ITB408 - Administration Document - DATALOGIC Mobile Computers.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

Idaho State Liquor Division

Invitation to Bid (ITB) 408

DATALOGIC MOBILE COMPUTER SCANNERS

TABLE OF CONTENTS

DATALOGIC MOBILE COMPUTER SCANNERS

ITB408 ADMINISTRATIVE Information

ITB Lead:

Denise Cooley On behalf of the Division of Purchasing 650 W State St, RM 100, Boise ID, 83720 Denise.Cooley@itd.idaho.gov 208-745-5652

IPRO LOGIN

THE ADMINISTRATIVE FEE DETAILED IN PARAGRAPH 5 OF THE STATE’S STANDARD CONTRACT TERMS AND CONDITIONS WILL NOT APPLY TO THE CONTRACT(S) THAT RESULT FROM THIS SOLICITATION.

PURPOSE

The Idaho State Liquor Division through the Idaho Division of Purchasing (DOP), is requesting Bids from Vendors for DATALOGIC MEMOR™K Mobile Computers for data capture applications, in accordance with the specifications contained herein.

GENERAL INFORMATION, solicitation instructions and standard terms and conditions This Solicitation is issued by the state of Idaho (the “State”) via IPRO powered by LUMA (IPRO). The ITB Lead is the only contact for this Solicitation. All correspondence regarding this ITB shall be in writing. In the event that it becomes necessary to revise any part of this ITB, amendments will be posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this ITB shall not be relied upon. All changes to this ITB must be in writing and posted at IPRO to be valid. Alternate Bids not allowed.

INQUIRIES

Questions or other correspondence must be submitted in writing to the ITB Lead listed below. QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. Mountain Time ON THE DATE LISTED IN THE ITB ADMINISTRATIVE INFORMATION. Written questions must be submitted using Attachment 1, Bidder Questions. Official answers to all written questions will be posted on IPRO as an amendment to this ITB.

ITB Lead: Denise Cooley on behalf of the Division of Purchasing Phone: 208-745-5652 E-mail: Denise.Cooley@itd.idaho.gov

Any questions regarding the State of Idaho Standard Contract Terms and Conditions found at (Contract Terms and Conditions) must also be submitted in writing, using Attachment 1, Bidder Questions, by the deadline identified in the ITB Administrative Information. The State will not consider proposed modifications to these requirements after the date and time set for receiving questions. Questions regarding these requirements must contain the following:

1. The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

2. Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

3. Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

Bids which condition the Bid based upon the State accepting other terms and conditions not found in the ITB, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Bid will be given.

BACKGROUND

The Idaho State Liquor Division operates sixty eight (68) retail stores in Idaho that currently use older Motorola and Datalogic mobile computers running Windows CE 5/6. The mobile computers are used to scan freight, perform cycle counts and verify bar orders. Mobile computers are provided to Idaho State Liquor Division district managers and select personnel to perform audits at all Idaho locations, to include an additional one hundred (100)+ contract stores, for yearly inventory purposes.

A new Android app is being developed in house to replace the Windows programs used to perform these duties and communicate to the Point of Sale (POS) programs and Idaho State Liquor Division.

SPECIFICATIONS and brand Name Please see Attachment 2- Specifications.

Brand Name This is a Brand Name ITB and no proposed “equivalent” will be considered. (See ATTACHMENT 2 Specifications.

QUANTITY

See ATTACHMENT 3 – Bid Schedule

COST

Provide your fully burdened Total Cost on the Bid Schedule (ATTACHMENT 3).

BILLING PROCEDURE

The Contractor must provide a signed invoice upon delivery. The invoice and respective reports must be submitted no later thirty (30)-calendar days after delivery. No invoice will be accepted or paid without receipt of required documentation. Invoices submitted without the required documentation will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

Invoices and reports are to be submitted to:

1349 East Beechcraft Court, Boise ID 83716.

Payment - Payments for correctly submitted invoices will be made in accordance with IC 67-2302

SUBMISSION REQUIREMENTS

Required Bid Submission Items Your Bid Submission must consist of the following:

Bid Schedule Provide your cost information on ATTACHMENT 3, Bid Schedule. Do not submit your Bid on any other form. Submitting your Bid on a form different than the Bid Schedule may cause your Bid to be rejected as non-responsive.

State of Idaho Signature Page.

The State of Idaho Signature Page must be completed and submitted as part of your Bid. The State of Idaho Signature Page is attached in IPRO.

Bid Submission Methods Bids must be submitted electronically via IPRO. Do not fax or e-mail your Bid. Your Bid must be received at the Division of Purchasing by the date and time specified on the IPRO header document. The official time, for bid closing purposes, is the Division of Purchasing’s time clock.

Electronic Submission via IPRO Submitting electronically via IPRO, upload all of the Required Bid Submission Items (See Section 10.1) and enter your cost in IPRO for each line item; as the “Total Cost” on the Bid Schedule OR $0.01 as your cost in IPRO.

Upload all Required Bid Submission Items using Microsoft products such as Word and Excel. Do not submit items in .pdf format, unless provided otherwise in this ITB.

