Contract User Guide - 5.27.25.docx

Contract User Guide

STATE OF WISCONSIN

DEPARTMENT OF ADMINISTRATION

Division of Enterprise Operations State Bureau of Procurement

NASPO Computer Equipment, Peripherals and Related Services Contract # 505ENT-O24-NASPOCOMPUT-00

Contract Overview

Contract Term Initial Contract Term: February 1, 2024- June 30, 2025 Renewal Term: Coterminous with the Master Agreement. The Leads State (MN) may exercise renewals up to 36 months. If all renewals are exercised, the contract term ends June 30, 2028.

1. Scope These optional use contracts are Participating Addendums (PA) from the NASPO ValuePoint computer equipment, peripherals and related services Master Agreement (MA). They offer a wide variety of desktops, laptops, tablets, servers, storage and ruggedized devices including related peripherals and services.

Contractors were awarded different categories (called Bands) of computer hardware, so each contract does not include all products described in this scope (although each Band includes related peripherals and services). This User Guide provides the meaning of each Band in section 6, and which Band(s) each Contractor was awarded in section 7.

2. Contract Exclusions The scope does not include:

a. Software

1. Software is restricted to operating systems and commercial off-the-shelf (COTS) software and is subject to equipment configuration limits (section 6 of this document provides configuration limits).

2. Stand-alone Software purchase, including applications (“Apps”), is not allowed.

3. Any software purchased must be related to the procurement of equipment.

4. Software must be pre-loaded or provided as an electronic link with the initial purchase of equipment, except as set forth in section 2.a.5, below.

5. Software such as middleware which is not always installed on the equipment but is related to storage and server equipment (Band 3) purchased, is allowed and may be procured after the initial purchase of equipment.

b. General Services

1. Services must be related to the procurement of equipment. Additional professional services, including general consulting, regardless of length of engagement, are not allowed.

2. Wireless phone and internet service is not allowed.

3. Managed Print Services are not allowed.

c. Cloud Services

1. Cloud Services are restricted to Services that function as operating systems and software needed to support or configure hardware purchased under the scope of the contract and is subject to equipment configuration limits.

2. Any Cloud Service purchased must be related to the procurement of equipment.

d. Third Party Products

1. Third Party Products can be offered only in the Bands they have been awarded. All Third-Party Products must meet the definition(s) of the Band(s) in which they are being offered.

e. Additional Product/Services

1. Hardware and software required to solely support wide area network (WAN) operation and management are not allowed.

2. Cellular Phone Equipment is not allowed.

3. EPEAT Bronze requirement may be waived by the Purchasing Entity. EPEAT Bronze requirement does not currently apply to storage.

4. Rental and lease equipment is not allowed.

Contractor specific exclusions are indicated in the Restrictions section of the Master Agreement and the PA, Exhibit A.

3. Eligible Users Each Participating Addendum (PA) contract is available for use by Wisconsin state agencies, UW campuses, and other entities authorized to use state contracts such as Wisconsin municipalities as cited in Wisconsin statutes s. 16.73. The contract is optional for all users.

4. Business Case Exceptions State Agencies are required to purchase an item or service from any existing mandatory contract unless a business case exception from the mandatory contract is obtained prior to placing an order. Below are some examples of mandatory contracts that provide products and services that are similar to the offerings of this optional contract.

Computer Equipment and Related Services Contract No. 505ENT-M22-WICOMPUTER-00: State Agencies are required to purchase computers (desktops, laptops, netbooks, notebooks, tablets, etc.) from the mandatory computer equipment contract, but they are not required to purchase peripherals on the mandatory contract. Therefore, a business case exception is from the mandatory computer equipment contract is only required for computer purchases.

Copiers, Printers and Related Devices Contract No. 505ENT-M20-MFDCOPIER-00: State Agencies are required to purchase printers and multifunction printers from the mandatory printer contract. Therefore, a business case exception from the mandatory printer contract is required prior to any printer purchase from this contract.

