Question_and_Answer_(Q___A)_Set_1.pdf

Department of General Services, Procurement Question and Answer (Q&A) Set # 1 Tablets Dated 4/15/16

Event ID #: 0000000669 Question and Answer (Q&A) Set # 1

Item Bidder Questions State’s Response 1-1 For this RFI are you looking for bids on equipment purchases only? Or, are you accepting bids with pricing buy-downs bundled with activation from the cellular carriers?

The State is looking for bids on equipment purchases only, the accessories and warranty options are intended to augment the Tablet equipment. Please refer to Section 6.4.1 Product Categories within the IFB.

1-2 In regards to this contract, would the State of CA consider a bid silo whereas each tablet or slate must include a monthly cellular data service plan in accordance with the data rate plans already set forth on the State of CA Mobility contract 07-11-70-17?

No, the State will not consider making it a requirement for Tablets to have monthly cellular data service.

1-3 Will the State allow a tablet with a Windows Operating System to be included for the Samsung silo?

Bid the standard operating system supplied with the device. For the awarding contract(s), multiple operating systems may be allowed depending on the State needs.

1-4 Would the state accept a tablet with a detachable keyboard included with the device at no additional cost?

Yes, the device would be acceptable if there is no additional cost to the State.

1-5 The specific tablet models included in the Samsung silo are not current models. Should the current models for each category be included in a response to this opportunity?

Yes, all current models for each category should be provided in the bid.

1-6 Can a bidder propose multiple tablets for each configuration - Small, Medium, Large?

Yes, multiple offers are allowed for each Silo. A separate cost worksheet is require for each bid submitted. Additional models will be allowed in the contract after award as specified in Section 6.4.2, Contract Products.

1-7 If the products listed on the RFP are going EOL and will transition to new models before the state makes an award, would you like to see price on the new products or would you prefer we continue to price the products that will go EOL. Ex

6.4.4; 6.4.4.1 (OPTIONAL)

The State would like to see the price on the new products.

1-8 If we have more than 1 tablet for each size category, would you like us to bid the additional tablets in ‘other’ category or bid multiple tablets for each size?

You may provide multiple bids in a Silo by providing a separate cost worksheet.

If by “Other “category, you mean the “Open” Silo product category, do not bid additional tablets in the “Open” Silo category. The “Open” Silo is for OEM’s not specified in the solicitation.

1-9 In your requirements, you state Win 8 or Win 8.1 OS. Many manufactures are no longer shipping products with that OS since Microsoft has recently released Win 10. Will you accept products that have the new Win 10 OS but can support a Win 8/8.1 OS? In addition, you do not specify a Home or Pro OS. I assume you prefer a Pro OS?

Bid the latest version of windows available, Windows Pro. Exhibit

11.28 E will be modified to reflect this change in an upcoming Addendum.

1-10 How do you define as business class tablets? Business Class - For the following silos only (HP, Dell, Lenovo).

These silos are to sell business class type tablets only. The State defines "business class tablets" as tablets normally marketed by the OEM as business class tablets and, as a minimum, shall meet the following: Window 8.0 or better operating system, TPM 1.2 compliant (or later), docking port, and 3-years parts and labor warranty.

Refer to the solicitation Glossary.

1-11 You state in Exhibit 11.22 (in 6.4.1) that you will only accept Business Class Tablets only, but in the Lenovo silo spreadsheet you list a tablet is that a consumer android tablet (Tab 2). Will you accept consumer android tablets since you request an Android OS? If so, are consumer tablets required to have the same energy star requirements? (6.4.4) If so, are consumer tablets required to have a 3 year onsite warranty? (6.6.1)

Since the Windows 10 version of the Lenovo Yoga Tablet 2 is no longer available, the small category will be removed from the Lenovo Silo. Android tablets are not acceptable in the Business Class Tablets. Exhibit 11.28 E will be modified to reflect this change in an upcoming Addendum.

All manufacturers’ warranties and guarantees are require as follow:

• A period of three (3) years on Business Class and Rugged equipment which consist of the following Silos: Dell, HP, Lenovo, and Rugged.

• A period of one (1) year on Commercial Grade equipment which consist of the following Silos: Apple, Microsoft, Samsung, and Open.

1-12 In your requirements spreadsheet you state you want a 1 year warranty, but in your bid you are requiring your 3 year warranty.

Are we to assume all tablets require a 3 year onsite warranty?

Also is that warranty to cover the tablet battery for 3 years?

Many OEMs have a separate battery warranty. (6.1.1)

Three (3) year warranty is for Business Class and Rugged equipment which includes the battery warranty. One (1) year warranty is for Commercial Grade equipment which also includes the battery warranty. Refer to Section 6.6.1, Warranty.