Submitting via IPRO, be advised that the Bidder for Bid evaluation and award purposes is the entity profile under which it is submitted in IPRO, which must be the same legal entity presented in your uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Bid in IPRO, the information provided on the Signature Page prevails.

It is mandatory to submit your Bid electronically via IPRO, all Bidders participating in a Solicitation issued through IPRO must establish an account in the IPRO system as it is necessary in order to process and/or award the resulting Contract(s). It is free to establish an account and only takes a few minutes.

Bidders are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows the State to efficiently navigate the Bidder’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

Trade Secrets If your Bid contains trade secret information which you have identified, you must also submit a redacted copy of the Bid (in electronic format, with the word “redacted” in the file name) with all trade secret information removed or blacked out; as well as a separate document containing a complete list (per the instructions in the three (3) paragraphs directly below) of all trade secret information which was removed or blacked out in the redacted copy.

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Bidders must also:

Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Bid; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure.

AWARD

Award will be made, to the lowest responsive, responsible Bidder(s) based on “Total Cost,” for all lines as provided on ATTACHMENT 3 – Bid Schedule or awarded on what is in the best interest of the state.

Warranty The vendor must extend and honor the manufacturer’s warranty to Idaho State Liquor Division for each line item.

product substitution In the event a specified manufacturer’s product listed on ATTACHMENT 3 – Bid Schedule becomes unavailable or cannot be supplied by the Contractor for any reason (except as provided for in section 33, Force Majeure, of the State of Idaho Standard Contract Terms and Conditions), a product deemed in writing by the Contractor to be equal to or better than the specified product, and approved in writing by Idaho State Liquor Division, may be substituted by the Contractor at no additional cost or expense to Idaho State Liquor Division. Unless otherwise specified, any substitution of product prior to Idaho State Liquor Division written approval may be cause for termination of Contract.

authorized distributor/dealer Bidders must be an authorized DATALOGIC Company distributor for the devices being offered and are responsible for all warranty requirements. An authorized distributor shall be defined as a company or organization that has a written agreement with the manufacturer to sell or service its products. Bids from Contractors who are not an authorized distributor by DATALOGIC shall not be considered.

DOP reserves the right to request documentation of submitting vendors authorized distributor/dealer agreement.

Contract Monitoring The Contract Management Team (CMT) will consist of Idaho State Liquor Division personnel who are responsible for activities such as monitoring performance, documentation, reviewing and approving invoices, requesting and approving minor changes (as defined within), and closing out the contract. The CMT will be the Contractor’s main contact for all day-to-day activities.

The Contract Administration Team (CAT) will consist of DOP procurement personnel who are responsible for activities such as executing amendments to the Contract, renewing or extending the Contract, handing the formal dispute resolution process (including cure notices), assessing any remedies, and terminating the Contract.

The Contractor must designate a principal point of contact to serve as the Contractor’s Contract Manager (CCM). The CCM will be responsible for overseeing the Services performed on the Contract, coordinating activities with the CMT, responding to notifications from the CMT and the CAT as appropriate.

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Delivery Delivery must be made Monday through Thursday, 8:00 am to 4:00 pm local time excluding state of Idaho recognized holidays https://sos.idaho.gov/state-holidays/ FOB Destination, Freight on Board, pre-paid and allowed unless otherwise approved in writing by Idaho State Liquor Division. Contractor must notify Idaho State Liquor Division, in writing, no less than seven (7) business days prior to delivery. Idaho State Liquor Division delivery contact information will be provided upon Award.

Delivery Location:

Idaho State Liquor Division 1349 East Beechcraft Court, Boise ID 83716.

Records Maintenance Contractor shall maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records shall be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

Audit Rights The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

ITB408 – DATALOGIC MOBILE COMPUTERS

ATTACHMENT 1 – BIDDER QUESTIONS

PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

2. Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regards to a State Term or Condition or a Special Term or Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

3. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

4. Once completed, this form is to be e-mailed per the instructions in the ITB. The e-mail subject line is to state the ITB number followed by “Questions.”

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ITB408 DATALOGIC MOBILE COMPUTER SCANNERS

ITB 408 DATALOGIC MOBILE COMPUTER SCANNERS

ATTACHMENT 2 – SPECIFICATIONS

Mobile Computer Datalogic Memor K (SKU: 946000002) at a minimum must include:

1 Four (4)-inch display, Three (3)GB RAM, Thirty-two (32)GB Flash, eight (8)MP Camera, two (2)D Imager w/Green Spot, twenty-four (24)-key alphanumeric keypad, USB, 802.11 A/B/G/N/AC Wireless LAN, Bluetooth, removable three thousand eight hundred (3800) mAh rehchargable battery, Android nine (9), and Rubber Boot (SKU: 94ACC0313).

2 Single Slot Dock (SKU: 94A150111) must include:

Power supply (SKU: 94ACC0197), power cord (SKU: 95ACC1113) and USB-C computer cable (SKU: 94A050044).

ATTACHMENT 3 – bid schedule – attached SEPARATELY

ATTACHMENT 4 – acronyms

ACRONYMS

a 5 GHz b 2.4 GHz g 2.4 GHz n 2.4 GHz and 5 GHz

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