Audio Video Conference Room Equipment and Related Services Contract No. 505ENT-M23-AUDIOVIDEO-00: State Agencies are required to purchase Audio and Video equipment from the mandatory contract if the Contractor is installing the equipment. Therefore, a business case exception from the mandatory contract is not needed to purchase equipment elsewhere when Contractor installation isn’t required.

5. How to Purchase from this Contract Step 1: Determine which Band(s) applies for the desired purchase (section 6 of this document).

*For State Agencies, determine if a business case exception from a mandatory contract is needed (section 4 of this document).

Step 2: Determine which Contractors were awarded the pertinent Band(s) (section 7 of this document).

Step 3: Review the desired products and pricing independently (Pricing Sources section in the Contractor’s Information Sheet) or collect quotes from the Contractor(s) or Authorized Dealer(s). Contact information is provided in Contractor’s Information Sheet, and section 9 of this document touches on negotiating pricing.

Step 4: Place an Order with the desired Contractor(s) or their Authorized Reseller(s). Options may be available to purchase from their NASPO ValuePoint Store (which are provided in the Contractor’s Information Sheet, Pricing Sources section) or orders may be placed via PO or P-Card depending on your organization’s business process. Section 11 of this document provides useful information to include on the PO.

*For State Agencies using STAR, STAR Supplier ID’s have been provided in the Contractor’s Information Sheet.

6. Products and Services Offered for Each Band The nature of products offered on each contract are determined by the Band that the Contractor was awarded each Band has a configuration dollar limit. Section 7 of this document indicates which Bands each contractor was awarded.

A configuration is the combination of hardware and software components that make up the total functioning system. The dollar limits identified below are based on a single computer configuration. This is not a restriction on the purchase of multiple configurations (e.g., an entity could purchase 10 laptops at $15,000 for a total purchase price of $150,000).

Band 1

Personal Computing Devices- Windows Operating Systems: Desktops, Laptops, and Tablets Desktop, laptop, and tablet are defined in section 13 of this document.

Only products utilizing Windows operating systems for these devices are allowed. Zero clients, thin clients, all-in-ones, workstations, notebooks, and mobile thin clients are included in Band 1. Ruggedized equipment may also be included.

$15,000

Band 2

Personal Computing Devices- Non-Windows Operating Systems: Desktops, Laptops, and Tablets

Desktop, laptop, and tablet are defined in section 13 of this document.

Only products utilizing operating systems that are not Windows operating systems for these devices are allowed. Zero clients, thin clients, all-in-ones, workstations, notebooks, and mobile thin clients are included in Band 2. Ruggedized equipment may also be included.

$15,000

Band 3

Servers and Storage A server is a physical or virtual computer dedicated to run one or more services or applications (as a host) to serve the needs of the users of other computers on a network.

This band also includes server appliances. Server appliances have their hardware and software preconfigured by the manufacturer. It also includes embedded networking components such as those found in blade chassis systems. Storage is hardware or a virtual appliance with the ability to store large amounts of data. This band includes SAN switching necessary for the proper functioning of the storage environment. All operating systems for these devices are allowed. Ruggedized equipment may also be included.

$1,000,000

Bands 1,2,3

Peripherals Peripherals is defined in section 13 of this document.

Examples of peripherals/accessories/options include but are not limited to: printers, monitors, multifunction printers, audiovisual equipment, instructional equipment, cabling, modems, networking to support server, storage and client applications such as hard-wired routers and switches. Peripherals may be purchased by themselves. Software is an option which must be related to the purchase of equipment and subject to configuration limits. Section 2 of this document provides software exclusions.

$10,000

7. Awarded Bands For Each Contractor Contractors were awarded up to three (3) hardware product Bands, and each Band includes related peripherals and services. An “X” means the PA includes the Band(s). A copy of each PA is provided in the “Documents” section of the Contractor’s Information Sheet, which include terms and conditions specific to that Contractor.

Awarded Bands

X

X

X

X

X

X

8. Authorized Resellers For Each Contractor An “X” means the Contractor has designated the Authorized Reseller to sell their products under their PA. Contact information for each Authorized Reseller is provided in the Contractor(s) Information Sheet.

