Addendum_4_Event_ID_0000000669_Section_1_-_Introduction_Reqs.pdf

Department of General Services Tablets Procurement Division Addendum 4 Event ID: 0000000669

SECTION 1

Introduction and Overview of Requirements

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INTRODUCTION AND OVERVIEW OF REQUIREMENTS

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1. Introduction and Overview of Requirements

1.1 Purpose of this Invitation for Bid

This scored Invitation for Bid (hereafter called the IFB) solicits bids from firms qualified to provide Tablet IT equipment (Tablets) to the State of California (State) and participating local governmental agencies, excludes educational entities (i.e. districts and public institutions) for the Apple OEM, at contracted pricing in accordance with the requirements of this IFB.

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 Tablets to the State.

The scope of this IFB includes “Silos” of Tablets as defined in Section 6.4.1, Proposed Products, including hardware, accessories, operating systems, warranties, and technical services. The purchase of accessories, operating systems, warranties, and technical services will be ancillary to the purchase of the Tablets themselves; such ancillary purchases shall be available throughout the life of the contract. The State reserves the right to eliminate any specific line item(s) from the final award.

Award of contract will be made by individual silo per Section 6.4.1, Proposed Products. Bidders are not required to bid on all silos.

The tab information in Exhibits 11.28 A-H, Evaluation Model and Cost Worksheet will be used for technical and cost evaluation. The tablet configurations shown in the first tab (Evaluation Model) provide detailed information of the tablets that will be entered into the second tab (Cost Worksheet). The quantities and products listed in the second tab (Cost Worksheet) will be used for cost evaluation. These configurations will be used for evaluation purposes only. Actual purchases may vary from these configurations. The State does not guarantee that listed quantities will be purchased. Any award resulting from this solicitation will have no guaranteed dollar value.

The term of the contract(s) resulting from this IFB will be two (2) years. The contracts will also contain options to extend the contracts for three (3) additional one (1) year periods or portion thereof. Price adjustments shall be by mutual agreement between the selected Bidder and the State in accordance with Section 6.7.3, Price Adjustments. If a mutual agreement cannot be reached, the contract may be terminated at the end of the current contract term and/or contract extension. All terms and conditions will remain the same for the entire contract period including any extension periods. Exhibit 11.22, Minimum Common Configuration Requirements/ Components Worksheet, provides a table of minimum standards that shall be met or exceeded by the contract tablets throughout the life of the contract.

The use of the resulting contract(s) is mandatory for all State departments.

The awarded Bidder(s) shall permit local governmental agencies to participate under these contracts, excluding educational entities (i.e. districts and public institutions) for the Apple OEM.

For the purpose of this solicitation, local government agencies are defined as “any city, county, city and county, district or other governmental body or corporation empowered to expend public funds for the acquisition of products”, reference PCC Section 10298 (a) (b). Local governmental agencies shall have the same rights and privileges as the State under the terms of these contracts. Any local governmental agencies desiring to participate shall be required to

1 - 3 05/11/2016 submit to the same responsibilities as do State departments and will have no authority to amend, modify or change any condition of these contracts.

All equipment offered must be new and in current production. USED, SHOPWORN, REFURBISHED, DEMONSTRATOR, PROTOTYPE OR DISCONTINUED MODELS ARE NOT

ACCEPTABLE.

Any contract executed as a result of this IFB must be able to be amended by mutual consent of the State and the Contractor(s).

1.2 Scope of the IFB and Bidder Admonishment

This IFB is being conducted under the policies developed by the Department of General Services, Procurement Division (DGS-PD) as provided under PCC Section 12102, et seq. This IFB contains the instructions governing the requirements for a bid to be submitted by interested Bidders. The format in which bid information is to be submitted, and the material to be included therein, follows. This IFB also addresses the requirements that Bidders must meet to be eligible for consideration, as well as addressing Bidders' responsibilities.

IF A BIDDER EXPECTS TO BE AFFORDED THE BENEFITS OF THE STEPS INCLUDED IN

THIS IFB, THE BIDDER MUST TAKE THE RESPONSIBILITY TO:

• CAREFULLY READ THE ENTIRE IFB;

• ASK APPROPRIATE QUESTIONS IN A TIMELY MANNER IF CLARIFICATION IS

NECESSARY;

• SUBMIT ALL REQUIRED RESPONSES, COMPLETE TO THE BEST OF THE

BIDDER’S ABILITY, BY THE REQUIRED DATES AND TIMES;

• MAKE SURE THAT ALL PROCEDURES AND REQUIREMENTS OF THE IFB ARE

ACCURATELY FOLLOWED AND APPROPRIATELY ADDRESSED; AND

• CAREFULLY REREAD THE ENTIRE IFB BEFORE SUBMITTING THE BID.

1.3 Availability

The exact models proposed to meet the requirements of this IFB may be superseded; however, products meeting the mandatory requirements of Exhibit 11.22, Minimum Common Configuration Requirements/ Components Worksheet, for awarded silos must be available throughout the duration of the contract term, except as provided in Section 6.4.4, Product Substitutions/Discontinued Items.