1-13 Section 4.2.7 Environmentally Preferable Purchasing, Subsection 4.2.7.2 references “replaced PC Servers equipment per Section 6.13. Please clarify why PC Servers are referenced and note that the IFB does not include a Section 6.13.

“PC Servers” was inadvertently referenced in the solicitation. This language will be replaced with “Tablets” in an upcoming Addendum.

Section 6.13 does pertain in this solicitation and it will remain in the solicitation.

1-14 Will the State provide the answers to the questions a couple of days before the draft bid is due?

The State will attempt to provide the questions as swiftly as possible.

1-15 There are numerous Divisions within the State of California that are in various stages of testing and procuring fully ruggedized tablets, but the State has clearly reference a semi-rugged minimum specification requirement listed on Exhibit 11-28-G.

Given that cost factors vary significantly between a semi rugged tablet versus a fully rugged tablet and considering 9.2.9 Final Bid Scoring for OEM Rugged tablets the scoring is weighted up to 850 points, how will the State provide equitable scoring of cost factors between a semi rugged tablet versus a fully rugged tablet?

The State’s minimum requirements for ruggedized tablets are suitable for most applications. Agencies requiring more rugged or specialized tablets will have the option to buy off the statewide contract.

1-16 Just as there are different tablets to for the business category, there needs to be different levels of rugged on the contract at a minimum to keep these departments up and running at the lowest total cost of ownership during their deployment. Will the State consider separate categories for semi rugged tablets and fully rugged tablets to ensure agencies have a State contract to procure fully rugged tablets?

Refer to State’s response on Item 1-15.

1-17 Under 9.3 – Would the State consider rugged 2-in-1 tablets under the Open OEM Rugged category that will meet or exceed the minimum specification requirement listed on Exhibit 11-28- G?

No, the State will not consider the rugged 2-in-1 Tablet.

1-18 Many laptop brands claim that their devices meet MIL-STD-

810G standards, however, digging deeper often reveals significant variances in the testing criteria as defined by the OEM. That’s why you’ll often see a wide disparity in the MIL- STD-810G specifications without requiring disclosure of the specifics beyond a drop test maximum height or an IP rating.

Given that each OEM does different MIL-STD-810G testing and this can be loosely interpreted, would the State clarify the minimum required MIL-STD-810G high/low operating range, temperature shock, vibration, humidity better ascertain the breakage factors and survivability?

Refer to State’s response on Item 1-15.

1-19 Most OEM manufacturers have failure rate data that can range up to 20% or more depending on the respective brand. This failure data can provide a forecast of each OEM/Brands expected performance, durability and reliability predictors during the warranty period. As part of the State Final Bid Scoring evaluation, understanding that State will be directly impacted by tablets that have a known high failure or break rates during the warranty period, will the State be interested in obtaining OEM manufacturer service history and failure rate data?

The State is not gathering this data at this time.

1-20 Does an SBE company that responds directly to this bid automatically qualify for the 5% preference?

Yes, a primary bidder that is a California Certified Small Business qualifies for a 5% preference.

1-21 If a bidder utilizes a qualified 25% subcontractor participant does the bidder need to send at least 25% of the total revenue of the business through the SBE?

Small Business (SB)/Disabled Veteran Business Enterprises (DVBE) participating equates to dollars. This solicitation has limited subcontracting tasks. Please refer to Section 5.4.6.4 Subcontractors CUF Requirements for Table 5.4.6.4.1 Subcontractor Task Allowances to view the subcontracting tasks for this solicitation.

1-22 Since DGS does not allow “joint” purchase orders whereby a client lists both the prime and the SB/DVBE on its PO, if the services do not account for 25% of the revenue to maintain compliance, how does a larger reseller maintain compliance?

Please refer to Table 5.4.6.4.1 Subcontractor Task Allowances to view the subcontracting tasks allowed for this solicitation.

1-23 Can a subcontracted SBE source product directly from an OEM that only references the prime bidder (VAR) on a PO?

No, please refer to Table 5.4.6.4.1 Subcontractor Task Allowances to view the subcontracting tasks allowed for this solicitation.

1-24 Can a DVBE that performs its own services, and that is also an SBE, get as high as 9-10% preference if they are the prime?

Yes, up to 10% is possible for preferences and incentives.

1-25 Is it the State’s intent to award a single OEM brand tablet product line? Or just two OEM brand product lines? Or three or more OEM brand product lines that meet or exceed the OEM – Rugged Silo minimum specification requirement listed on Exhibit 11-28-G?

