Addendum_2_Event_ID_0000000669_Section_6_-_Technical_Req.pdf

Department of General Services Tablets Procurement Division Event ID: 0000000669, Addendum 2

SECTION 6

Technical Requirements

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TECHNICAL REQUIREMENTS

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6.1 Introduction

This section contains the detailed technical requirements pertaining to this IFB. See Section 2, Rules Governing Competition, Section 5, Administrative Requirements, and Section 8, Proposal Format, for other requirements that must be met in order to be considered responsive to this IFB.

The State has determined that it is best to define its requirements, desired operating objectives, and desired operating environment. The State will not tailor these needs to fit some solution a Bidder may have available; rather, the Bidder shall propose to meet the State's needs as defined in this IFB.

6.1.1 Tablet Silos

This IFB provides the opportunity for Bidders to bid on the appropriate Tablet silo described in Section 6.4.1, Proposed Products.

All requirements listed within Section 6, Technical Requirements, will apply to any and all silos bid unless otherwise noted.

6.1.2 Statement of Work

Section 6, Technical Requirements, in its entirety, is incorporated into Exhibit 11.26, Statement of Work.

6.2 Responses to Technical Requirements

All requirements described in this section are service levels and/or terms and conditions that the State expects to be satisfied by the Bidders. Bidders must indicate their willingness and ability to satisfy these requirements.

Section 6, Technical Requirements, must be completed and submitted with the Bidder’s Bid, Volume 1, as specified in Section 8, Proposal Format. The Bidder’s bid must include the required bid items cross-referenced by the requirement number. It may also include any appropriate exhibits to illustrate responsiveness. These exhibits must be clearly labeled and cross-referenced to the bid narrative by requirement number.

As applicable, responses to the requirements will be evaluated and awarded points in accordance with Section 9, Evaluation.

6.3 Designation of Requirements

The requirements specified in this IFB Section are classified as either mandatory, mandatory-scored, non-mandatory, or non-mandatory scored.

6.3.1 Mandatory (M) Requirements:

All items labeled mandatory (M) are non-negotiable. A Pass/Fail evaluation will be utilized for all mandatory requirements in this IFB. All items labeled mandatory must be marked “Yes” to pass. Failure to respond affirmatively to any mandatory requirement shall result in disqualification of the bid.

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6.3.2 Mandatory Scored (MS) Requirements:

All items labeled mandatory-scored (MS) are non-negotiable. These questions will be scored as specified in Section 9, Evaluation. All items labeled mandatory-scored must be marked “Yes” to pass. Failure to respond affirmatively to any mandatory-scored requirement shall result in disqualification of the bid.

The State Evaluation Team (Team) will review responses to mandatory-scored requirements in this section, evaluate, and award points in accordance with Section 9, Evaluation.

6.3.3 Non-Mandatory (NM) Requirements:

Some listed standards are identified as non-mandatory (NM). Bidders are not required to comply with these requirements in order to be compliant with the IFB requirements.

However, if a Bidder offers any of these non-mandatory requirements, the Bidder must meet the minimum requirements as stated in this section.

6.3.4 Non-Mandatory Scored (NMS) Requirements:

Some listed standards are identified as non-mandatory scored (NMS). Bidders are not required to comply with these requirements in order to be compliant with the IFB requirements. However, if a Bidder offers any of these non-mandatory scored requirements, the Bidder must meet the minimum requirements as stated in this section and Section 9, Evaluation, in order to receive evaluation points as described in Section 9, Evaluation.

6.3.5 Narrative Response (NR) Required:

Items marked NR require a narrative response to be submitted with the IFB response.

Bidders shall designate the location of a thorough narrative response as specified in Section 8, Proposal Format, in the Proposal Page Number column. Failure to supply a narrative response to accompany a Mandatory requirement so indicated may result in the response being deemed non-responsive and ineligible to further participate in the IFB. If a requirement is not so marked, a narrative response is neither required nor desired.

Failure to supply a narrative response to accompany a Non-Mandatory requirement may prevent the response from being awarded any relevant points.

6.3.6 Exhibit (E) Required:

Items marked E require an Exhibit to be submitted with the IFB response. Failure to supply the completed Exhibit specified to accompany the Mandatory requirement may result in the response being deemed non-responsive and ineligible to further participate in the IFB.

Failure to supply the completed Exhibit to accompany a Non-Mandatory requirement may prevent the response from being awarded any relevant points.

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6.4 Product Categories

Section Requirement Description Type Meets

Yes No

Proposal Page

Number

6.4.1 Proposed Products

Bidders may propose solutions for the following Tablet silos:

• OEM – Apple

• OEM – Dell

• OEM – Hewlett Packard (HP)

• OEM – Lenovo

• OEM – Microsoft

• OEM – Samsung

• OEM – Rugged

• OEM – Open

Exhibit 11.22 is comprised of the Minimum Common Configuration Requirements/ Components for each silo detailing specification requirements for Tablets (hardware), Accessories, Warranty and Value Added Services. Proposed configurations may meet or exceed the Minimum Requirements.

Accessories and Warranty options are intended to augment the Tablet equipment. Value Added Services (VAS) may be requested on a purchase order basis.

