Mandatory Requirements.docx

3 RFB_MANDATORY SPECIFICATIONS OF BID

All requirements in this section are mandatory and shall be met at no additional cost above the pricing provided in the Bid. Bidder shall use Attachment B (Bid Factors) to respond to this section.

3.1 RFB_GENERAL REQUIREMENTS

3.1.1 Contract Standard Configurations and related accessory items shall be identified as such on the website.

3.1.2 Items outside of the scope of the Contract shall not be available to Authorized Users.

3.1.3 Contractor shall accept orders online, via electronic communication, fax and via telephone.

3.1.4 Contractor shall accept payments through the State purchasing card (P-Card), purchase orders, and blanket orders.

3.1.5 Contractor shall ship or deliver Products to individual ordering locations throughout the state during Normal Business Hours.

3.1.6 Contractor shall work directly with Authorized User to coordinate Product pickups, returns, and problem resolution associated with each individual ordering location.

3.1.7 Contractor shall honor, at a minimum, the manufacturer’s standard warranty on all items purchased under this contract.

3.1.8 All Products sold on this contract shall be manufacturer's current production items.

3.1.9 All Products delivered on this contract in the initial term shall have a minimum of six (6) months remaining before date of expiration.

3.2 RFB_TECHNICAL REQUIREMENTS

3.2.1 Contractor shall supply the Products and Services and Product support throughout the entire Contract term.

3.2.2 Contractor shall provide basic technical support for all hardware that is purchased from this Contract.

3.2.3 Contractor shall have updates and/or patches to the driver or BIOS available for Authorized Users to access.

3.2.4 Contractor shall provide a customer service telephone number for Authorized Users to call and request technical support and/or report equipment problems. A callback to the Authorized User shall take place within four (4) business hours following initial contact from the Authorized User. The number shall be published by the Contractor and readily available for use for Authorized Users. The Bidder understands the State may also publish the information.

3.2.5 Contractor, upon request, shall provide support for hardware issues that may require management of problems related to hardware, including warranty and service dispatch. Service dispatch shall be coordinated with the Authorized User’s contact and/or internal help desk.

3.2.6 Contractor shall have access to OEM technical resources.

3.2.7 Contractor shall provide, either in partnership with the OEM, independently or both, on-line access to technical and marketing information through a Web browser interface.

3.3 RFB_TECHNICAL REQUIREMENTS: HARDWARE

3.3.1 All hardware equipment shall be Underwriter Laboratories (UL) safety approved. Bidder must provide documentation upon request.

3.3.2 All Equipment shall be Federal Communication Commission (FCC) approved for commercial use. Bidder must provide documentation upon request.

3.3.3 All Equipment shall be Enterprise-Class, designed for enterprise customers and offering consistency of components in order to provide model stability and availability over extended periods of time. Home or consumer grade equipment will not be accepted.

3.3.4 Standard configurations shall have a minimum twelve (12) month production life cycle.

3.3.5 Standard configurations shall be available for purchase for at least twelve (12) months.

3.3.6 Equipment and accessories shall be new and unused, made of first-class materials. Used, remanufactured, or refurbished equipment will not be acceptable unless the Authorized User provides approval, in writing, to substitute used, remanufactured or refurbished equipment at an agreed upon price lower than Contract pricing.

3.3.7 Computer models offered during the term of the Contract shall be certified Desktop Management Interface (DMI) compliant. Computer models shall also meet current Computer Information Model (CIM) standards. Documentation or certification shall be provided upon request.

3.4 RFB_TECHNICAL REQUIREMENTS: PERIPHERALS

3.4.1 Contractor may include Third Party Products limited to Peripherals and Accessories for computer equipment as defined in the solicitation and contract. Such Third Party Peripheral and Accessory Products may be purchased for new or existing computer hardware equipment by the Authorized Users and shall be listed in the Verifiable Price List. When available, the Contractor shall provide the warranty service and maintenance for all Third Party Peripherals and Accessories Products on the Contract. Prior to an Order being placed, the Contractor shall provide to the Authorized Users information regarding the name of the Third Party and the warranty service and maintenance for such Third Party Peripheral and Accessory Products in the Verifiable Price List, catalog, website, or on quotations.

