HP_Inc_Poly_ITB_Bid_Specs.2 (1).pdf

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1 General Information

1.1 Objective

The State of Alabama Office of Information Technology (OIT) through the Alabama Department of Finance, Division of Procurement desires to establish contracts to be used by State agencies, political subdivisions, and local government agencies to purchase products offered in HP Inc. Poly product catalog to include telephony products, phones, licenses, telephony systems and equipment related to the telephony product line, and other core type equipment.

OEM is defined as the parent company and subsidiaries supplying products or services. Catalog is defined as all OEM products or services offered within the ITB scope.

The following exclusions apply to this ITB:

• All wiring and cabling must follow the terms and conditions of the current Premise Distribution

Systems contract available via Division of Procurement.

• The Contract must not offer nor quote Network Transport Services, other connectivity services, cloud-based products/solutions or Premise Distribution Systems services for purchase in this award.

2 Supplier’s Bid Terms and Conditions

2.1 Terms and References

Throughout this document, the following terms and titles may be used interchangeably:

• Unless noted otherwise, references to the State, OIT, Contract User, or User equate to a qualified

State of Alabama contract purchaser.

• Unless noted otherwise, references to Supplier, Bidder, Contractor, or Sub-contractor equate to a bidding or awarded entity of the contract.

2.2 Purchases Authority and Exclusions

OIT has oversight approval for the life of this contract in accordance with the statutory authority in Section

41-28-1, et seq. of the Code of Alabama 1975. Political subdivisions, local government agencies, and public educational institutions may, at their discretion, purchase products, or services via the contract(s) that are executed because of this ITB. If the discretionary entities purchase from this contract, then Supplier must interface with those organizations directly, and the purchasing entity will be responsible for ensuring all governing laws and regulations of the competitive bid law are met. All qualified entities must receive awarded contract pricing.

2.3 Pricing Terms, Conditions, and Scoring Criteria

Bids that meet all ITB terms and conditions will be evaluated based upon the total percentage of discount off a manufacturer’s suggested retail price (MSRP) or Supplier’s published catalog prices for the categories bid using a weighted scoring matrix. The weighted scoring matrix will be released at bid opening. The evaluation will determine if the Supplier’s bid is eligible for award recommendation.

2.3.1 Evaluation & Pricing Criteria

For each line item, Suppliers must bid a single minimum percentage discount off MSRP or Supplier’s published catalog prices (e.g., 0, 10, 20%). Supplier must bid on all lines to be considered for award.

Line item one (1) is for OEM Headsets and Accessories.

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Line item two (2) is for OEM Conference Phones and Accessories.

Line item three (3) is for OEM Business Phones and Accessories.

Line item four (4) is for OEM Video Conferencing and Accessories.

Line item five (5) is for OEM Software.

Line item six (6) is for Supplier’s Support and Technical Services.

Statement of Work (SOW) for Supplier’s Support and Technical Services may require in-state travel.

However, the State will not reimburse Supplier travel expenses. Supplier’s hourly rates should include all applicable travel expenses.

2.4 Bid Questions and Answers

Supplier is not permitted, or any entity working on Supplier’s behalf, to solicit information regarding this

ITB from any government source (federal or State) other than from the Buyer. Any reported unauthorized solicitations for information are grounds for disqualification of the bid.

2.5 Certification Requirements

Suppliers must include as a part of the bid response an OEM authorization letter stating their good standing and certification status as an authorized OEM partner. Awarded Suppliers, for the life of the contract, must maintain its good standing as an authorized OEM partner and retain the certification status. Upon State request, Supplier must provide satisfaction of the certification requirement herein. If an awarded Supplier fails to satisfy or sustain the certification requirement, awarded Supplier must immediately notify the State in writing of the specific failure.

3 Post Award Criteria

3.1 Warranty Requirements

During all manufacturer standard warranty periods, the standard warranty and software upgrades must pass to User at no additional cost. A standard warranty will begin upon acknowledgement of product delivery. The State will not incur shipping or additional costs for the return and replacement of warranted products or services.