1.4 Procurement Official

The Procurement Official contact information for this IFB is listed below:

Tina Larios Procurement Division Department of General Services 707 Third Street, 2nd Floor West Sacramento, CA 95605 Telephone: (916) 443-9776 Facsimile: (916) 375-4613

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E-mail: tina.larios@dgs.ca.gov

All inquiries, questions, bid submittals, and copies of protests must be directed to only this person, unless otherwise identified in this IFB or changed by addendum to this IFB. The Procurement Official will also act as the Department Contact for visits or other information.

Oral communications directly with procurement officers and employees concerning this IFB are discouraged and shall not be binding to the State. Bidders should only rely on written statements issued by the Procurement Official.

1.5 Key Action Dates

Listed below are the important dates and times by which actions must be taken or completed. If the State finds it necessary to change any of these dates, it will be accomplished by an addendum to this IFB. All dates after the Final Bid submission deadlines are approximate and may be adjusted as conditions indicate without addendum to the IFB.

Unless otherwise indicated, Bidder submissions shall be due by the close of business on the date indicated in this section. Close of business shall be 5:00 p.m. (PT).

No. Event/Action Action Date

1. IFB Release 3/23/2016

2. Last day to submit Letter of Intent to Bid (Exhibit 11.1) and Confidentiality Statement (Exhibit 11.2) 4/06/2016

3. Last day to submit final questions for clarification of IFB prior to submittal of Draft Bid 4/08/2016

4. Submission of Draft Bid 4/15/2016

5.

Last day to request a change of IFB requirements

See Section 2.2.4, Questions Regarding the IFB, for more information.

4/20/2016

6.

Last day to submit a protest to the IFB requirements (5 working days)

See Section 2.2.7, Supplier’s Intention to Submit a Bid, for more information.

5/10/2016 5/18/2016

7. Submission of Final Bid 5/20/2016

8. Cost Opening TBD

9. Notice of Intent to Award 6/20/2016

10. Last day to submit Notice of Intent to Protest Award 6/22/2016

11. Contract Award TBD

12. Contract Kick-Off Meeting TBD mailto:tina.larios@dgs.ca.gov

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No. Event/Action Action Date

13. Final Implementation Plan Due TBD

14. Preliminary Catalog and PCRC Workbook Due TBD

15. Acceptance of Electronic Catalog and Online Catalog/Website TBD Note: Dates are subject to change

1.6 Intention To Bid

Bidders that want to participate in the IFB steps should submit a notification of intention to bid (Exhibit 11.1, Letter of Intent to Bid) along with a Confidentiality Statement (Exhibit 11.2, Confidentiality Statement), by the date specified in Section 1.5, Key Action Dates, in accordance with Section 2.2.7, Supplier’s Intention to Submit a Bid.

The State is responsible for corresponding with one (1) contact person per Bidder. It shall be the Bidder’s responsibility to immediately inform the Procurement Official identified in Section 1.4, Procurement Official, in writing, regarding any revision to the information.

The State shall not be responsible for bid correspondence not received by the Bidder if the Bidder fails to notify the State, in writing, about any change pertaining to the designated contact person.

All addenda, Question and Answer Sets, and Requests for Change will be published on the eProcurement California State Contracts Register.

1.7 Americans with Disabilities Act (ADA)

To meet and carry out compliance with the nondiscrimination requirements of Title II, Americans with Disabilities Act (ADA), it is the policy of the State to make every effort to ensure that its programs, activities, employment opportunities, and services are available to all persons, including persons with disabilities.

For persons with a disability needing reasonable accommodation to participate in the Procurement process, or for persons having questions regarding reasonable accommodation for the Procurement process, please contact the Procurement Division at (916) 375-4400 (main office). Procurement Division's TTY/TDD (telephone device for the deaf) and California Relay Service numbers are listed below. You may also directly contact the Procurement Official for this procurement.

IMPORTANT: To ensure that we can meet your accommodation, it is best that we receive your request at least ten (10) working days before the scheduled event (e.g., Bidder conference) or deadline due-date for procurement documents.

The Procurement Division TTY telephone number is:

Sacramento Office: (916) 376-1891

The California Relay Service Telephone Numbers are:

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Voice: 1-800-735-2922 or 1-888-877-5379

TTY: 1-800-735-2929 or 1-888-877-5378

Speech to Speech: 1-800-854-7784

1.8 Environmentally Preferable Purchasing (EPP) Policy

The State of California, DGS-PD is responsible for the implementation of Environmentally Preferable Purchasing (EPP) as mandated by the California PCC, Chapter 6, Sections 12400- 12404. By signing the completed Exhibit 11.24, Standard Agreement (STD 213), the Bidder is certifying that the products or services offered under this solicitation comply with the Federal Trade Commission’s Guidelines for the Use of Environmental Marketing Terms (PCC Section 12404).

1.9 Question Period after Addenda or Q & A Set

After publication of an addendum or question and answer set, Bidders are allowed a five (5) day period for questions. Bidder questions shall be restricted to clarification of material addressed by most recent addendum or question and answer set only.