Award to the Open silos shall be for OEMs that are not represented in a silo and the scope will be restricted to tablets of a single OEM.

The silos contract hardware for Dell, HP, and Lenovo shall be restricted to Business Class Tablets only.

Exhibit 11.28, Cost Workbook provides a configuration scenario for a specific tablet and includes accessories, warranty options and services. The configuration scenarios are for evaluation purposes only.

Discounts will be provided in Exhibit 11.28, Cost Workbook, for Hardware, Accessories, Warranty and Services. The quoted discounts will apply to all purchases of the corresponding items and services during the contract term.

The estimated quantities shown in Exhibit 11.28, Cost Worksheets, are used for evaluation purposes only. Actual purchases may vary from this pattern. The State does not guarantee that these quantities will be purchased. Any award (contract) resulting from this solicitation will have no guaranteed dollar value.

M

E

Exhibits

11.28 A-H

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6.4.2 Contract Products

Only products meeting or exceeding the specifications of Exhibit 11.22, Minimum Common Configuration Requirements/ Components Worksheet, within each Silo may be purchased under any contract(s) resulting from this IFB.

Upon award, a Control Set of contract core items will be created from products available on the OEM MSIP and from Exhibit 11.28 Cost Worksheets. The Control Set will include the product discounts specified in Exhibit 11.28 Cost Worksheets. The State reserves the right to eliminate any specific silo from the final award.

All Tablet hardware offered in the OEM’s MSIP meeting the Minimum Requirements of an awarded silo shall be made available on the resulting contract at the appropriate contract discounts.

Non-Core items meeting or exceeding the specifications may be quoted under a resultant contract and require approval by the State Contract Administrator.

Non-Core Items must be offered at the same core discount appropriate for the product type: Hardware, Accessories, Warranty, or Value Added Services (VAS) as referenced in Section 7.

Offers for non-core items may be offered at a greater discount than the core contract discount.

Offers for non-core items at a lesser discount will not be considered.

Products outside of the scope of an awarded Silo may not be purchased from a contract resulting from this solicitation. State departments may request an Exemption and these requests require approval by the State Contract Administrator.

M NA

6.4.3 Value Added Services

Bidder shall provide value added services related to Tablets including, but not limited to, deployment and logistics, asset tagging, installation, technical support, disposition/disposal services, and self-warranty certification as specified by Exhibit 11.22, Minimum Common Configuration Requirements/ Components Worksheet.

Description of the VAS proposed shall be provided in Exhibit 11.28, Cost Worksheet.

Asset Tagging

Detail Asset Reporting

Includes electronic/manual input and transfer

Bar Code Scanning

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E

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Scan equipment barcodes and enter manufacturers’ serial numbers into report for customer.

Custom Scheduling/Staging Custom Staggered/Incremental Delivery to multiple locations

Coordinate multiple deliveries from multiple vendors and third parties to one customer location, sometimes with more than once per location

Installation Documentation

Scan installation documentation to network storage

6.4.4 Product Substitutions/Discontinued Items

The products and configurations proposed to meet the requirements of this IFB may be available throughout the duration of the contract term. If, during the life of the contract, a contract product or configuration is discontinued, the Contractor shall notify the CA in writing and propose a comparable substitute product or configuration at least 60 calendar days prior to product or configuration discontinuation. The CA will review the substitute product or configuration and determine acceptability.

Once the substitute product or configuration has been approved, the CA will provide written approval to the Contractor to update contract item information per Section 6.10, Electronic Catalog/ Contract Website. These changes will be made in the form of a contract supplement.

The Contractor shall not substitute products or configurations or modify catalog information without written approval from the CA.

The Contractor(s) will maintain the contract discount as bid throughout the original term of the contract and any extension(s), including upon approved substitution.

If the contract product is ENERGY STAR® certified or EPEAT Gold certified, the substitute product must also be certified. The requirements for the ENERGY STAR® and EPEAT certifications may be updated during the life of this contract. The substitute product must be certified to the version of ENERGY STAR® or EPEAT in effect at the time of the contractor proposing the substitute product.

If no substitute product is available that meets or exceeds the specifications due to fundamental technology or market change, the State may alter the common configurations to meet the updated marketplace standards. Obsolescence of a configuration may be determined at the discretion of the State.

M NA

6.4.4.1 Product Refresh

The State expects to update the products established in the current contract control set periodically as technology changes, which can be estimated to take place approximately every four (4)

6 - 7 04/26/2016 to six (6) months. Contractor(s) are required to:

1. Support this effort throughout the life of the resulting contract.

2. Maintain the blanket government discounts at the levels set forth in the contract, even as configurations evolve.

3. Proactively report to the State Contract Administrator at least every six (6) months, or as needed, on changes in technology and make recommendations for model changes for each configuration based on product life cycles.

4. The State Contract Administrator may authorize high-use non-core items to be included into the control set at product refresh.

5. Notify the State Contract Administrator regarding product replacement at end of product life cycle or End of Life (EOL) at least 60 calendar days prior to the EOL date.

6. At the time of refresh notification in Section 6.4.4.1, Product Refresh, Contractor(s) shall provide to the State Contract Administrator the following:

• An updated contract control set identifying items going

EOL and their replacements.