It is the States intend to award all Silos. All OEMs may only be awarded a single Silo except for Open and Rugged Silos. At the State discretion, Open and Rugged Silos may have multiple awards as stated in Section 9.3.1 Additional Award for Open and Rugged Silos.

1-26 How will the State provide fair and equitable final scoring when pricing disparity occurs between semi-rugged tablets and fully-rugged tablets that will vary by more than five (5) percent of the highest point total within the OEM - Rugged Silo?

The configurations are intended for semi-rugged tablets. Bidders may bid equipment that meets or exceeds the minimum qualifications

1-27 Why does the State seek a designated OEM brand for Business Class brands, but not for the OEM - Rugged Silo? This could be disadvantageous to the California Highway Patrol or the Division of Forestry and Fire Protection who may require a fully rugged tablet to support their mission.

Bidders may bid equipment that meets or exceeds the minimum qualifications. Agencies with special requirements may buy outside the awarded contract.

1-28 With respect to Section 9.2.11.1 Category Scoring, what are the minimum OEM manufacturer qualification requirements? For example, does the State require certification for IS0-9001 Quality Assurance Management? Disclosure of OEM Manufacturer past history of BIOS Vulnerabilities?

This is not a requirement at this time.

1-29 To ensure minimum Supply Chain Security and mitigate risks of data breaches, will the State require OEM rugged tablets to be TAA compliant products as put forth in the Trade Agreements Act (19 U.S.C. & 2501-2581)?

No.

1-30 Will the State require the Country of Origin to be disclosed for products bid on the OEM – Rugged Silo?

No.

1-31 Will the State require sanitation control compliance for OEM – Rugged tablets to be compatible with a variety of common wipe forms of disinfectant solutions for workforce safety?

No

1-32 The Tablet RFI was conducted in 2014. Since then, the naming conventions of the Dell Family have changed. Can you please change the Cost Worksheets (Exhibit 11.28) to reflect the current Dell Models? Venue 8 Pro 5855, Venue 10 Pro 5056 and Venue 11 Pro 7140.

Exhibit 11.28 B Dell Evaluation Model and Cost Worksheet will be modified to reflect these changes in an upcoming Addendum.

1-33 The Dell Venue configurations have changed as well. Can you please make the following changes:?

a. Venue 8 Intel® Atom™ Processor Z3745D

1.83GHz Quad Core with Intel® Burst Technology is replaced by the newer "Intel® Atom™ x5-Z8500 Processor (Quad Core, 2.24GHz 2MB Cache)"

b. Venue 8 Pro minimum storage listed in the worksheet is 32GB. The new minimum config is

64GB.

c. Venue 10 Pro Intel Atom Processor Z3735F (2M Cache, up to 1.83 GHz) is replaced by the newer "Intel Atom X5 Z8500 (up to 2.4 GHz, QC,

d. Venue 10 Pro minimum memory listed in the worksheet is 2GB, the new minimum memory is

4GB.

Refer to State’s response on Item 1-32.

1-34 The Cost Worksheets Exhibit 11.28 for HP, Lenovo, Samsung and MS all specify a 1 year mail in warranty. However the Dell Cost Worksheet specifies 3 year onsite warranties. Can the Dell warranty requirements be changed to one year limited warranty, comparable to HP, Lenovo, Samsung and MS? Or can everyone be requested to provide a 3 year onsite warranty?

Refer to State’s response on Item 1-11.

1-35 The State lists various operating systems across the manufacturers and within manufacturer categories. Example HP is required to provide all MS ‘PRO’ operating systems. Dell is required to provide both Home and Pro. Microsoft is required to provide Home for the Surface 3 but PRO for the Surface 4.

Lenovo is required to propose 8.1 Home. There is a distinct pricing advantage in proposing Windows HOME versus Windows Pro. Can all vendors be required to propose Windows PRO, so that the playing field is even across the manufacturers?

Requirement is for the latest version of Windows Pro available for the specific tablet.

1-36 Is the State aware that Microsoft will be restricting all manufacturers to only sell Windows 10, on all products starting in October of 2016? If so, should the Worksheets be changed to reflect Windows 10Pro for all products from all manufacturers?

Exhibit 11.28 E Microsoft Evaluation Model and Cost Worksheet will be modified to reflect these changes in an upcoming Addendum.

1-37 HP, DELL and Lenovo are required to bid ‘Business Class

Tablets’. The State’s definition of this tablet is Windows 8.0, TPM 1.2, docking port and 3 years Parts and Labor Warranty.

a. Why do the Cost Worksheets for HP and Lenovo reflect ONE year warranty? Does a Business Class Tablet need a 3 year warranty per the States definition in the Glossary?