The Third Party Product Peripherals and Accessories Products shall only include the following categories for use with computer equipment under the scope of this contract:

Third Party Products shall not include equipment outside of the scope of the contract including, but not limited to: TV accessory, TV stand, scanning equipment not considered handheld or desktop and available from another mandatory computer or copier/MFD contract, printer or supplies, interactive white board, furniture or desks, digital camera or camcorder that is not a webcam, cellular phone equipment, cloud service, and service for wireless phone or internet.

3.5 RFB_TECHNICAL REQUIREMENTS: ENVIRONMENTAL

3.5.1 Each standard configuration shall have a minimum Electronic Product Environmental Assessment Tool (EPEAT) certification as indicated on the cost sheet. General information on the criteria of EPEAT can be found at http://www.epeat.net. Bidder shall provide verification of EPEAT certification at the required level, upon request.

3.5.2 The State is committed to energy saving and environmentally friendly devices. Energy efficient and environmentally friendly devices shall be included in the Product offering. Contractor shall provide energy efficient devices that meet the following criteria, as applicable:

3.6 RFB_TECHNICAL REQUIREMENTS: DOCUMENTATION; OPERATION MANUALS

3.6.1 Contractor shall provide, at no additional charge, operating manuals which describe equipment capabilities, its operation, malfunction identification and troubleshooting procedures.

3.6.2 Unless agreed upon between both the Contractor and Authorized User, a minimum of an online electronic copy such as a link to a PDF file or a hard copy of the operation manual shall be furnished for each individual piece of equipment ordered by the Authorized User. When the Authorized User does not indicate the type of copy, an electronic copy shall be provided.

3.6.3 Manual updates or revisions published by the Contractor shall be provided free of charge.

3.6.4 Contractor agrees that the Authorized User may make such additional copies of supplied documentation as are needed for use by employees.

3.7 RFB_TECHNICAL REQUIREMENTS: REPLACEMENT PARTS

3.7.1 OEM replacement parts, or comparable components, shall be available for all computer models that are purchased from the Contract throughout the duration of the equipment’s warranty or for a minimum of two (2) years after discontinuation of a Product, whichever is longer.

3.7.2 Replacement parts shall be from the same manufacturer as those removed in all instances unless the Authorized User site contact agrees, in writing, to a comparable replacement component.

3.7.3 Manufacturer’s replacement parts shall inherit the residual warranty of the Product/part that they replaced.

3.7.4 Replacement parts shall be delivered to the Authorized User site contact within five (5) business days from the initial contact.

3.7.5 Defective parts shall be returned to the Contractor after the replacement parts have arrived and have been installed. Contractor shall be responsible for the cost of shipping defective parts FOB Destination, Freight Prepaid and Allowed.

3.7.6 Contractor shall be responsible for the cost of shipping warranty parts FOB Destination, Freight Prepaid and Allowed.

3.8 RFB_TECHNICAL REQUIREMENTS: WARRANTY

3.8.1 A four (4) year manufacturer’s next business day on-site parts and labor warranty shall be included in the pricing of all Configurations, including Standard Configurations (unless otherwise specified by the State on the cost sheet).

3.8.2 Four (4) year manufacturer’s next business day on-site parts and labor warranty coverage for daytime on-site maintenance shall, at a minimum, start at 8:00 a.m. and extend to 5:00 p.m., Monday through Friday, excluding State Holidays.

3.8.3 Contractor shall contact the Authorized User within one (1) business hour following an initial trouble call.

3.8.4 Contractor shall supply, upon request, loaner equipment of equal or greater value and functionality during the time warranty repairs are being completed. The Authorized User shall incur no additional cost.

3.8.5 Contractor shall be responsible for coordinating all warranty issues with OEM and making sure the warranty and maintenance service is provided.

3.8.6 Bidder shall submit a written copy or detail of the four (4) year manufacturer’s next business day on-site parts and labor warranty with the attached Bid Factor.