• A side by side comparison of the proposed product to the product being replaced and its corresponding common configuration.

• An up to date Road Map of the products proposed to refresh the configurations.

• An OEM price list containing the items offered in the proposed refreshed control set.

7. Items with the same model number or sku available elsewhere on the contract shall be made available to the State at the highest discount.

6.4.5 Technical Literature Content

The Bidder shall provide technical literature and references confirming the State's requirements as stated in Section 8.2.4, Volume IV - Technical Literature. The Bidder confirms that statements contained in the Technical Literature such as "technical literature and references are subject to change without notice" are not intended to limit the Bidder's commitment to meeting the needs and requirements of this IFB.

M

NR

6.5 Software Products

Section Requirement Description Type Meets

Page

Number

6.5.1 Systems Operating Software (OS)

Bidder(s) shall provide systems operating software to provide fully functional Tablet equipment. By submitting this response, Bidder warrants that it has authorization to provide a legitimate license for the operating system installed on all offered configurations. Only

M

E

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Number the most current operating system release, unless otherwise specified in the purchase order, will be installed in all products.

The Bidder(s) will deliver all original software media and manuals with the delivered products. If the original operating system media is not delivered with the products, the bidder(s) must provide recovery media with the system.

These software products shall be available throughout the contract duration, including any extension(s).

Contractor must provide a perpetual license to the operating system.

6.5.2 Unspecified Subordinate Product

It is the intent of the State to describe a complete working configuration. Any incidental items omitted from these specifications but needed to make a complete working configuration will be provided by the Bidder(s) and will be included in the bid price.

M

E

Exhibits

11.28 A-H

6.5.3 Additional Software Products

Upon any product substitution per Section 6.4.4, Product Substitution/Discontinued Items, the Contractor shall continue to offer functionally equivalent or better software.

M

E

Exhibits

11.28 A-H

6.5.4 Related Software

Bidder must communicate and provide to the State (at no additional cost) with updates and releases of related software required to make a complete working configurations including, but not limited to, the products required by Sections 6.5.1, 6.5.2, and 6.5.3.

M

E

Exhibits

11.28 A-H

6.5.5 Title (Software/Firmware)

Bidder represents and warrants that it is the sole owner of the goods or, if not the owner, has received all proper authorizations from the owner to license the software/firmware product, and has the full right and power to grant the rights contained in this contract. Bidder further warrants and represents that the software/firmware package and its use will not violate or infringe upon any patent, copyright, trade secret or other property right of any other person.

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6.6 Warranty

Section Requirement Description Type Meets Yes No

Proposal Page

Number

6.6.1 Warranty

The Contractor must honor all manufacturers’ warranties and guarantees for:

• A period of three (3) years on Business Class equipment.

• A period of one (1) year on Commercial Grade equipment.

The warranty period starts from the date of acceptance on all products offered as part of this contract. The Contractor shall bear all material and labor costs for repair of equipment defects and failure. The bid price cost shall include the manufacturer’s warranty cost.

During the warranty period, the Contractor must:

• Honor all manufacturers’ warranties and guarantees on all products offered through the contract.

• Continue to provide warranty service after contract termination until expiration of warranties for products that have been sold under the contract.

• Provide all labor, parts, and travel necessary to keep the products in good operating condition and preserve its operating efficiency in accordance with its technical specifications.

• Pay any necessary shipment and insurance costs.

The warranty services listed shall include all products, software and firmware maintenance costs and costs of labor, parts, travel, factory overhaul, rehabilitation, transportation and substitute product(s) as necessary. If it is necessary to remove any products from an authorized purchaser’s location where On-site warranty is specified, the Contractor will provide substitute products at the time of removal. Substitute products will be comparable to or better than the products removed. In instances where it is necessary for the Contractor to return the products to the factory, the Contractor will be responsible for all costs of the products from the time it leaves the authorized purchaser’s site until it is returned to the site in good operating condition. Only new standard parts or parts equal in performance to new parts will be used in effecting repairs. Parts that have been replaced will become the property of the Contractor except in instances where the State chooses to keep the hard drives. Replacement parts installed will become the property of the authorized purchaser.

All operating system software and firmware will be considered an integral component of the equipment and the Contractor will respond to all requests for warranty service for any failure.

Warranty services during the warranty period will not include electrical work external to the products, the furnishing of supplies, or adding or removing accessories, attachments, or other devices

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Yes No

Proposal Page

Number not provided under this contract. Warranty services also will not include repair of damage resulting from transportation by the authorized purchaser between State or local sites or from accident, unless the accident is caused by negligent or intentional acts or omissions of Contractor or its agents.

6.6.2 Quality Assurance Guarantees

The Contractor(s) shall represent and warrant that Tablet products provided shall be free from defects in material and workmanship, given normal use and care, over the period of the manufacturer warranty. The terms of this IFB will supersede any language to the contrary on purchase orders, invoices, or other sources.

Contractors must use new products, parts, and components for all new equipment purchased by the State. Contractors may use parts that are equal in performance to new parts for warranty replacement repair parts only as long as it does not violate manufacturers’ warranty.