3.2 Supplier Employee Conduct and Security Requirements

Awarded Suppliers are responsible for the legal and professional conduct of its employees. Failure to adhere to all local, State, and federal laws may subject the employee and Supplier to contract cancellation and other remedies as determined by the State and legal authorities. All Supplier employees and representatives will abide by all current and future State security policies. Suppliers may review current State security policies at https://oit.alabama.gov/governance-library. Exceptions to the policies must be obtained in writing from the State. Supplier employees must speak and understand the English language at a level of proficiency necessary to perform the assigned functions and services associated with any part of this ITB. Supplier must ensure that personnel involved with any State project are advised of and acknowledge the confidential nature of information contained in the State files, the safeguards required, and the criminal and civil sanctions for noncompliance in federal and State statutes. A Contract User may require Supplier personnel to execute additional agreements to protect the confidentiality and security of the Contract User.

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3.3 Equipment Terms and Conditions

State shall have the authority [See Code of Alabama §41-28-13: Trade-In of Equipment] to allow the trade-in of telecommunications equipment the value of which may be credited against the cost of replacement equipment purchased in accordance with Alabama competitive bidding laws. This authority may be exercised with the approval of State purchasing agent.

Used, like-new, or refurbished equipment (with warranty) may be accepted for new installations or additions to existing systems, with written approval from State. Refurbished or remanufactured equipment may be used to repair defective equipment that is under a warranty or maintenance agreement, provided that new equivalent equipment is no longer available.

3.4 Supplier Installation, Maintenance, and Certified Technical Support Upon award, Supplier must provide or make available certified technical services and maintenance support.

Services and support must be accessible via a toll-free telephone number or Internet (Web link) during the

State's normal working hours (8 a.m. to 5 p.m. Central Time, excluding weekends and State holidays) for the life of the contract. Supplier is responsible for maintaining current numbers and links to the Supplier supplied support personnel. All service requests resulting from the use of this contract must be given the highest priority and take immediate action to respond within one (1) hour and provide hourly updates until resolved. If a contract user determines, requires, and orders certified technical support, with said effort to be conducted on contract user’s premise, then Supplier’s certified personnel must be on site within 24 hours or such later time as specified by the State.

Warranty support will include manufacturer’s warranty information, manufacturer’s authorized warranty service provider(s), and use of manufacturer’s authorized and warranted replacement parts. All products supplied from the contract must be received with all applicable interface cables, power cords, installation manuals (electronic or hardcopy), driver software, and any other items required for installation or operation.

Supplier will be responsible for providing missing components at its expense. All warranty coverage shall be provided at Supplier’s or manufacturer’s expense.

Failure to provide certified technical services and support per the terms of this contract may result in cancellation of the contract with the awarded Supplier.

Service requests may exceed the OEM’s warranty levels. Therefore, Supplier must list as part of the service catalog, options for supplemental support to the contract user. The contract user’s SOW will determine the need for supplemental support options.

Supplier must provide all items ordered according to the following delivery terms and conditions:

New Network Equipment, or Services

Order

(including installation)

Installation / Delivery Interval

(Calendar Days)

1 to 100 Items 30 Days

101 to 500 Items 60 Days

Over 500 Items Individually negotiated

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Other Systems, Equipment, Software and Other Items (no installation)

Order Size Non-Installation / Delivery

Interval (Calendar Days)

1 to 100 Items 30 Days

101 to 500 Items 60 Days

501 to 1,000 Items 90 Days

Over 1,000 Items Individually negotiated

3.5 Special Supplier Offers

Awarded Suppliers, for life of the contract, must notify and offer to the State any manufacturer’s Buying programs, periodic special or seasonal offers, specific to this contract. All qualified buyers may access the special purchase offers per the terms of the special program or offer.

