Attachment 1 - Statement of Work.docx

I. SCOPE OF WORK:

The Commonwealth of Pennsylvania, Sexual Offenders Assessment Board (SOAB), requires delivery and installation of 28 multifunction devices (MFD) for their home-based investigative team. SOAB is also requiring maintenance and supply services for in-home service and repairs, as needed, and automatic ink replenishment.

This is a one-year contract with the option of four one-year renewals for the maintenance and supply services. There is only a one-time need for MFDs, however, SOAB reserves the right to request additional MFDs throughout the life of the contract at the original quoted price.

II. ISSUIING OFFICER

Questions regarding the bid should be directed towards Amanda Wasko at ra-cenpurchsap@pa.gov.

III. CONTRACT REQUIREMENTS

This is a no substitute bid for 28 Hewlett Packard 4301FDW devices.

Printers must meet the following specifications:

· Print/scan/fax capability

· Wi-Fi capability

· Ability to print and scan a large number of pages

· At least 1,000/month

· Ability to connect and save scans directly to an easy-to-use app which can securely connect to Microsoft OneDrive for sharing

· Size (footprint & weight)

· Small enough to manage in a home office, but large enough to meet printing/scanning needs

· 50 lbs. or less preferably

· If black & white ink, laser print is preferred

· 100+ page paper feeder

Devices must be delivered to the home headquarters of SOAB staff. Delivery cities are included in Attachment 3 – Delivery Locations, however, complete addresses will be provided to the awarded vendor at purchase order execution. All materials must be quoted FOB Destination. No additional delivery or shipping charges may be added.

Bidders must provide maintenance services for in-home service and repairs, as needed, and automatic ink replenishment throughout the life of the contract. Please upload information regarding both services with the bid.

Bidders must be the manufacturer of the equipment or an authorized representative. Bidders must be authorized by Hewlett Packard to provide repair services. Bidders are required to submit an authorization letter from Hewlett Packard verifying they are an authorized reseller or distributor.

Warranty requirements are outlined in Attachment 2 – Terms and Conditions.

IV. CONTRACTOR REQUIREMENTS

Bidders are to complete and upload the following documents to their bid response:

· Worker Protection and Investment Certification Form (BOP-2201).

· Completed GSPUR89 Reciprocal Limitations Act, the State of Manufacture & Bidder’s Residency Form portion

· Manufacturers Authorization Letter

V. CONTRACT TERM

The term of the Contract shall commence on the Effective Date (as defined below) and shall end on the Expiration Date identified on the Contract, subject to other provisions of the Contract.

The Effective Date shall be: a) the Effective Date printed on the Contract after the Contract has been fully executed by the Contractor and the Commonwealth (signed and approved as required by Commonwealth contracting procedures) or b) the “Valid from” date printed on the contract, whichever is later.

VI. BID AWARD

It shall be understood and agreed that any quantities listed in the solicitation are estimated only and may be increased or decreased in accordance with the actual requirements of the Department of Corrections.

Unless otherwise indicated, the unit price must include all labor, materials, equipment, tools, insurance, delivery fees and all items necessary for the completion of the project. In cases of discrepancies in prices, the unit price will be binding unless the unit price is obviously in error and the extended price is obviously correct, in which case the erroneous unit price will be corrected. All items will be delivered F.O.B Destination. The awarded supplier is responsible for any shipping or delivery costs.

VII. BID RESULTS

Bids will be opened on the date and time specified in the invitation for bid. Bid tabulations will be posted on the Department of General Services’ eMarketplace website http://www.emarketplace.state.pa.us/). Tabulations are for information only and do NOT constitute actual award/execution of a contract. The results of the apparent bidders and all bids are under review until final award of the purchase order.

VIII. INVOICING

Contractors must follow the following invoicing requirements:

· Accurately bill the Commonwealth for actual services rendered on all invoices.

· Submit invoice to appropriate resource account within 10 business days of completed service

· Comply with Commonwealth / Department of Correction’s practices for supplier payments.

The awarded supplier should submit all invoices, as outlined by the Pennsylvania Office of the Budget, as a PDF file to 69180@pa.gov. The following link will provide more information regarding the Office of the Budget’s invoicing requirements and resources:

https://www.budget.pa.gov/Services/ForVendors/Pages/default.aspx