Addendum_2_Response_to_Request_for_Changes.pdf

Department of General Services, Procurement Response to Request for Changes Tablets Dated 4/26/16

Event ID #: 0000000669 Response to Request for Changes

Question Section Request for Change State’s Response

1-1

Correcting Contract Revision Date for Exhibit 11.27, General Provisions (GSPD-401Non- IT Commodities)

We’d like to point out there appears to be two references to the incorrect revision date of 06/08/10 for Exhibit 11.27. We include each below for ease of correction:

5.4.12 Contract Terms, first paragraph (5-9)

6.15.3 Payment, last sentence (6-28)

This language has been modified in Addendum 2.

1-2

1.1 Purpose of this Invitation for

Bid (1-2)

The last paragraph on page 1-2 indicates awarded Bidders shall permit local governmental agencies to participate under these contracts. We request the State modify or provide clarification around this requirement, as certain requested OEMs, such as Apple Inc., do not permit resellers to offer their products to educational entities (i.e. districts and public institutions).

This language has been modified in Addendum 2, to exclude educational entities for the Apple OEM.

1-3

1.1 Purpose of this Invitation for

Bid (1-3)

Please modify the first paragraph of 1-3 and applicable requirement 6.6.3, as it common industry practice for Tablet solutions that the OEM to provide refurbished units when warranty services are requested and is in conflict of 6.6.42 PPM- Commercial Grade Tablets, paragraph two and four, last sentence “a serviced or new replacement device…”

This requirement will remain the same per GSPD-401IT, Section 32.

1-4

4.2.5 Ordering (page 4-4)

We suggest the State add online ordering method to this requirement, which would enhance the usefulness of the contract for your purchasers and is a functionality that is typically available with a system that meets the elements detailed in 6.10.2 Electronic Catalog/Contract Website Contents.

This requirement will remain the same.

1-5

6.4.5 Technical Literature

Content

We ask the State revise this requirement to clarify the technical literature content is required only for the evaluation models detailed in the OEM Evaluation Model tab of Exhibits 11_28. Requiring documentation for all of the proposed silo’s devices that meet the minimum specifications listed in Exhibit 11_22 is an undue burden on respondents as the devices are likely to change prior to establishing the Control Set detailed in Section 6.7.1 Pricing (page 6-12)

The State requires this information for evaluation.

1-6

6.6.3 Equipment Replacement

During Warranty

Please modify this requirement as it common industry practice for Tablet solutions that the OEM to provide refurbished units when warranty services are requested and is in conflict of 6.6.42 PPM- Commercial Grade Tablets, paragraph two and four, last sentence “a serviced or new replacement device…”

1-7

6.6.4.1 PPM – Business Class

Tablets (6-11)

Please modify this requirement in column 3, Type, to note it is mandatory only for OEMs where business class units are required (Dell, HP, Lenovo)

This language has been modified in Addendum 2.

1-8

6.6.4.1 PPM – Business Class

Tablets

Column 3, Type, notes that an exhibit is required. However, the requirement does not mention an exhibit. Please correct accordingly.

This language has been modified in Addendum 2 to remove “E”.

1-9

6.6.5 Accidental Damage Plan

Please modify this requirement in Column 3, Type, to note that Narrative is required. This is in accordance to the second paragraph of this same section and 8.2.1.4 Section 4 – Maintenance Plan (8-5).

This language has been modified in Addendum 2 to include “NR”.

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6.8.3 Energy Start Certification

Type, to note NMS. As the first sentence of the same requirement notes, the requirement is a preference of the States and you will award points for meeting the requirement.

Addendum 2 to include “NMS”.

1-11

6.9.1 Accessibility

Compliance/VPAT (6-15)

Type, to remove the Narrative Requirement, as documentation is required prior to contract award and not at time of response submission.

1-12

6.9.1 Accessibility

Compliance/VPAT (6-15)

We request a modification of second paragraph, first sentence to note the Bidder shall include VPAT document with delivery at the State’s request. Each silo has numerous devices that meet the minimum requirements in Exhibit 11_22 (and will thus be included on the contract); providing documentation for each is an undue burden to the bidder.

The VPAT can be submitted with the bid or before award.

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6.10.2 Electronic

Catalog/Contract Website Contents

We suggest the State add online ordering to the elements for this requirement, which would enhance the usefulness of the contract for your purchasers and is a functionality that is typically available with a system that provide the elements listed for this requirement

This requirement will remain the same.

1-14

6.11.2 Purchase Execution

Please revise this to also include eligible educational entities (i.e. districts and public institutions).

This requirement will remain the same per PCC Section 10298 (a) (b).

1-15

6.11.5 Ordering Methods

We suggest the State add online ordering method to this requirement, which would enhance the usefulness of the contract for your purchasers and is a functionality that is typically available with a system that meets the elements detailed in 6.10.2 Electronic Catalog/Contract Website Contents.

1-16

6.11.6 Order Acknowledgement

We suggest the State change this requirement to include the bidder must provide an online tool/resource for purchasers to check order status, if a customer prefers not be contacted with the information. It is not uncommon for customers to prefer to verify this information themselves, as desired. Bidders should also include the URL and/or screenshot to this tool within 15 calendar day from award.

This requirement will remain the same.

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6.12.3 Installation Please note, Exhibit 11.22 does not include VAS, as so indicated in the first sentence of this requirement. Installation is neither listed in Exhibit 11.28 A-H, Cost Worksheet, as so indicated in the last sentence of this requirement.

Addendum 2.

1-18

6.13.2 Trade-In Program Please modify this requirement in Column 3, Type, to remove the Narrative Requirement, as documentation is required prior to contract award and not at time of response submission.

