7600023167AppendixG1_Knowink.docx

Appendix G.1 - Request for Quotes Template

Instructions for Request for Quotes

This Request for Quotes template is available for use when conducting a Request for Quotes (RFQ) under the Electronic Poll Book (E-Poll Book) Systems contract (Contract). It can be used in conjunction with the Appendix G.2, RFQ Financial Response template.

A CBOE/Authorized User shall review and refer to the instructions set forth in Appendix G, How to Use the Electronic Poll Book Systems Contract, prior to the completion of this RFQ template.

Authorized Users should not hesitate to contact the OGS Contract Manager with any questions or concerns. Contact information for the OGS Contract Manager may be found on the OGS Contract webpage.

INSTRUCTIONS FOR COMPLETING SPECIFIC RFQ SECTIONS

Optional Question Period

If a question period is needed, include the due date and time within the RFQ Cover, and create a document titled “Questions Attachment” to release with the RFQ.

If a question period is not needed, type “N/A” in the “Questions” section of the cover and delete Section C of the RFQ.

Contractors will complete the accompanying “RFQ Financial Response” based on the information the CBOE/Authorized User provides in this section.

Products must be included on the Contractor’s NYS Contract Price List (Appendix E of the Contract) prior to a Contractor submitting a response to the RFQ.

Optional Statement of Work

Optional Dispute Resolution Policy

Delete Instructions (Page 1) Prior to RFQ Distribution Office of General Services Procurement Services Group 76000 – Award 23167 Electronic Poll Book Systems Appendix G.1 - Request for Quotes Template

Cover Page - Request for Quotes

TO BE COMPLETED BY CBOE/AUTHORIZED USER

CBOE/Authorized User Information:

Name Street Address City, State, Zip Code CBOE/Authorized User Delivery Information:

Name Street Address City, State, Zip Code

DESIGNATED CONTACTS

CBOE/Authorized User shall indicate if Procurement Lobbying Law/Restricted Period is in effect: |_| Yes |_| No Where Procurement Lobbying Law is deemed applicable by the CBOE/Authorized User, by signing, Contractor affirms that it understands and agrees to comply with the CBOE/Authorized User’s policies and procedures relative to permissible contacts. Information may be accessed at: Procurement Lobbying:

https://ogs.ny.gov/acpl

QUESTIONS AND OTHER EVENTS

The CBOE/Authorized User named above is seeking competitive quotes from Contractors of the E-Poll Book Systems Contract for the Product/project needs contained herein. Products must be included on the Contractor’s NYS Contract Price List (Appendix E of the Contract) prior to a Contractor submitting a response to the RFQ.

Questions Due Date

EST

The CBOE/Authorized User will not be held liable for any cost incurred by the Contractor for work performed in the preparation of a response to this RFQ or for any work performed prior to the formal execution of an Authorized User Agreement or Purchase Order. Responses to the RFQ must be received by the deadline specified above. Contractors assume all risks for timely, properly submitted deliveries. A Contractor is strongly encouraged to arrange for delivery of RFQ responses prior to the date of the RFQ opening. LATE RFQ responses may be rejected. The received time of an RFQ response will be determined by the CBOE/Authorized User.

All purchases resulting from this RFQ shall be in accordance with terms and conditions of the OGS Electronic Poll Book Systems Contract and any additional terms and conditions set forth in this RFQ and its Attachments.

SCOPE/MANDATORY REQUIREMENTS

This RFQ is being distributed to acquire the following:

[DESCRIBE NEED]

STATEMENT OF WORK

[DESCRIBE STATEMENT OF WORK]

QUESTIONS

If applicable, all questions shall be submitted in writing using the “Question Attachment” document citing the particular RFQ Title and RFQ section. The questions shall be emailed to the Designated Contact E-Mail Address indicated on the Cover Page of this RFQ.

Contractors are strongly encouraged to submit questions as early as possible. However, all questions must be submitted by the Question due date and time listed on the Cover Page of this RFQ. Answers to all questions of a substantive nature shall be provided to all Contractors who received this RFQ in the form of a question and answer document.

AUTHORIZED USER INFORMAL DISPUTE RESOLUTION PROCESS

Should a protest be submitted by a Contractor regarding this RFQ, the protest will be considered and decided by the Authorized User.

[THE LANGUAGE BELOW IS AN EXAMPLE OF LANGUAGE THAT COULD BE USED IF AN AUTHORIZED USER DOES NOT HAVE A DISPUTE RESOLUTION POLICY]

Disputes or Controversies Occurring During the Term of the Authorized User Agreement/Purchase Order.

In the event there is a dispute or controversy during the term of the Authorized User Agreement or Purchase Order resulting from this RFQ, the Contractor and Authorized User agree to exercise their best efforts to resolve the dispute as soon as possible. The Contractor and Authorized User shall, without delay, continue to perform their respective obligations under the resulting Authorized User Agreement or Purchase Order and this Centralized Contract which are not affected by the dispute. Primary responsibility for resolving any dispute arising under the Authorized User Agreement or Purchase Order shall rest with the persons designated by the Authorized User and the Contract’s Contract Administrator and/or Account Manager.

In the event the Authorized User is dissatisfied with the Contractor’s Products provided under the Authorized User Agreement or Purchase Order, the Authorized User shall notify the Contractor in writing pursuant to the terms of the Contract. In the event the Contractor has any disputes with the Authorized User, the Contractor shall so notify the Authorized User in writing. If either party notifies the other of such dispute or controversy, the other party shall then make good faith efforts to solve the problem or settle the dispute amicably, including meeting with the party’s representatives to attempt diligently to reach a satisfactory result.

If negotiation between such persons fails to resolve any such dispute to the satisfaction of the parties within fourteen (14) business days or as otherwise agreed to by the Contractor and Authorized User, of such notice, then the matter shall be submitted to the persons designated by the Authorized User and the Contractor’s senior officer of the rank of Vice President or higher as its representative. Such representatives shall meet in person and shall attempt in good faith to resolve the dispute within the next fourteen (14) business days or as otherwise agreed to by the parties. This meeting must be held before either party may seek any other method of dispute resolution, including judicial or governmental resolutions. Notwithstanding the foregoing, nothing in this section shall be construed to prevent either party from seeking and obtaining temporary equitable remedies, including injunctive relief.

The Contractor shall extend the dispute resolution period for so long as the Authorized User continues to make reasonable efforts to cure the breach, except with respect to disputes about the breach of payment of fees or infringement of its or its licensors’ intellectual property rights.

Contractor Information

This Page is to be Completed by the Contractor Responding to the RFQ

The RFQ Response must be fully and properly executed by an authorized person. By signing you certify your express authority to sign on behalf of yourself, your company, or other entity and full knowledge and acceptance of this RFQ (including any Questions/Answers or addenda), the OGS Centralized Contract and that all information provided is complete, true and accurate.

Quotes received by RFQ due date/time are binding and non-retractable for 60 days or as otherwise stipulated in the RFQ.

Contractor Signature: Date:

Printed or Typed Name:

Title:

If you are not providing a RFQ Response, place an “x” in the box, please explain why you are not responding, and return this page only.

|_| WE ARE UNABLE TO RESPOND AT THIS TIME BECAUSE:

After fully completing the information above, please submit this page via e-mail with “RFQ Financial Response” (Excel) to the CBOE/Authorized User indicated on the Cover Page. CBOE/Authorized User reserves the right to request the original executed page of this RFQ.