Finance Adobe Licenses RFQ 2026.docx

REQUEST FOR QUOTATION

AFRQ MIS2700000001

Adobe Acrobat Pro, or equal

SPECIFICATIONS

1. PURPOSE AND SCOPE: The Office of Shared Administration Purchasing is soliciting bids on behalf of West Virginia Department of Health, Health Facilities, and Human Services, Office of Shared Administration and Finance Department for 101 Adobe Acrobat Pro or equal one (1) year subscriptions.

This purchase is being funded in whole or in part with Federal Funds and is subject to the requirements established in 2 CFR 200. Pursuant to 2 CFR 200.317 the provisions of 2 CFR 200.322 and 200.326 are expressly included in this solicitation below and incorporated into any contract resulting from this solicitation by reference.

The Agency has developed an EEOP Utilization Report, and it is available at: http//www.wvdhhr.org/pdfs/h1.5%20utilization%20report%20and%20eeo%20policy.pdf .

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Licenses” means Agency’s licenses to utilize ADOBE, or equal software; as more fully described by these specifications.

2.2 “Pricing Page” means the pages, contained in wvOASIS or attached as Exhibit A, upon which Vendor should list its proposed price for the Contract Items.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the Purchasing Division..

3. GENERAL REQUIREMENTS:

3.1 Mandatory Contract Item Requirements: Contract Item must meet or exceed the mandatory requirements listed below.

3.1.1 One hundred and one (101) Adobe Acrobat Pro, or equal, 1 year subscriptions.

3.1.2 Subscriptions must be covered by maintenance and support.

3.1.3 Product shall have form creation, annotation and editing tools, and PDF sharing options.

3.1.4 Product must have full redaction tool capabilities, which sanitizes and removes all data, both hidden and visible.

3.1.5 Product must include an optical character recognition (OCR) engine that converts paper scans into searchable text while automatically generating and matching custom fonts to mirror the physical document.

3.1.6 Product must feature a document comparison engine capable of analyzing two versions of a PDF side-by-side to generate a detailed report flagging all text and visual changes.

3.1.7 Product must include a central administrative management console (such as the Adobe Admin Console, or equal) allowing an administrator to provision, reassign, and track seat deployment instantly. The Agency's VIP number is VIP EECA5E9A3FD38F3D8E2A and licenses expire on August 10, 2026.

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide Agencies with a purchase price for the Contract Items. The Contract shall be awarded to the Vendor that provides the Contract Items meeting the required specifications for the lowest overall total cost as shown on the Pricing Pages.

4.2 Pricing Page: Vendor should complete the Pricing Page by providing the cost per license, which will provide a grand total. If vendor is bidding an or equal product, vendor must list part number and description in the wvOASIS comment section for each commodity line. Vendor must provide the full year cost for each subscription listed. Vendor should complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified.

Vendor should type or electronically enter the information into the Pricing Page to prevent errors in the evaluation.

5. PAYMENT:

5.1 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

6. DELIVERY AND RETURN:

6.1 Shipment and Delivery: Vendor shall ship the Contract Items immediately after being awarded this Contract and receiving a purchase order or notice to proceed. Vendor shall deliver the Contract Items within prior to August 10, 2026. Contract Items must be delivered to Agency at One Davis Square, Suite 400, Charleston WV 25301.

6.2 Late Delivery: The Agency placing the order under this Contract must be notified in writing if the shipment of the Contract Items will be delayed for any reason. Any delay in delivery that could cause harm to an Agency will be grounds for cancellation of the Contract, and/or obtaining the Contract Items from a third party.

Any Agency seeking to obtain the Contract Items from a third party under this provision must first obtain approval of the Purchasing Division.

6.3 Delivery Payment/Risk of Loss: Vendor shall deliver the Contract Items F.O.B. destination to the Agency’s location.

6.4 Return of Unacceptable Items: If the Agency deems the Contract Items to be unacceptable, the Contract Items shall be returned to Vendor at Vendor’s expense and with no restocking charge. Vendor shall either make arrangements for the return within five (5) days of being notified that items are unacceptable, or permit the Agency to arrange for the return and reimburse Agency for delivery expenses. If the original packaging cannot be utilized for the return, Vendor will supply the Agency with appropriate return packaging upon request. All returns of unacceptable items shall be F.O.B. the Agency’s location. The returned product shall either be replaced, or the Agency shall receive a full credit or refund for the purchase price, at the Agency’s discretion.

6.5 Return Due to Agency Error: Items ordered in error by the Agency will be returned for credit within 30 days of receipt, F.O.B. Vendor’s location. Vendor shall not charge a restocking fee if returned products are in a resalable condition. Items shall be deemed to be in a resalable condition if they are unused and in the original packaging. Any restocking fee for items not in a resalable condition shall be the lower of the Vendor’s customary restocking fee or 5% of the total invoiced value of the returned items.

7 VENDOR DEFAULT:

7.1 The following shall be considered a vendor default under this Contract.

7.1.1 Failure to provide Contract Items in accordance with the requirements contained herein.

7.1.2 Failure to comply with other specifications and requirements contained herein.

7.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

7.1.4 Failure to remedy deficient performance upon request.

7.2 The following remedies shall be available to Agency upon default.

7.2.1 Immediate cancellation of the Contract.

7.2.2 Immediate cancellation of one or more release orders issued under this Contract.

7.2.3 Any other remedies available in law or equity.

8.0 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: _______________________ Telephone Number: _______________________ Fax Number: _____________________________ Email Address: ___________________________ Revised 10/27/2014