1-19

6.17.5 Escalation Process

If the State intends bidders to provide the information detailed in the first paragraph of this requirement, please modify this requirement in Column 3, Type, to include NR.

Addendum 2 to include “NR”.

1-20

7.2.1.1.2 Cost Worksheet Tab Please note, the State has not provided bidders the Exhibit 11.30 Common Configurations, mentioned in the second sentence of this section. If this Exhibit is the same as the Control Set detailed in Section

6.7.1 Pricing (page 6-12), please revise the

RFP to clarify and provide the Exhibit 11.30.

This language was modified in Addendum 1.

1-21

7.2.2 Quantities

We suggest revising this requirement to add to the end of the last sentence, “…, except as is detailed in Section 6.11.4 Minimum Order.”

This requirement will remain the same.

The quantities specified in 7.2.2 Quantities are for technical evaluation purposes only and the minimum order is for purchase of quantities.

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7.2.3 Required Information Please modify this requirement to indicate where bidders should mark “No Bid” for the silos which a Bidder does not wish to submit a bid.

The language has been modified in

7.2.3 Required Information.

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7.2.3 Required Information We suggest revising this requirement to add to the end of the third sentence, “…for silos which Bidders wish to submit a bid.” to avoid confusion around requirements for “No Bid” silos

The language has been modified in

7.2.3 Required Information.

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7.2.5 Pricing/Discount Format

We suggest modifying the second sentence to allow for percentages with no more than two decimal places. This slight modification will likely provide for greater discounts to the State and does not add any additional complication to your price evaluation as it’s detailed in 9.2.11 Cost Score Evaluation.

1-25

7.3.2 Cost Worksheet

Instructions

The State has not provided bidders the Exhibit

11.30 Common Configurations, mentioned in

the first sentence of this section. If the State is intending to reference Exhibit 11_22 Tablets Minimum Requirement, please revise this sentence. If there is a separate Exhibit 11.30, please provide.

7.3.2 Cost Worksheet Instructions.

1-26

7.3.3 Exhibit 11.28 Cost

Worksheet Data

Paragraph 2 of this requirement notes Bidders shall input the following for each Silo (in yellow cells provided). However, the Unit of Measure (UOM), Contract Price, and Evaluated Extended Price cells in Exhibits 11_28 OEM Evaluation and Cost Worksheet are locked from editing.

Please revise this requirement or unlock the applicable cells of 11_28.

The UOM, Contract Price, and Evaluated Extended fields are not in yellow cells as these fields are not require to be completed.

Exhibit 11.28 A Apple Evaluation Model and Cost Worksheet and Exhibit 11.28 H Open Evaluation Model and Cost Worksheet have been revised.

1-27

8.2.1.2 Section 2 –

Administrative Response

Exhibit 11.18 is listed incorrectly in the second column of the table in this section, as the Postconsumer Recycled Content (PCRC) Certification Workbook is Exhibit 11.17. Please correct to OEM Price List Questionnaire.

8.2.1.2 Section 2 – Administrative

Response

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5.4.19 Post-Consumer

Recycled Content Certification

(M) (E)

As Contractors are not required to provide Exhibit 11.17 Postconsumer Recycled Content (PCRC) Certification Workbook until 30 days after intent to award, per 5.4.19 and 6.18.3, please remove the requirement for Bidders response to contain this form.

Bidders may submit Exhibit 11.17 Postconsumer Recycled Content (PCRC) Certification Workbook with the bid or within 30 calendar days from Notice of Intent to award.

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8.2.4 Volume IV – Literature

(8-6)

We ask the State revise this requirement to clarify the technical literature content is required only for the evaluation models detailed in the OEM Evaluation Model tab of Exhibits 11_28. Requiring documentation for all of the proposed silo’s devices that meet the minimum specifications listed in Exhibit 11_22 is an undue burden on respondents as the devices are likely to change prior to establishing the Control Set detailed in Section

6.7.1 Pricing (page 6- 12).

This requirement will remain the same.

1-30

8.3 Draft Proposal Format

and Content (8-6)

Please revise or remove this requirement. As detailed in the first sentence 2.3.2.1 Draft Bid (page 2-5), submission of the Draft Bid is strongly recommended. Revising this language to eliminate “is required” will eliminate confusion to what is required. If the State is intending for Bidders to include any related content in their Final Bids, the State should provide additional detail in the requirement to clarify.

The language has been modified in Addendum 2 to specify “A “limited” draft bid is recommend for this IFB as stated in Section 2.3.2.1, Draft Bid.”

Section 2.3.2.1, Draft Bid remains the same.

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Exhibit 11.28 C HP Evaluation Model and Cost Worksheet

Request to transition the “Small Size Tablet” to HP Model Pro 608 SKU #N3G33AA

1. Upon review of the Tablet products listed in above Event ID – Hewlett Packard noted that the Small Size Tablet listed (Model Pro 408 SKU # L4A34UT) is now End of Life

2. Please note that the product “Evaluation Model” requirements listed on Exhibit 11.28_C_HP have changed and therefore, HP has provided a detailed Model transition matrix to provide the new requirements

This requirement will remain the same as defined in Addendum 1. The State’s interest is in the Wi-Fi model, not cellular model.

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Exhibit 11.28 C HP Evaluation Model and Cost Worksheet

Request to transition the “Large Size Tablet” to HP Model Pro x2 1012 G1 SKU # T8Z04UT

1. Upon review of the Tablet products listed in above Event ID – Hewlett Packard noted that the Small Size Tablet listed (Model Pro x2 612 G1 SKU # K4K76UT) is now End of Life

2. Please note that the product “Evaluation Model” requirements listed on Exhibit 11.28_C_HP have changed and therefore, HP has provided a detailed Model transition matrix to provide the new requirements

This language was modified in Addendum 1.