NA

6.6.3 Equipment Replacement During Warranty

If the product(s) provided fails to perform in accordance with technical specifications and functional descriptions contained or referenced in the awarded contract agreement and is subject to warranty response three (3) or more times during any ninety (90) day period, the successful bidder(s) will upon the authorized purchaser’s request, replace the product(s) at no price. The replacement product(s) will be delivered no later than fifteen (15) working days after the authorized purchaser’s request is received by the contractor. Replacement goods cannot be used, refurbished or recycled, and must be of equal or greater value.

M NA

6.6.4 Principal Period of Maintenance (PPM) - Warranty

The Contractor must provide warranty in accordance with the appropriate Principal Period of Maintenance (PPM) times as designated in Sections 6.6.4.1 or 6.6.4.2 after notification from an authorized purchaser of a problem with any of the goods included on this IFB.

In addition to the required base level warranty, bidders shall be required to offer additional year warranty upgrade options at the time of purchase.

Bidder must describe in detail their Warranty offered by providing a description of the scope and timeframes, and must guarantee the PPM times above. This narrative shall be provided in accordance with Section 8.2.1.4.

M

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Yes No

Proposal Page

Number

6.6.4.1 PPM - Business Class Tablets

Metropolitan Areas shall be 8x5x8 NBD onsite – Eight (8) hours, typically 8:00 am to 5:00 pm, Pacific Time, five (5) days a week, Monday through Friday, eight (8) hour Next Business Day onsite response time in metropolitan areas, excluding State holidays.

Non-Metropolitan Areas shall be 8x5x2 (two (2) hour call back response time, excluding State holidays). Remediation shall be underway within 48 hours.

Metropolitan Areas Counties San Diego Orange Riverside Los Angeles San Francisco Alameda Sacramento Santa Clara San Bernardino Yolo Solano Contra Costa San Mateo Cities

Redding Stockton Bakersfield Ventura Tracy San Quentin Santa Rosa Santa Barbara Frontera Fresno

Note: The Silos for Dell, HP, and Lenovo shall be restricted to Business Class Tablets only.

E

NA

6.6.4.2 PPM - Commercial Grade Tablets

Return to Depot

• Mail in Service

Contractor shall provide prepaid waybills and if applicable, packaging material, to ship the product to an authorized location and return of either serviced device or new replacement device at no charge to the State or local agency. A serviced or new replacement device must be returned to the customer within 14 business days.

• Carry In Service –

The customer may bring the device to a designated location where service shall either be performed onsite or, at no cost to the State or local agency, sent out to an authorized location for service. A serviced or new replacement device must be returned to the customer within 14 business days.

Bidder shall provide in their bid response a listing of authorized service representatives and locations designated for Carry In and

M

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Yes No

Proposal Page

Number

Repair Services.

6.6.5 Accidental Damage Plan

Bidder must provide an offering for Accidental Damage on equipment purchased through the contract either included in the warranty or made available as an option at the time of purchase.

Bidder must describe in detail their Accidental Damage Plan offered by providing a description of the scope and timeframes.

This narrative shall be provided in accordance with Section 8.2.1.4.

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NR

NA

6.6.6 Service Escalation Plan

Bidder must provide multi-level procedures for escalating a maintenance call. Bidder must describe in detail their service escalation plan by providing a description of the scope and timeframes for each level of escalation. The service escalation plan must guarantee with the PPM time described in Section

6.6.4.1 and/or 6.6.4.2, PPM - Warranty.

M

NR

NA

6.7 Contract Pricing

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6.7.1 Pricing

This IFB will employ a discount-off list price structure per Section 4.2.3.1, Price Structure. The discount percentage applied to each classification shall apply to all products or services applicable to that classification (e.g., all tablets will be sold at the discount-off list price indicated by the hardware discount) for all configurations within the relevant Silo.

Bidders shall provide the path to the price list(s) information per Section 6.7.4, Price Location.

At contract award, Core items will be established in a Control Set and their pricing will be verified by the price list provided by the contractor, and accepted by the CA. The pricing of the Core items in the Control set shall remain bound to the accepted price list until product refresh.

As price lists are revised, the previous lists shall be maintained online and made available as an archive on the contractor-maintained state contract website per Section 6.10.2, Electronic Catalog /Contract Website Contents. This pricing will be used for Non-Core items.

6.7.2 Promotional Pricing

During special pricing promotions, the Contractor shall offer State and local agency purchasers the promotional pricing or the discount percentage off list, per Section 6.7.1, Pricing, whichever

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Number is lower.

The Contractor shall notify the CA of all promotional pricing changes. Notification shall include at a minimum:

• Promotion start and end dates.

• Models, products, and services included in the promotion.

• Promotional pricing.

Promotional pricing shall not be cause for a permanent change in pricing. Promotional pricing shall not be cause for Contractor Refresh.

Promotional items shall come with all benefits of the statewide contract terms and conditions and shall include all provisions such as warranty and delivery.

6.7.3 Price Adjustments

Each Silo discount percentage is established in Exhibit 11.28, Cost Worksheets. All discount percentages shall be firm fixed for the contract term, including any optional extension(s), unless a discount increase is negotiated. A discount percentage will not decrease during the contract term including any extension period(s). However, the list price may fluctuate through the life of a contracted model and with model replacements due to discontinuation.