3.9 RFB_TECHNICAL REQUIREMENTS: ADDITIONAL WARRANTY

3.9.1 Bidder shall have available one (1) additional warranty option that may be purchased at the Authorized User’s discretion:

• Additional one-year warranty (total of five years).

3.9.2 Authorized User may opt to purchase either an additional one-year warranty at the time of initial equipment purchase or at any time prior to the expiration of the initial four (4) year warranty.

3.9.3 The one-year additional warranty shall include next business day on-site parts and labor coverage for daytime on-site maintenance that, at a minimum, starts at 8:00 a.m. and extends to 5:00 p.m., Monday through Friday, excluding State Holidays.

3.9.4 Contractor shall contact the Authorized User within one (1) business hour following the initial trouble call.

3.9.5 Contractor shall supply, upon request, loaner equipment of equal or greater value and functionality during the time warranty repairs are being completed. The Authorized User shall incur no additional cost.

3.9.6 Contractor shall be responsible for coordinating all warranty issues with OEM and making sure the warranty and maintenance service is provided.

3.9.7 Unless otherwise mutually agreed upon, warranty shall not start until the products are delivered or installed by the contractor.

3.9.8 Bidder shall submit a written copy or detail of the one-year additional warranty for next business day on-site parts and labor.

3.10 RFB_TECHNICAL REQUIREMENTS: WEBSITE

3.10.1 Contractor shall have a secure website catalog offering only the scope of Products and Services available to all Authorized Users under this RFB.

3.10.2 Pricing on the website catalog must be current contract pricing.

3.10.3 Contractor shall promote the State’s Standard Configurations and pricing in the website catalog.

3.10.4 Each Authorized User shall be provided, upon request, a unique account and login within two (2) business days following the request with a follow-up e-mail confirmation.

3.10.5 Contractor may offer secure ordering capabilities through the website.

3.10.6 This website is in addition to the WisBuy site and Shop@UW+ and is used to view contracted product specifications and for obtaining pricing.

3.11 RFB_PERFORMANCE REQUIREMENTS

3.11.1 Bidder shall designate a Contract Manager and/or Contract Administrator with full authority, on the Contractor’s behalf, to oversee all matters pertaining to the Contract. This includes assuming responsibility and liability for all problems relating to the Computer Equipment and Related Services provided under the Contract. Changes in the Contract Manager shall be communicated to the State’s Contract Manager within two (2) business days of the change.

3.11.2 Bidder shall consider the number of Contractor Personnel necessary to fulfill all of the requirements of this RFB. Contractor Personnel serve as the first point of contact in providing general Product and price information, consulting and systems configuration advice. Contractor Personnel assigned to the State accounts shall be knowledgeable about all aspects of the Contract.

3.11.3 Contractor Personnel assigned to the State accounts shall provide assistance to Authorized Users for the following, but not limited to, minimum Contract requirements:

3.11.4 Bidder shall provide names, addresses, telephone numbers, fax numbers and e-mail addresses of all Contractor Personnel that will support the Contract. This information shall be provided to the State’s Contract Manager prior to the beginning of the Contract. Changes in Contractor Personnel shall be communicated to the State’s Contract Manager within five (5) business days of the change. At time of award, Contractor shall identify emergency contact people for sales and support, including names, telephone numbers, and e-mail addresses.

3.11.5 Contractor’s personnel shall, if requested, meet on-site at Authorized User’s location anywhere within the State of Wisconsin. Bidder should be aware that Authorized Users will require as needed on-site visits from Contractor’s personnel and should take this into consideration when submitting pricing. Bidder may not charge Authorized User for such meetings. Bidder is responsible for the Bidder cost of round trip travel, meals, vehicle parking and any other related travel expenses.

3.11.6 Bidder shall provide, upon request, models for demonstration or evaluation purposes. Authorized User and Bidder shall mutually agree in writing upon all additional terms specific to the demonstration or evaluation including the number of models and the length of demonstration or evaluation based upon model availability. Models will be the same as those offered on the Contract or within the scope of the contract. Bidder shall provide the demonstration or evaluation models within fifteen (15) business days after request. Demonstration or evaluation terms shall not exceed thirty (30) days and shall not require the Authorized User to submit data to the Contractor as a result of the demonstration or evaluation.