Contractor

AE Business Solutions

N/A

Ahead, Inc.

X

American Digital Corporation

X

Baycom, Inc.

X

Bluum

X

Camcor, Inc.

X

Camera Corner, Inc. (ACP CreativIT LLC)

X

Capital Data

X

X

X

X

Comport Consulting Corp

X

ConvergeOne, Inc

X

Core Business Technology Solutions Inc

X

Heartland Business Systems

X

Howard Industries

X

Insight Public Sector, Inc.

ITsavvy LLC

X

Marco Technologies, LLC

X

Microsoft Retail

X

MNJ Technologies

X

Paragon Development Systems

X

X

Presidio Network Solutions

X

X

X

SHI International Corp. (MBE)

Softchoice Corporation

X

Southern Computer Warehouse

X

Staples Contract and Commercial, Inc.

X

The REDESIGN Group

X

TKK Electronics

X

X

X

9. Pricing and Discounts Each Purchasing Entity is allowed to negotiate for better pricing (i.e.: bulk purchase, better pricing elsewhere). Attachment A in all PAs (except Apple) provides information about quotes in section 4, and information about negotiating pricing in section 5.

10. Software License Agreements The terms of any possible software license agreement and/or EULA available under this Participating Addendum were not reviewed. Such terms shall be negotiated between the Purchasing Entity and Contractor. Unless otherwise negotiated between parties, software is provided subject to the terms and conditions of the license applicable to such software.

11. Purchase Order (PO) and Invoicing In general, the following information is typically needed for an order:

· Include the State contract number;

· Provide the Contractor Master Agreement number;

· Provide the tax exempt information at the time of PO to avoid sales tax being added to the invoice;

· Ordering contact Name, Address, Phone Number;

· Itemized list of ordered items with description; and

· Ship-to name and address

Here are some hints specific to the PO and Invoicing:

· Check the PA for any requirements or restrictions.

· The Purchasing Entity should read the PA to understand any written notice or confirmation that may be required.

· Use a Good Faith Dispute if the properly submitted invoice has errors.

12. Delivery Unless otherwise indicated in the Master Agreement or PA, the prices are the delivered price to any Purchasing Entity, FOB Destination with all transportation and handling charges paid by the Contractor. Additional delivery charges will not be allowed for back orders.

Unless otherwise indicated in the Master Agreement or PA, Purchasing Entities may request a rush order. Any additional shipping incurred costs above and beyond the already included shipping costs as a result of a rush request shall be quoted and accepted by the Purchasing Entity prior to shipment.

13. Definitions Referenced in Section 6 of this Document Band: means a category of products. There are three product bands which may be awarded through this RFP. Each product band includes related peripherals and services.

Desktop: means a personal computer intended for regular use at a single location. A desktop computer typically comes in several units connected together during installation: (1) the processor, 2) display monitor, and 3) input devices usually a keyboard and a mouse. Desktops, including desktop virtualization endpoints such as zero and thin clients, are included in Bands 1 and 2 of this PA.

Laptop: means a personal computer for mobile use. A laptop includes a display, keyboard, point device such as a touchpad, and speakers in a single unit. A laptop can be used away from an outlet using a rechargeable battery. Laptops include notebooks, ultrabooks, netbooks, Zero and thin client devices, and computers with mobile operating systems. Laptops are included in Bands 1 and 2 of this PA.

Peripherals: means any hardware product that can be attached to, added within, or networked with personal computers, servers, or storage. Peripherals extend the functionality of a computer without modifying the core components of the system.

Tablet: means a mobile computer that provides a touchscreen that acts as the primary means of control. Tablets, including notebooks, ultrabooks, and netbooks with touchscreen capabilities, are included in Bands 1 and 2 of this PA.

14. Problem Resolution Purchasing Entities should first attempt to resolve complaints, issues or disputes informally with the Contractor. If the issue or dispute cannot be resolved, the issue may be elevated to the State Contract Manager.

Hallee Kox Department of Administration 101 E Wilson St, 6th Fl Madison, WI 53703

(608) 266-7554 Hallee.Kox@wisconsin.gov

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