3.6 Catalog Updates and Access

Awarded Suppliers must provide and maintain access to the catalog(s) used to bid this contract. During the contract period, Suppliers must maintain access to the current catalog(s) for pricing of their respective manufacturer’s resources. The catalogs must be available via electronic media from the manufacturer’s

Website or via the Supplier. For any discontinued item, Suppliers must, if available from the manufacturer, offer an equivalent or superior substitute at or below the original price subject to the review and approval of the Contract User.

3.7 Version Control of Product

All pre-installed software products installed must include the most current version supported and maintained by the software manufacturer and any previous versions of software which are still supported and maintained by the software manufacturer. Software must be new, with all applicable software licenses provided by the original software manufacturer. No trial, bloatware, or other non-essential software may be installed by manufacturer or Supplier, unless approved by the State.

3.8 Manufacturer’s Representative

Awarded Suppliers must email contracts@oit.alabama.gov up to date manufacturer’s representative contact information (including name, title, phone number, e-mail address, and Alabama Buys contract responsible) that can validate the MSRP bid or provide manufacturer information upon State request.

3.9 Force Majeure

Neither party shall be liable or deemed to be in default for any Force Majeure delay in shipment or performance occasioned by unforeseeable causes beyond the control and without the fault or negligence of either party, including, but not restricted to, acts of God or the public enemy, fires, floods, riots, civil disorder, epidemics, quarantine, restrictions, strikes, freight embargoes, legal injunctions, or unusually severe weather, provided that in all cases Supplier must notify the State promptly in writing of any cause for delay and the State concurs that the delay was beyond the control and without the fault or negligence of Supplier. The period for the performance may, at the State’s discretion, be extended for a period equivalent to the period of the Force Majeure delay.

As defined, Force Majeure shall not include the following:

1. Late delivery of equipment or materials caused by congestion at the manufacturer’s plant or elsewhere, or oversold condition of the market;

2. Late performance by a subcontractor;

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3. Inability to keep or acquire required licenses, bonds, insurance or permits;

4. Inability to retain or employ qualified personnel to perform the work in satisfying ITB requirements;

5. Any responsibilities or obligations with regard to data backup or disaster recovery plans; or

6. Any hostile action by a foreign state, a terrorist entity, a group, or an individual which manifests as a cyber attack.

3.10 Meetings

Suppliers may be required to have meetings with Contract User at no cost to the State.

3.11 Special Project Proposals

Upon request, a Supplier will provide OIT with special project proposals for solutions using the items listed in the manufacturer’s catalog and under the terms of the contract. OIT shall provide a description of the project and desired solution results. If applicable, the description will include, but not be limited to, solutions at sites throughout Alabama. At a minimum, pricing shall reflect discounts under the terms of the bid. Special projects must include comprehensive pricing for everything necessary to ensure the success of the solution described.

Accordingly, a special project proposal may include any or all of the following specifications:

• Engineering, equipment, network configurations, and changes;

• Coordination and interface with telecommunication carriers and infrastructure providers;

• Interfacing to the existing data and telephone network software;

• Strategically developed training based on state provided curriculum;

• Installation;

• De-installing and proper salvaging of aging hardware and systems;

• Delivering the retired equipment to Alabama Surplus Property;

• Standard and specialized services;

• Training as determined by State; or

• Third party add-ons needed to complete the special project.

Special project proposals should include a project schedule, milestones, project manager name, contact details, and escalation procedures. Supplier shall provide OIT with details regarding any infrastructure upgrades required to deploy the special project solution.

Upon OIT’s acceptance of the proposal, a Purchase Requisition will be issued. Following issuance of the

Purchase Requisition, the Supplier will be responsible for the complete installation of the new system and the conversion of existing services in accordance with the Purchase Requisition and SOW. After installation is complete, the Supplier must provide OIT with written notification confirming project completion, along with a detailed inventory of all installed items. Equipment with a purchase price of

$500.00 or more must include serial numbers in the inventory documentation.

Prior to payment for the Special Project, OIT must verify and accept the project as complete and fully operational. Ownership and risk of loss for the equipment will remain with the Supplier until final project acceptance by OIT.

End of Specifications