to this requirement shall be mutually agreed upon by the ordering Authorized User and the Contractor at the time of Order placement.

3.18.5 Contractor shall notify Authorized User within two (2) business days following receipt of an Order if delivery will be delayed due to a documented back-Order. Contractor shall provide Authorized User a firm delivery date for back-Ordered Product. Authorized User retains the option to agree to the firm delivery date of the back-Ordered Product or cancel the Order.

3.18.6 All products shall be packaged in accordance with all current state and federal regulations to ensure acceptance by common carriers for safe and secure delivery to Authorized Users. The State encourages use of recycled or reusable packaging material in all shipments.

3.19 PERFORMANCE REQUIREMENTS: CAMPUS DELIVERY

3.19.1 The University of Wisconsin-Madison does not permit access to trucks over 30 ft. in length on several designated streets on campus. The exceptions are trucks necessary for the delivery or pick up of perishable commodities, private construction vehicles, vehicles carrying radioactive materials, and campus service vehicles. For specific policy language, a campus map and restrictions, see the University Transportation Services website at http://transportation.wisc.edu/resources/large_truck.aspx.

3.19.2 Contractor shall deliver goods to the stated delivery address in accordance with the 30’ truck policy. Any unique delivery arrangements must be pre-approved by contacting the Ordering department.

3.19.3 Any further unique delivery requirements shall be noted on the Order by the Authorized User.

3.20 PERFORMANCE REQUIREMENTS: SITE REQUIREMENTS AND RESPONSIBILITIES

3.20.1 Contractor shall provide environmental specifications of proposed equipment in writing to the Ordering Authorized User at least sixty (60) days prior to delivery. These specifications shall be detailed to ensure that the equipment can be installed and operated efficiently in its intended environment. Contractor shall specify equipment power consumption and recommended branch circuit breaker for equipment when applicable.

3.20.2 The Authorized User shall prepare the site at its own expense and in accordance with the Contractor’s equipment environmental specifications, and shall make the site available thereafter for inspection by the Contractor. Contractor shall notify the Authorized User in writing as to the adequacy of the site and the Authorized User’s planned layout of the equipment within ten (10) days after inspection. Failure by the Contractor to inspect the site prior to delivery shall be deemed as approval of the site as meeting Contractor’s equipment environmental specifications.

3.21 PERFORMANCE REQUIREMENTS: PROJECT MANAGEMENT

3.21.1 For system installations, Contractor shall provide a dedicated project manager as a single point of contact from pre-installation through system acceptance. The project manager shall have decision-making authority, understand the terms and conditions of the State’s Contract and be highly knowledgeable of the product (hardware, software, functionality, programming options, etc.)

3.21.2 The Authorized User may waive this requirement in writing on a case-by-case basis.

3.22 PERFORMANCE REQUIREMENTS: INSTALLATION REQUIREMENTS

3.22.1 Installation, updates and changes shall be performed and supervised only by personnel who have successfully completed the Manufacturer’s appropriate factory training programs. Prior to installation, Contractor shall certify the experience and factory training for the personnel providing the Services under the Contract.

3.22.2 All Contractor personnel shall adhere to all of the following where applicable:

Should conflicts exist with the foregoing, the authority having jurisdiction for enforcement shall have the responsibility for making interpretation.

3.22.3 Contractor shall maintain a work area free of debris, trash, empty cable reels and scrap cable and dispose of such items on a daily basis.

3.22.4 Any damage to existing Authorized User’s equipment or finished surfaces resulting from the performance of this Contract shall be repaired to the Authorized User’s satisfaction at the Contractor’s expense.

3.23 PERFORMANCE REQUIREMENTS: POST-INSTALLATION AND ACCEPTANCE TESTING

3.23.1 Contractor shall furnish complete documentation of the “as built” installed system within one week after installation that shall include hardware types(s) and system programming.

3.23.2 Contractor shall establish a common numbering scheme for the wiring of each room that is reflected on the “as built” wiring diagram drawings.

3.23.3 An electric “as built” wiring diagram shall be provided at no additional cost.

3.23.4 Media format of the documentation shall be mutually agreed to between the Contractor User and the Contractor.

3.23.5 Specific acceptance criteria for the scope of work on project shall be included by the Authorized User in its Order and/or other attached Order documents. It is the Contractor’s responsibility to determine and resolve any hardware, software, or application problems during the project to successfully meet all acceptance and performance requirements. It is the Authorized User’s responsibility to assist the Contractor with applicable contacts within the Authorized User’s entity, such as building services or networking, needed to resolve any hardware, software, or application problems.

3.23.6 All work performed shall be subject to inspection by the Ordering entity at all stages of work as a condition of acceptance and based on specified criteria.

3.23.7 The Authorized User shall promptly notify Contractor of the results of any inspection or acceptance test it performs. If an inspection or acceptance test produces unsatisfactory results, the State shall identify the criteria that could not be satisfied, and the Contractor shall correct unsatisfactory work prior to acceptance and subsequent payment.

3.23.8 Unless otherwise specified by the Authorized User, acceptance is when the equipment is installed (either by the Authorized User when just an equipment Order or the Contractor when Ordered installed), is in good working order and made operational in accordance with the standard specifications, and any on-site training (where applicable) is completed. Acceptance shall be confirmed in writing by the Ordering entity.

3.23.9 All products shall perform the function(s) for which it was designed as specified in the Contractor’s product literature and/or Manufacturer’s OEM manuals. For a period of thirty (30) days following acceptance by the State, products that fail to perform as specified shall be replaced at Contractor’s expense.

3.23.10 All acceptance requirements apply to replacement or substitute machines which are added or field-modified.

3.23.11 Where the Contractor has installed a full integration into a room, the Contractor shall provide both a hard copy and an electronic copy of the as-built computer-aided design (CAD) drawing that complies with National CAD standards or an equivalent drawing in another format such as .pdf format.

3.23.12 All installation debris shall be removed from the premises and properly disposed of the Contractor at no additional cost than what was quoted to the Authorized User.

3.23.13 Contractor shall return the site to its original condition and be responsible for repairing any damage caused to the facility as a result of Contractor activity. Restoration shall be equal to or better than the original condition of the facility prior to installation.

3.23.14 Waste shall be removed by Contractor in accordance with State and Federal regulations and guidelines.

3.23.15 Contractor shall demonstrate to Authorized User the installation is in operating condition and Authorized User shall conduct acceptance testing to verify the specifications and performance requirements.

3.23.16 Acceptance testing may occur within 10 business days after the delivery and installation.

3.23.17 Contractor has fourteen (14) Days to cure any problems occurring during acceptance testing. If after this time period, the installation or equipment does not meet the requirements Ordered, the Contractor agrees to remove the Ordered items and return any payments that may have been made.

3.24 PERFORMANCE REQUIREMENTS: EQUIPMENT PERFORMANCE AND REPAIRS/REPLACEMENT

3.24.1 Any equipment installed under the Contract shall perform at an Effectiveness Level of ninety-nine percent (99%) each month following acceptance during the term of the Manufacturer’s warranty.

3.24.2 During any period of equipment downtime, the Authorized Users may use operable equipment when such action does not interfere with maintenance of the inoperable equipment.