Business Class equipment requires a 3 year warranty. Exhibit 11.28 C HP Evaluation Model and Cost Worksheet and Exhibit 11.28 D Lenovo Evaluation and Cost Worksheet will be modified to reflect the 3 year warranty in an upcoming Addendum.

1-38 Where is the definition of the Commercial Class Tablet?

a. If vendors outside of Dell, HP and Lenovo are allowed to bid non-Microsoft operating systems, and only 1 year warranties (versus 3), those vendors will be at a distinct pricing advantage versus Dell, HP and Lenovo.

There are no price advantages as each Silo will be evaluated and awarded separately. Commercial Class Tablets are not competing against Business Class Tablets in evaluation.

1-39 What security software will be deployed for Tablets not running Windows?( Windows Tablets can use AD for authentication) Will the cost of this software be added to the ‘Commercial Class Tablet’ Cost Worksheets?

Security software for non-window tablets are not part of this solicitation.

1-40 A small finite number of vendors can provide products for this category based on the States Cost Worksheet Evaluation forms.

To increase vendor participation, would the State allow IEC IP 64 for the ‘Small’ configuration?

No.

1-41 All evaluation units in all SILOs have a 1 year warranty except Dell. Please change the Dell Evaluation Model to 1-year limited warranty.

The State will not change the business class equipment warranty.

1-42 The silos contract hardware for Dell, HP, and Lenovo shall be restricted to Business Class Tablets only.

Why are only Dell, HP and Lenovo restricted to Business Class Tablets only? This will give the other SILOs such as Apple, Microsoft and Samsung a price advantage.

Refer to State’s response on Item 1-38.

1-43 For Medium, Surface 3 , which version of Windows 8.1 or later is required? Home or Pro? fyi, Windows 10 Pro includes security encryption, remote login and creating virtual machines.

Use version Windows 10 Pro.

1-44 The Surface Pro 3 Type Cover (Cyan) has been discontinued by

Microsoft. Can you please replace with Surface Pro 4 Type Cover (bright blue)?

Yes, Exhibit 11.28 E Microsoft Evaluation Model and Cost Worksheet will be modified to reflect these changes in an upcoming Addendum.

1-45 Does the State mean Surface Pro 4 and four USB ports? Surface Pro Dock with four USB ports.

1-46 Does the State mean Surface Pro 4? Yes.

1-47 Section 8 Proposal Format Sections, Volume II, Completed

Contract- Duplication in Response Item Descriptions?

a) Exhibit 11.31 Standard Agreement (is this

11.24??)

b) Exhibit 11.33 Statement of Work (is this 11.26??

Section 8.2.2 Volume II – Completed Contract, will be modified to revise correct exhibit numbers in an upcoming Addendum.

a) Yes, it is 11.24 Standard Agreement (STD 213)

b) Yes, it is Exhibit 11.26 Statement of Work

1-48 Administrative Requirements Response, Exhibit 11.25 - Duplication in Response Item Descriptions?

a) IFB Reference 5.4.6 Bidder Declaration (which is Exhibit 11.7-Bidder Declaration Form)

b) IFB Reference 5.4.8 Bidder Declaration (is this Exhibit 11.9-DVBE Declaration Form

(STD 843)???)

Exhibit 11.25 Administrative Requirements Response, will be modified to revise item 15. to state “DVBE Declaration” in an upcoming Addendum.

a) Yes, it is Exhibit 11.7, Bidder Declaration Form (GSPD-05- 105)

b) Yes, it is Exhibit 11.9, DVBE Declaration Form (STD 843)

1-49 Request to transition the “Small Size Tablet” to HP Model Pro

608 SKU #N3G33AA

a. Upon review of the Tablet products listed in above Event ID – Hewlett Packard noted that the Small Size Tablet listed (Model Pro 408 SKU # L4A34UT) is now End of Life

b. Please note that the product “Evaluation Model” requirements listed on Exhibit 11.28_C_HP have changed and therefore, HP has provided a detailed Model transition matrix to provide the new requirements

Exhibit 11.28 C HP Evaluation Model and Cost Worksheet will be

1-50 Request to transition the “Large Size Tablet” to HP Model Pro x2 1012 G1 SKU # T8Z04UT

a. Upon review of the Tablet products listed in above Event ID – Hewlett Packard noted that the Small Size Tablet listed (Model Pro x2 612 G1 SKU # K4K76UT) is now End of Life

b. Please note that the product “Evaluation Model” requirements listed on Exhibit 11.28_C_HP have changed and therefore, HP has provided a detailed Model transition matrix to provide the new requirements

Exhibit 11.28 C HP Evaluation Model and Cost Worksheet will be