M NA

6.7.4 Price Location

The Bidder shall provide the URL of their most current publicly-available OEM price list(s) in the appropriate lines of Exhibit 11.18, for the specified OEM’s in Exhibit 11.28, Evaluation Model and Cost Worksheet Evaluation Model and Cost Worksheet. If more than one OEM price list is provided, Bidder shall reference the product group associated with each price list.

In addition, the Bidder shall describe the navigation from their website homepage to their publicly available price list webpage.

Price List(s) shall be dated.

M

NR

E

Exhibit 11.18

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6.8 Environmentally Preferable Purchasing Requirements

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6.8.1 California RoHS Compliance

Electronic devices offered to the State under this contract shall comply with California’s Restriction on the use of certain Hazardous Substances (RoHS) law. This law applies to anyone who sells, or offers for sale, “covered electronic devices” or “CED.”

CED categories include laptop computers with liquid crystal display (LCD) and LCD containing desktop monitors. (Refer to California RoHS Law Health and Safety Code, Section 25214.9-

25214.10.2 and California Code of Regulations, Title 22, Section 66260.202.)

6.8.2 Flame Retardants

A product, or a flame-retarded part of a product, containing more than one-tenth of 1 percent of pentabrominated diphenyl ether (pentaBDE) or octabrominated diphenyl ether (octaBDE) can not be manufactured, processed, or distributed in commerce (Health and Safety Code, Section 108922).

6.8.3

ENERGY STAR® Certification The State prefers ENERGY STAR® certified electronic devices.

Products offered in the Open silo under this contract that are certified to the latest version of ENERGY STAR® will receive points in accordance with Section 9 - Evaluation. Points will only be awarded if the product’s certification can be verified via the ENERGY STAR® database of certified products (www.energystar.gov). Verification will be based on database entries posted on the day Final bids are due.

NMS

Exhibits

11.28 A-H

6.8.4 Electronic Product Environmental Assessment Tool (EPEAT) The State prefers products that have achieved the EPEAT Gold level. Points will be awarded for products that are EPEAT Gold certified. ENERGY STAR® certification is a requirement of EPEAT. Points will only be awarded when all of the following requirements are met:

1. Product is ENERGY STAR® certified and verified in accordance with Section 6.8.3.

2. Product’s EPEAT level can be verified via the EPEAT database of certified products (http://www.epeat.net/).

Verification will be based on database entries posted on the day Final bids are due.

On Exhibit 11.22, Minimum Common Configuration Requirements/ Components Worksheet, for each configuration offered, bidders must provide the EPEAT certification level and the registration date for certification.

NMS

E

Exhibits http://www.energystar.gov/

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6.9 Section 508 Accessibility Standard

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Number 6.9.1

Accessibility Compliance/VPAT

Requirements for accessibility based on Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) are determined to be relevant for this procurement.

Bidders shall submit prior to contract award, per 36 CFR part 1194, a Voluntary Product Accessibility Template (VPAT) that includes the following:

1. Subpart B, bidders shall submit a VPAT describing how their proposed products meet this requirement.

2. Subpart C, bidders shall submit a VPAT describing how their proposed Electronic and Information Technology (EIT) products meet applicable functional performance criteria.

3. Subpart D, bidders shall submit a VPAT describing how the information, documentation, and support for proposed products meet applicable information, documentation, and support requirements.

Additionally, the awarded contractor shall include similar VPAT document with delivery at the State’s request.

6.9 6.10 Electronic Catalog/Contract Website

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6.10.1 Electronic Catalog/Contract Website

Contractor(s) shall develop and maintain an electronic catalog as part of a State Contract website. The State contract website must be separate from the Contractor’s commercially available (i.e., public) on-line catalog and ordering systems and shall contain only the contract line items and pricing as specified in the awarded contract. No other items or pricing may be shown in the electronic catalog without written approval from the State Contract Administrator. The contract website shall offer twenty-four (24) hours per day, seven (7) days per week availability, except for regularly scheduled maintenance times. Redirection to the Contractor or reseller commercial website is prohibited.

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6.10.2 Electronic Catalog/Contract Website Contents

The Electronic Catalog for any given contract resulting from this IFB shall contain the following data elements at minimum:

• Detailed line item descriptions of awarded Tablet core configurations by Silo, core upgrade/downgrade options, and value added services;

• Warranty/PPM information

• State-specific contract current pricing;

• SB/DVBE participation information;

• Quote generation

• Contractor’s customer service contact information

• Commercially-available OEM price lists (current and archives)

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6.10.3 Contract Website Content Approval

Within 30 calendar days of contract award, the Contractor must provide a sample URL of the contract webpage to the CA for review and approval.

The State will review and determine acceptability of the system format and data. If the information is determined to be unacceptable or incorrect, the Contractor will have 15 calendar days to provide system revisions to the CA.

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6.10.4 Contractor Website Maintenance

The Catalog shall be updated upon permanent change of the OEM list price of any core item(s) or on a quarterly basis, whichever is more frequent; if there are no changes during a quarter, the Contractor shall so notify the CA but need not update the website. Any and all changes to the Catalog must be submitted in writing to the CA for review and approval no less than 15 calendar days prior to the end of the relevant quarter. The Catalog must include any changes to list price and to models per Section 6.4.4, Product Substitutions/Discontinued Items.

