Addendum_1_Event_ID_0000000669_Section_4_-_Proposed_System.pdf

Department of General Services Tablets Procurement Division Event ID: 0000000669, Addendum 1

SECTION 4

Proposed System

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PROPOSED SYSTEM

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4. Proposed System

4.1 Overall Goal

As the central purchasing and materials management agency for the State, the DGS-PD intends to leverage the State’s high volume buying power and obtain the lowest costs for State and local government agencies while procuring high quality Tablets and reducing environmental impacts that may result from products or packaging through their life cycles. The DGS-PD intends to achieve this result by awarding points for these properties per Section 9, Evaluation. Award will be made for each individual Silo per Section 6.4.1, Proposed Products.

4.2 Overview of Proposed System Requirements

The following factors represent key high-level Contractor responsibilities for this contract. All detailed technical requirements are identified in Section 6, Technical Requirements.

4.2.1 Contractor Responsibility

The State intends that the selected Bidder(s) will work in cooperation with the State to furnish quality products at the lowest price available in a timely and efficient manner.

The selected Bidder(s) will be the primary point for warehousing, data collection, reporting, and distribution of the awarded Tablets to the State.

4.2.2 Scope

This IFB is being conducted using a discount-off list price model encompassing the price of the Tablet hardware, Accessories and Options, Warranties and Value Added Services.

4.2.2.1 Products

The scope of this IFB includes multiple Silos of Tablet hardware. Tablets are as defined in Event ID: 0000000669 Glossary. Notebooks and two-in-one or convertible ultra-book options are not within the scope of this contract. Phone devices are not within the scope of this contract. It is the intent of this procurement award to provide a broad array of tablets distinguished by OEM, operating system, and ruggedization. The minimum requirements for Tablets are described within each silo as identified in Section 6.4.1, Proposed Products and Exhibit 11.22, Minimum Common Configuration Requirements/ Components Worksheet. These products represent the scale, features, and capabilities required by the State based on information from State information technology administrators. In addition to these Tablets, accessories, warranties and/or value added services may be quoted for each configuration.

4.2.2.2 Core Items

The State anticipates that the majority of purchases will fall within the scope of these silos. Bidders shall submit discounts for Tablet, Accessories and Options, and Value Added Services, per Section 7, Cost.

4.2.2.3 Non-Core Items

In some instances, State agencies will require a product that is substantially different from any of the common configurations defined in Exhibit 11.22, Minimum Common Configuration Requirements/ Components Worksheet.

Non-core Tablets must be offered at the core Tablet discount. Accessory and

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Option items must be offered at the core Accessory and Options contract discount. Non-core Value Added Services (VAS) must be offered at the core VAS contract discount. Refer to Section 6.4.2, Contract Products for non-core item requirements.

4.2.2.4 Value Added Services (VAS)

Only Value Added Services directly related to the contracted Tablets products will be allowed to be purchased via the contract resulting from this IFB and may require a Statement of Work from the ordering agency.

4.2.2.5 Refresh

As technology advances, the State expects to periodically update the equipment filling the individual Categories in accordance with Section 6.4.4.1, Product Refresh. The selected Bidder(s) must continue to provide products which meet or exceed the Silo requirements throughout the duration of the contract, including any extension periods.

4.2.3 Pricing

4.2.3.1 Price Structure

Awarded contract(s) will employ a discount-off list price methodology. The State price will be calculated by applying a discount percentage to the OEM’s publicly available price list.

The actual price for Tablets equipment, accessories and options, warranty, or associated value added services shall be the lesser of (i) the list price as of the date of the Purchase Order or a quote, whichever is lower, less the percent discount proposed in Exhibit 11.28, Cost Worksheets; or (ii) the price of Tablets hardware, Accessories/Upgrades, Warranty or associated Value Added Services negotiated by the parties and set forth on a Purchase Order that is not rejected by the Contractor within three (3) business days of order acknowledgement per Section 6.11.6, Order Acknowledgement.

The Contractor will provide the DGS Contract Administrator (CA) access to an electronic price list of the current products available through this contract per Section 6.10.2, Electronic Catalog/Contract Website Contents.

4.2.3.1.1 OEM Price List(s)

The publicly available OEM price list(s) shall be available to public view and accessible, without a password, on the Contractor’s website. Items not included in the publically available price list will not be made available on the awarded statewide contract.

A pricing index specially-generated specifically for this contract will not be acceptable. The index must be a truly publically available OEM price list.

4.2.3.2 Price Declines

The list price of technology products tends to decline the longer the product is on the market. The selected Bidder(s) will include all list price declines in their price list submittal, per Section 4.2.4, Product Catalogs.

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Any discounts effectuated during the contract period by reason of market change will be passed on to the State and local governmental agencies. The decrease shall be effective on the date the list price decrease is announced to the general public, notwithstanding the list price shown in the most recent relevant price list.

4.2.3.3 Promotional Pricing

Promotional pricing shall be available to the State and local governmental agencies per Section 6.7.2, Promotional Pricing.

4.2.3.4 Price Adjustments

The Contractor(s) will not decrease the contract discount percentage as proposed throughout the life of the contract, including any extensions, per Section 6.7.3, Price Adjustments.

4.2.4 Product Catalogs

The Contractor will develop and maintain a State Contract Website containing product and pricing specific to the statewide contract per Section 6.10, Electronic Catalog/Contract Website.

4.2.5 Ordering

State Departments and participating local governmental agencies will submit orders to the Contractor via email, facsimile or U.S. Mail per Section 6.11.5, Ordering Methods.

4.2.6 Delivery

Delivery locations will be statewide, from border to border, to any State department or participating local governmental agency facility, in accordance with Section 6.12, Delivery. Shipping charges shall be included in the Bidder’s cost submittal.

4.2.7 Environmentally Preferable Purchasing

4.2.7.1 Environmentally Preferable Purchasing Requirements

Contract products shall conform to Section 6.8, Environmentally Preferable Purchasing Requirements.

4.2.7.2 Take Back/Trade-In

Contractor shall offer a take back and/or trade-in program for replaced Tablet PC Servers equipment per Section 6.13, Take Back/Trade-In Program(s).