3.11.7 Bidder shall identify emergency contact people for sales and support, including names, telephone numbers, and e-mail addresses. Emergency preparedness and service availability information shall be provided to the State’s Contract Manager following intent to award a Contract and prior to the beginning of the Contract. Changes in emergency preparedness and service availability information shall be communicated to the State’s Contract Manager within one (1) business day of the change. This information shall be communicated to Authorized Users only in the event of a disaster.

3.12 RFB_PERFORMANCE REQUIREMENTS: QUOTES

3.12.1 Authorized Users retain the option to request quotations using either electronic communication or an online method.

3.12.2 As part of the ordering process, Authorized Users may request a quote from more than one (1) Contractor for Products and will generally place their order with the Contractor who provides the lowest price quote in their sole discretion.

3.12.3 Quotes for hardware only shall be provided within two (2) business days from Authorized User request. Quotes for Services may be provided within two (2) business days and shall not be more than five (5) days from Authorized User’s request. The Contractor shall provide a written response with the requested quote or provide a timeframe for providing the quote and reason for the delay.

3.12.4 Each quote shall include, at minimum, the following: Product identification number; unit price of each Product and/or service; quantity of each Product; extended price of each Product; subtotal of the sum of all Products and Services; any additional charges that are allowed according to the contract; and the sum total for all Products, Services, and related charges.

3.12.5 Each quote shall be valid for a minimum of thirty (30) days from the date issued. Each quote shall contain the corresponding state contract number.

3.12.6 For maintenance renewals, each quote shall contain the maintenance coverage dates on the quote.

3.12.7 For new purchases, each quote shall note if maintenance for the first year is included in the quote.

3.12.8 At a minimum all pricing quotations shall be/include:

3.13 RFB_PERFORMANCE REQUIREMENTS: ORDERS

3.13.1 Authorized Users shall place orders directly with the Contractor. Within two (2) business days following placement of an order, Contractor shall contact the Authorized User to verify pricing and establish exact shipping and delivery dates. Method to communicate this may include an e-mail or phone call followed up in writing.

3.13.2 Authorized Users shall include background check requirements on the Order.

3.13.3 Pricing at the time of order shall be computed based on the contractual pricing in effect on the day an order is placed. Price increases will not affect orders placed prior to the effective date of such changes.

3.14 RFB_PERFORMANCE REQUIREMENTS: DELIVERY AND PACKAGING

3.14.1 Delivery of Product shall be made to any location within the State of Wisconsin as needed and ordered.

3.14.2 Product shipments shall include a label, visible on the outside of the box, that includes the following information:

3.14.3 Product shipments shall include a packing slip that contains, at a minimum, the following information:

3.14.4 Contractor must provide delivery or Product within fifteen (15) business days following receipt of an order for one hundred (100) or fewer units. Variation to this requirement shall be mutually agreed upon by the ordering Authorized User and the Contractor at the time of order placement. In extreme circumstances, such as pandemic or part shortages, these terms can be renegotiated for that time.

3.14.5 Contractor shall notify Authorized User within two (2) business days following receipt of an order if delivery will be delayed due to a documented back-order. Contractor shall provide Authorized User a firm delivery date for back-ordered Product. Authorized User retains the option to agree to the firm delivery date of the back-ordered Product or cancel the order.

3.14.6 All Products shall be packaged in accordance with all current state and federal regulations to ensure acceptance by common carriers for safe and secure delivery to Authorized Users. The State of Wisconsin encourages use of recycled or reusable packaging material in all shipments.

3.14.7 Inside Delivery - Delivery of orders may only be made to Agencies Monday through Friday, during the hours of 8:00am to 2:30pm. No weekend or State holiday deliveries.

3.14.8 Preparation for Delivery – Commercial packages will be acceptable. Items shall be packed in substantial containers, so constructed as to ensure acceptance by common or other carriers for safe transportation, at lowest rate, to the point of delivery. If at all possible, packaging that can be returned or is recyclable or made from recycled materials should be used. The shipping containers shall be marked with the name of the material, size, type and quantity contained therein, name of contractor, and the purchase order number.