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6.10.5 Pre-Order Configuration Consultation (Offer Generation)

The contractor shall provide pre-sale pre-order technical consultation and configuration certifications to assure acquired configurations are operationally designed for the ordering agency’s technology needs. Ordering agencies will assure that the contractor has been appraised on the technical needs of the systems and components acquired under the contract.

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6.10.5.1 Offer Format

The Contractor shall provide an offer to ordering agencies in MS Excel spreadsheet format that contain at minimum the following information:

• Contractor letterhead

• Offer/Quote “prepared by” name and contact information

• Offer/Quote number

• Date of Offer/Quote

• Ordering agency name

• Ordering agency contact person

• Contract number

• Contract expiration date

• Table consisting of:

• Contract Line Item Number

• Quantity

• Core/Non-Core (Y/N)

• Description of Item

• Manufacturer’s Part Number/SKU

• MSRP/Index Price

• Contract Discount

• Contract Unit Price

• Extended Price (Quantity x Contract Price)

• Subtotals of taxable and non-taxable items

• Rate and calculated tax

• Applicable fees

• Grand total

• Note that “Items with “N” in Core/Non-Core Column require approval by the State’s CA prior to purchase.

Within 15 calendar days from contract award, the Contractor must submit a preliminary copy of their offer to the CA for approval.

The State shall review and determine acceptability of the acknowledgement and the authorized copy shall become the standard for this contract.

During the life of the contract, the State reserves the right to add additional elements to the order acknowledgment as necessary.

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6.10 6.11 Ordering

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6.11.1 Order Acceptance

The Contractor shall accept orders from any State department or local governmental agency, excludes educational entities (i.e.

districts and public institutions) for the Apple OEM. The Contractor shall not accept purchase documents for this contract that:

• Are incomplete;

• Are submitted without CA approval of non-core items

• Contain non-contract items; or

• Contain non-contract terms and conditions.

The Contractor must not refuse to accept orders from any State department or local governmental agency, excludes educational entities (i.e. districts and public institutions) for the Apple OEM, for any other reason without written authorization from the

CA.

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6.11.2 Purchase Execution

State departments will submit orders on a Purchasing Authority Purchase Order (Std. 65) via one of the ordering methods as specified in Section 6.11.5, Ordering Methods.

Local governmental agencies, excludes educational entities (i.e.

districts and public institutions) for the Apple OEM, may submit orders on their own purchase document directly to the Contractor via one of the ordering methods as specified in Section 6.11.5, Ordering Methods.

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6.11.3 Purchase Order Data Elements

The purchase document shall contain, at a minimum, the following information:

• Agency Order Number (Purchase Order Number)

• Purchase Order Date

• Agency Billing Code

• Purchasing Authority Number (for State departments only)

• Leveraged Procurement Number (State’s Contract

Number)

• Agency Name

• Agency Ship To address

• Supplier Name

• Contract Line Item Number (CLIN)

• Description

• Quantity

• Unit of Measure

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Number

• Unit Price (State Contract Price)

• Applicable Discounts

• Extension Price

6.11.4 Minimum Order

There is a minimum order of one tablet.

M NA

6.11.5 Ordering Methods

The Contractor shall accept orders through the following methods:

1) Facsimile – A toll-free facsimile number to be used by ordering agencies for placing orders is to be in place before the commencement of this contract. Facsimile orders must be accepted between the hours of 8:00 AM and 5:00 PM (PT), Monday through Friday.

2) Mail – Contractor must have the capability to receive orders by mail in place before the commencement of this contract.

3) Email – An email address to be used by ordering agencies for placing orders is to be in place before the commencement of this contract.

Bidder shall provide ordering information (toll-free facsimile number, mailing address and email address) for ordering on Exhibit 11.29, Contractor Ordering Information.

M

E

Exhibit 11.19

6.11.6 Order Acknowledgement

The Contractor must provide the ordering agencies with an order receipt acknowledgment via e-mail/facsimile within one (1) business day after receipt of an order. The acknowledgement will include:

• Ordering Agency Name

• Agency Order Number (Purchase Order Number)

• Contractor’s Order Number

• Description of Goods

• Total Cost

• Anticipated Delivery Date

• Identification of any Out of Stock/Discontinued Items

Within 15 calendar days from contract award, the Contractor must submit a preliminary copy of their order receipt acknowledgment to the CA for approval. The State shall review and determine acceptability of the acknowledgement and the authorized copy shall become the standard for this contract.

During the life of the contract, the State reserves the right to add

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Number additional elements to the order acknowledgment as necessary.

6.11.7 Out-of-Stock Item Remedy

Upon receipt of order acknowledgment identifying out of stock items, the ordering agencies shall have the following options:

• Request back order; or

• Cancel the item from the order with no penalty.

Bidder must describe processing of out-of-stock items which have been back ordered and what communication is provided to the ordering agencies once the agency requests a back order (i.e.

updates/status).

Under no circumstance is the Contractor permitted to make substitutions with non-contract items or unauthorized products.

M

NR

NA

6.11.8 Discontinued Item Remedy

Upon receipt of order acknowledgment identifying discontinued items, the ordering agencies shall have the following options:

• Amend purchase document to reflect State-approved substitute item (per Section 6.4.4, Product Substitutions/Discontinued Items); or

• Cancel the item from the order.

