MEMA RFQ - PO 414 MEOC Upgrades Phase II - Televisions~2.docx

MEOC Upgrades – Phase II – Replacement TV’s BID# FY25 PO 414 / COMMBUYS Bid# BD-25-1013-RFS00-FLEET-116829 MEOC Upgrades – Phase II – Replacement TV’s BID# FY25 PO 414 / COMMBUYS Bid# BD-25-1013-RFS00-FLEET-116829

POSTING DATE: 5/14/2025

BID Name/Title: MEOC Upgrades – Phase II – Replacement TV’s BID Number: FY25 PO 414 COMMBUYS Bid Number: BD-25-1013-RFS00-FLEET-116829 MA Statewide Contract Nbr: OFF50 UNSPSC Codes: 45-11-18-00 *No phone calls – All inquiries must be through Commbuys.

*Small Business Purchase Program: Executive Order 523: If, over the life of the procurement the annual spend is $250,000 or less. The contract must be awarded to the certified small business that meets the Agency’s best value criteria. If no small business meets the Agency’s best value criteria, a large business may be awarded.

1. Description or Purpose of Procurement:

The Massachusetts Emergency Management Agency (MEMA) seeks a qualified vendor under OFF50, Category 2: Video Equipment, Statewide Contract, to provide replacement Televisions for their Mobile Emergency Operations Center (MEOC) trailers. All terms and conditions under OFF50 statewide contract are incorporated in this request for quote.

MEMA prefers that one award be made to a single vendor who can provide all nine (9) pieces of equipment but would consider awarding multiple vendors if their proposals meet the best value criteria.

*All equipment MUST be received at MEMA HQ by June 30, 2025 (6/30/2025)*

2. Anticipated Expenditures, Funding, or Compensation:

Estimated Value of Procurement: The value of this solicitation is not known at this time and may not exceed the ceiling rates of the OFF50, Category 2: Video Equipment, Statewide Contract, for Audio, Video, Multimedia Presentation Equipment, Supplies and Services. Procurement will be awarded based on best value.

Compensation Structure: This project is a direct, outright purchase, in accordance with OFF50, Category 2: Video Equipment, Statewide Contract, for Audio, Video, Multimedia Presentation Equipment, Supplies and Services.

Vendor is responsible for adhering to the following regulations:

Invoice Requirements:

· PO Number and Title assigned by MEMA

MEMA does not guarantee any purchase resulting from this RFR.

3. Contract Performance Specifications:

Scope of Work MEMA seeks a qualified vendor under OFF50 Statewide contract to provide Television equipment.

3.1 Specifications:

Vendor to provide the following Television equipment:

· Category 2 Video Equipment: Televisions (CRT, Plasma, LCD, LED). MEMA is looking to purchase 9 (nine) Televisions, in various sizes, with the following required capabilities: SMART TV, Picture in Picture, Coaxial Connection, TV Tuner, HDMI input (minimum of 2 ports required for the 24", 32" and 42" - minimum of 3 ports required for the 65"). TV's will be mounted in Mobile Command Trailers, so they must be able to withstand cold temperatures during storage periods.

· Preferred brand/manufacturer is LG for all requested TV sizes (these will be replacements for previously existing LG TV's already programmed for our system), but open to other options as well, if necessary, as long as all TV's are from the same manufacturer.

· Qty. 2 – 24" SMART Television, minimum of 2 (two) HDMI ports REQUIRED, as well as all specs mentioned above. Preferred Model provided below:

· Qty. 4 – 32" SMART Television, minimum of 2 (two) HDMI ports REQUIRED, as well as all specs mentioned above. Preferred Model provided below:

· Qty. 2 – 42" SMART Television, minimum of 2 (two) HDMI ports REQUIRED, as well as all specs mentioned above.

· Qty. 1 – 65" SMART Television, depth cannot exceed 3”, minimum of 3 (three) HDMI ports REQUIRED, as well as all specs mentioned above.

Vendor is responsible for:

· Delivery by June 30, 2025

MEMA’s Procurement Management Team (PMT) reserves the right to request written clarification of any portion of the vendor’s response to verify the intent of the vendor.

Vendor is reminded of the following requirements under the OFF50 state contract:

Pricing Options:

• Ceiling/Not-to-Exceed: Contract discounts and other pricing published under the contract represents “ceiling” or “not-to-exceed” pricing and may be further negotiated.

• Discount off of Manufacturers Suggested Retail Price (MSRP): Contract pricing is a specified discount off of the MSRP catalog price. The vendors cannot offer lesser discount than the offering listed on the Master Price File under this contract. Purchasers are strongly encouraged to further negotiate for higher discounts.

• Discount off of the Vendor Catalog Price: Contract pricing is a specified discount off of the vendor catalog price.

Purchase Options:

The purchase options identified below are the only acceptable options that may be used on this contract:

• Purchases made through this contract will be direct, outright purchases

Warranties:

At a minimum, the Contractor must provide the manufacturer’s standard warranty for all products.

Standard Warranty Contractors must guarantee the equipment offered comes with a standard one (1) or more year(s) warranty from the original equipment manufacturer (OEM) that is valid in the United States. Equipment furnished under the terms of this contract shall be guaranteed against faulty material and workmanship. A standard warranty shall include all expenses including parts, labor, and travel. Contractor must confirm the standard warranty is available when responding to OFF50 quotes for all categories offered under this contract.

Shipping/Delivery/Returns:

Delivery must be F.O.B. Destination, freight prepaid, with all product costs (including all delivery expenses) included with Contractor’s response to Purchasing Entity’s request for quote. F.O.B. destination shall mean inside delivery to the ordering entity’s requested destination. Freight charges, if any, must be identified at the time of the quote response. Freight charges identified after the quote is accepted will not be paid. Freight charges must be no more than the actual freight charge paid by the Contractor.

The Contractor must be responsible for the delivery of products in first class condition at the point of delivery, and in accordance with good commercial practice. Partial shipments may be made only with the express written permission of the Purchasing Entity.

All vendors must agree to deliver items within five to fourteen calendar days of receipt of an order if the item ordered is an in-stock product. If the product is out-of-stock or a customized order, the delivery date must be mutually agreed upon with the Purchasing Entity. If the Vendor finds that any order cannot be delivered at the agreed upon delivery date, the Vendor must notify the Purchasing Entity of the projected delivery date at time of order or within twenty-four (24) hours of receipt of an order.

Product returns: A Purchasing Entity is allowed a period of 30 calendar days after the receipt of an order to make any returns. The 30-day return policy is a requirement unless the Vendor at time of order clearly states in writing to the Purchasing Entity that an item is not returnable. All items being returned by Purchasing Entity must be in their original packaging and in saleable condition.

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