3.14.9 Marking – Each carton/case must be clearly marked with the product, style number, product type, size and color.

3.14.10 Delivery ticket will be in duplicate. All delivery tickets will be signed by personnel who have checked order copy against delivery ticket. Delivering personnel will retain one copy of signed delivery ticket for billing purposes.

3.14.11 Shipments delivered to state agencies must be on four-way entry pallets. Pallets must be in good condition, no broken boards or rails. Multiple packages may be banded or shrink-wrapped on a single pallet. Products must not exceed the pallet dimensions (40”x48”x60”H), with no overhang. All hazardous materials must be picked, packed, wrapped, labeled, sorted and shipped per all Federal and State regulations. To facilitate delivery, dock level trucks must be used.

3.15 RFB_PERFORMANCE REQUIREMENTS: UW MADISON CAMPUS DELIVERY

3.15.1 This Section is applicable for the orders that are not going through Shop@UW+/MDS.

3.15.2 Delivery of orders shall be made to University departments during normal University business hours (Monday-Friday, 7:30 a.m. – 4:30 pm).

3.15.3 The University of Wisconsin-Madison does not permit access to trucks over 30 ft. in length on several designated streets on campus. The exceptions are trucks necessary for the delivery or pick up of perishable commodities, private construction vehicles, vehicles carrying radioactive materials, and campus service vehicles. For specific policy language, a campus map and restrictions, see the University Transportation Services website at http://transportation.wisc.edu/resources/large_truck.aspx.

3.15.4 Contractor shall deliver goods to the stated delivery address in accordance with the 30’ truck policy. Any unique delivery arrangements must be pre-approved by contacting the ordering department or Material Distribution Services (MDS) at (608) 497-4432. MDS reserves the right to charge Contractor reasonable material handling fees for any deliveries they make for the Contractor.

3.16 RFB_PERFORMANCE REQUIREMENTS: INVOICE REQUIREMENTS

3.16.1 Contractor invoices shall match individual line items as listed on the purchase order authorizing the purchase of Product or Services, including but not limited to:

3.16.2 Contractor invoices shall be sent to the address specified by the Authorized User and within thirty (30) days following delivery. The address may vary for each Authorized User and is not the same address for all Authorized Users on this Contract.

3.16.3 Contractor shall issue a single invoice per purchase order for all Products and Services, unless Products are on back-order or a split order is requested.

3.16.4 All payments to the Contractor’s Subcontractors shall be the responsibility of the Contractor. No invoices from the Contractor’s Subcontractors will be accepted.

3.16.5 Contractor shall communicate with the Authorized User about any invoicing issues outside of the requirements of this section. For example, multiple invoices for one Order.

3.17 RFB_PERFORMANCE REQUIREMENTS: COMMUNICATIONS

3.17.1 Contractor shall provide a toll-free phone number, a toll-free fax number and an email address that all Authorized Users for requesting quotes, requesting information, ordering and conducting general contract business.

3.17.2 If the Contractor will be utilizing Authorized Partners, Contractor shall provide to the State Contract Manager an accurate listing of all Authorized Partners, including contact information. Such information will be made available to Authorized Users.

3.17.3 Contractor customer service representative(s) shall be available to Authorized Users of this contract Monday thru Friday, 8:00 a.m. through 5:00 p.m. CT, except on State Holidays.

3.17.4 Contractor shall identify one point of contact as contract representative to work with the State Contract Manager for contract management, administration, and performance concerns.

3.17.5 Contractor shall respond to all communications via e-mail or telephone followed up in writing within one business day with answers to any comments or questions (non-service requests) from Authorized Users. When the Contractor response requires more than one business day, an acknowledgement of received communication with an estimated response time shall be provided to the Authorized User with the reason for the delay. Such acknowledgement is done within one business day.

3.17.6 Contractor’s Personnel shall be responsible for follow-through to ensure that all requests for information are answered.

3.17.7 Contractor shall notify the State Contract Manager of all Contract changes, including potential reduction of dedicated Contractor Personnel supporting the Contract, or Contract Personnel who will be unavailable for an extended period of time (e.g. vacation, extended absence).