Under no circumstance is the Contractor permitted to make substitutions with non-contract items or unauthorized products without approval from the CA.

M NA

6.11 6.12 Delivery

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Number

6.12.1 Delivery Locations

Deliveries are to be made (statewide) to the location specified on the individual order, which may include but is not limited to, inside buildings, high-rise office buildings, and receiving docks.

Contractor is requested to make deliveries in Los Angeles County, Orange County, San Bernardino Metropolitan Area and San Diego Metropolitan Area during off-peak hours. Off-peak hours are 10:00AM to 4:00PM.

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6.12.2 Delivery Schedules

Delivery of ordered product shall be completed within thirty (30) calendar days after receipt of an order, unless otherwise agreed to by the ordering agency. Since receiving hours for each ordering agency will vary by facility, it will be the Contractor’s responsibility to check with each facility for their specific delivery hours before delivery occurs.

The Contractor must notify the ordering agency within 12 hours of scheduled delivery time if delivery cannot be made within the time frame specified on the order.

M NA

6.12.3 Installation

Bidder shall offer Installation per VAS described in Exhibit 11.22, Minimum Common Configuration Requirements/ Components Worksheet Exhibit 11.28 A-H, Cost Worksheet. Physical installation includes coordination of installation with State representative, power-up, installation of latest firmware, installation of software and updates and removal of trade-in equipment and dunnage. Testing and diagnostics must include execution of a suite of hardware and software. The basic configuration must be completed and accepted by a State representative. Installation shall include electronic documentation, including configuration instructions, at no additional price.

Installation may be purchased per Exhibit 11.28 A-H, Cost Worksheet.

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E

Exhibits

11.28 A-

H

6.12.4 Security Requirements for Institutions

Deliveries may be made to locations inside secure institutional grounds (such as the California State Prisons) that require prior clearances to be made for delivery drivers.

Security clearance procedures may vary from facility to facility.

The Contractor will be responsible for contacting the secure location for security clearance procedures, hours of operation for deliveries and service, dress code, and other rules of delivery.

Deliveries that are delayed due to drivers not being cleared to enter institutional grounds may cause your firm to be declared in default of contract requirements.

M NA

6.12.5 Free on Board (F.O.B.) Destination

All prices offered shall be F.O.B. destination, freight prepaid by the Contractor, to the ordering organization's receiving point.

Responsibility and liability for loss or damage for all orders shall remain with the Contractor until final inspection and acceptance, when all responsibility shall pass to the ordering organization, except the responsibility for latent defects, fraud, and the warranty

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Number obligations.

6.12.6 Packing Slip

A packing slip will be included with each shipment, which will include at least the following information in no particular order:

• Agency Order Number (Purchase Order Number)

• Ordering Agency Name

• Line item description

• Quantity ordered

• Quantity included in shipment

• Any back ordered or out of stock items and availability date of unfilled and partial shipment

• Number of parcels

• Destination

• All information contained on the packing label

M NA

6.12.7 Packing Label

A packing label will also be included with each order shipped and include the following items, visible on the outside of the box:

• Authorized Purchaser

• Address

• Department and floor

• Authorized Purchaser Contact Name

• Authorized Purchaser Telephone number

M NA

6.12.8 Recyclable Packaging

No Polyvinylchloride (PVC) plastic bags or films are permitted for packaging. Containers and packaging materials should be readily recyclable and the use of post-consumer recycled content materials should be maximized.

NM NA

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6.12.9 Toxics in Packaging

All packages, packaging components, and packaged retail-ready products offered during the life of the contract must be in full compliance with all requirements of the Toxics in Packaging Prevention Act (Health and Safety Code (HSC) Sections 25214.11-25214.26.) “Package” and “packaging components” are defined in HSC Section 25214.12. Provisions for exemption from this Act are contained in HSC Section 25214.14.

Upon request by the State, the awarded supplier shall provide a Certificate of Compliance which covers each type of package, packaging component, or packaged retail-ready product supplied, distributed, or sold under this specification. The certification shall be based either on direct written correspondence from the packaging product manufacturer or from any written advertisement issued by the product manufacturer including, but not limited to, the products label, the manufacturers catalog, or the manufacturers or vendors Internet Web site.

More information can be found at:

http://www.dtsc.ca.gov/ToxicsInPackaging/index.cfm

M NA

6.12.10 Pallets

Unless otherwise specified on the ordering agency’s purchase order document, standard commercially available pallet sizes should be used. All pallets shall be of sturdy construction and adequate condition to assure delivery of the goods without damage to the goods or safety hazards.

Exchange pallets may be available; however, the State assumes no responsibility for the availability to exchange pallets. Delivery drivers shall not remove more pallets from the location than delivering at time of delivery.

M NA

6.12.11 Hazardous Materials Documentation

For products that contain hazardous chemicals, as defined by California Code of Regulations, Title 8, Section 339, the Contractor must provide a Material Safety Data Sheet (MSDS), via facsimile or email, to the ordering agency upon written request.

http://www.dtsc.ca.gov/ToxicsInPackaging/index.cfm

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6.12 6.13 Take Back/Trade-In Program(s)

Section Requirement Description Type

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6.13.1 Take Back/Trade-In

Before any Take Back or Trade-In can occur, State agencies must obtain approval for discarding their IT equipment from the DGS Surplus Property and Reutilization Program. In accordance with the State Administrative Manual (SAM), Chapter 5900, Information Technology-Disposal of IT Equipment, each agency must explore the reutilization of surplus IT equipment prior to requesting approval for recycling or attempting to use the equipment as a credit toward the purchase of new equipment.

Bidders shall make available, a Take Back service for similar equipment, including other OEM equipment. This Take Back service is for non-working equipment. It is mandatory that the Bidder offers this Take Back service. However, it is not mandatory that the ordering agency use the service offered. The equipment returned as part of the Take Back service shall be environmentally responsibly managed. To the greatest extent feasible, the equipment is to be refurbished for resale or recycled.

Thirty (30) days after the Intent to Award, the Contractor shall provide the following information on the Take Back service to the CA:

• Name and address of equipment take back company(ies);

including transporter company, if different.

• General description of what steps take place during the take back process: from pick-up to the refurbishment or recycling of the equipment. Include name and location of involved facilities.

• Brochure or website address documenting the Equipment Manufacturer’s commitment to recycling or zero landfill disposal.

• Instruction on how to use the service (i.e., contact information).

The State reserves the right to remove and retain data storage media, including but not limited to any hard disk drive(s) in the equipment, prior to Take Back.

6.13.2 Trade-In Program

The bidder may offer a Trade-In Program that allows for “credit” towards the purchase of new equipment. It is not mandatory that the bidder offers this program, nor is it mandatory that the ordering agency use this program. Prior to any trade-in, the ordering agency must obtain approval from DGS’s Surplus Property and Reutilization Program.

Within 30 days after Contract Award, the Contractor shall provide

NM

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Section Requirement Description Type

Page

Number a description of the Trade-In program offered to the State.

• Name and address of equipment Trade-In company(ies);

including transporter company, if different.

• General description of what steps take place during the take back process: from pick-up to the refurbishment or recycling of the equipment. Include name and location of involved facilities.

• Instruction on how to use the service (i.e., contact information).

6.13.3 Distribution Plan

Bidders shall submit a Distribution Plan with their bid response. The Distribution Plan should be the bidder’s written plan for distribution of the products. The plan must clearly show distribution from the manufacturer(s) to the end user(s), including all points in between specific to this resulting contract only, and the role that you as the contractor of record will play in the distribution. This plan should clearly identify all parties, including any subcontractor, Disabled Veteran Business Enterprises (DVBE) and/or Small Business (SB) participants, involved in the execution of this contract and their responsibilities.

Contractor shall advise the CA by written notification of any changes in the distribution plan made during the term of the contract and any extensions.

6.13 6.14 Quality Assurance

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Number

6.14.1 Return Policy

Contractor will accept all products for return at no cost to the ordering agency within 30 calendar days of delivery, and refund the customer in full.

Note: Products returned should be in the packaging as delivered and include all documentation. Lost or damaged packaging materials and/or documentation shall be supplied by the Contractor. The Contractor shall not charge for these materials in excess of the Contractor’s cost or the Restocking Fee, per Section 6.14.3, Restocking Fee, whichever is lower. The Contractor shall provide the CA and/or ordering department(s) a copy of the Contractor’s material cost, if requested, within ten (10) days of request.

All returns shall be picked up within seven (7) working days of notification. Notification is defined as notice in writing, by facsimile

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Number or e-mail.

6.14.2 Credit Policy

The Contractor shall offer credit/refund for the following items:

• Items shipped in error

• Items that are returned within 30 calendar days of delivery

• Defective or freight-damaged items

In all cases, the ordering agency shall have the option of taking an exchange or receiving a credit, or receiving a refund.

The Contractor will be responsible for the credit or replacement of all products, including those covered by manufacturer warranties.

Contractor cannot require the ordering agency to deal directly with the manufacturer.

M NA

6.14.3 Restocking Fees

The Contractor will not impose a restocking fee on the ordering agency for the following situations:

• Items returned that were damaged upon receipt

• Incorrect items shipped

• Items that are returned within 30 calendar days of delivery

• Items that are returned, but exchanged for other items within 30 calendar days.

Re-stocking fees for all other reasons can be no greater than ten percent (10%) of the value of the items needing re-stocking.

The packaging and documentation provisions of Section 6.14.1, Return Policy, shall apply to re-stocked items.

The Contractor will not be required to accept returns more than 60 days after delivery. The State will be responsible for return transportation costs to the Contractor if so accepted after 60 days after delivery.

The Bidder shall quote their restocking fee below.

Re-stocking fee: _____________%

M NA

6.14.4 Product Recall Procedures

The Contractor shall provide recall notification, regardless of level, in writing to the CA and each applicable ordering agency through the most expedient method possible. The notices, at a minimum, shall include a complete product description and/or identification, contract number, delivery order number and disposition instructions.

The Contractor shall pick up, test, destroy, or return recalled products to the manufacturer at no expense to the ordering

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Number agency. The Contractor shall issue replacement of product or credit for any product removed or recalled.