RFB BXD-7238 laptops.doc

State of Wisconsin

Wis. Statutes s.16.75

DOA-3070 (R05/2014)

BIDS MUST BE SEALED AND ADDRESSED TO:

FORMCHECKBOX

Remove from bidder list for this commodity/service. (Return this page only.)

AGENCY ADDRESS:

BRENDA DERGE/PURCHASING SERVICES

DEPARTMENT OF CORRECTIONS

3099 E WASHINGTON AVENUE

P.O. BOX 7991

MADISON WI 53707-7991

REQUEST FOR BID THIS IS NOT AN ORDER

Bid envelope must be sealed and plainly marked in lower corner with due date and Request for Bid #BXD-7238. Late bids will be rejected. Bids MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the bid is due. Bids dated and time stamped in another office will be rejected. Receipt of a bid by the mail system does not constitute receipt of a bid by the purchasing office. Any bid which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection. Bids must be submitted separately, i.e., not included with sample packages or other bids. Bid openings are public unless otherwise specified. Records will be available for public inspection after issuance of the notice of intent to award or the award of the contract. Bidder should contact person named below for an appointment to view the bid record. Bids shall be firm for acceptance for sixty (60) days from date of bid opening, unless otherwise noted. The attached terms and conditions apply to any subsequent award.

BIDDER (Name and Address)

Bids MUST be in this office no later than

June 4, 2019 3:00 PM CT Name (Contact for further information)

Brenda Derge Date May 9, 2019 Phone

608-240-5499 Email

DOCProcurementManager@wisconsin.gov May XX, 2018 Phone

608-240-XXXX

Quote Price and Delivery FOB

Destination

FORMCHECKBOX

Fax bids are not accepted

Description

STATE OF WISCONSIN

DEPARTMENT OF CORRECTIONS

REQUEST FOR BID (RFB) #BXD-7238

Correctional Setting Computer Laptops and Accessories

Delivery Time Per Specifications

FORMCHECKBOX

We claim minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder must be certified by the Wisconsin Department of Administration Minority Business Certification Program. If you have questions concerning the certification process, contact the Wisconsin Department of Administration, 101 E. Wilson St., 6th Floor, PO Box 7970, Madison, Wisconsin 53707-7970, (608) 267-9550. Does not apply to printing bids.

FORMCHECKBOX

We claim disabled veteran-owned business preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Disabled Veteran-Owned Businesses. Bidder must be certified by the Wisconsin Department of Administration Supplier Diversity Program. If you have questions concerning the certification process, contact the Wisconsin Department of Administration, 101 E. Wilson St., 6th Floor, PO Box 7970, Madison, Wisconsin 53707-7970, (608) 267-9550. Does not apply to printing bids.

FORMCHECKBOX

We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., P.O. Box 7867, Madison, Wisconsin 53707-7867, (608) 266-5462 or (608) 266-5669.

Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States.

FORMCHECKBOX

Yes FORMCHECKBOX No FORMCHECKBOX Unknown

In signing this bid we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of perjury.

We will comply with all terms, conditions and specifications required by the state in this Request for Bid and all terms of our bid.

Name of Authorized Company Representative (Type or Print)

Title

Phone

Fax

Signature of Above

Date

Email

Website

This form can be made available in accessible formats upon request to qualified individuals with disabilities

STATE OF WISCONSIN

DEPARTMENT OF CORRECTIONS

REQUEST FOR BID (RFB) #BXD-7238

Correctional Setting Computer Laptops and Accessories

TABLE OF CONTENTS

DEFINITIONS

1.0

INTRODUCTION, PURPOSE, AND SCOPE

2.0

BID PROCEDURE AND INSTRUCTIONS

3.0

BID ACCEPTANCE, REVIEW, AND AWARD

4.0

BIDDER QUALIFICATIONS

5.0

MANDATORY GENERAL AND TECHNICAL REQUIREMENTS

6.0

PRICING

7.0

TERMS AND CONDITIONS

Standard Terms and Conditions (Requests for Bids/Proposals) (DOA-3054) Appendix A, Special Terms and Conditions (Attached separately on eSupplier Portal) 8.0

REQUIRED FORMS AND ATTACHMENTS

ATTACHMENTS

· Appendix A

· Attachment A, Cost Sheet and Technical Specification Response

· Attachment B, Response to Bid Requirements

· Form DOC-3832, Bidder Required Form

DEFINITIONS:

The following definitions and acronyms are used throughout the bid:

1 INTRODUCTION, PURPOSE, AND SCOPE

1.1 SCOPE

The Wisconsin Department of Corrections (DOC), through its Purchasing Services Section (Purchasing), on behalf of the Division of Adult Institutions (DAI) is requesting bids for the purchase of correctional setting computer laptops and related accessories.

The purpose of this bid is to obtain equipment intended for use by Offenders in a correctional setting and may be used by other Authorized Users. DOC intends to utilize the results of this RFB to award one Contract. The Contract resulting from this RFB will be administered by the DOC Division of Adult Institutions (DAI) Office of Programs Services/Education Contract Administrator.

The scope does not include:

· Subscription software; or

· Software such as an Operating System (OS) and any included commercial off-the-shelf (COTs) software provided by the OEM as requested in the required configuration; or

· Hardware required to solely support wide area network (WAN) operation and management; or

· Equipment leases and rentals;

· Product deployment; or

· Used or refurbished Products.

For purposes of receiving the benefits of reduction in administrative time and expenses, and to obtain the benefit of volume purchases, the resulting Contract is intended to also be open for use by all State Agencies and institutions. Wisconsin municipalities and federally recognized state Indian tribes and bands may utilize the Contract. (Collectively referenced herein as Authorized Users).

This bid document and the awarded Bidder’s response, as accepted by DOC, shall become part of the Contract.

Since computing technology is changing and is anticipated to evolve over the life of the Contract, DOC reserves the right to add or delete Products similar to the scope of the original solicitation at the sole discretion of the DOC after review and approval. Such review and approval process for added or deleted Products will be in writing between both parties.

The Wisconsin Department of Corrections is the sole point of contact during this RFB process.

1.1.1 Background

The Wisconsin Department of Corrections is focused on public safety through the custody and community supervision of Offenders. DOC offers education, programming, and treatment to Offenders to enable them to be successful upon their return to the community. DOC/DAI protects the public through secure and humane treatment of inmates committed to its custody and affords inmates the opportunity to gain skills and insight into their criminal behavior that are needed to support a crime-free life upon release to the community.

DOC DAI intends to pilot a program for Correctional Clients to access current electronic education-related resources housed on secure servers that are either controlled by DOC or approved by DOC. The pilot program requires secure laptops for use with DOC DAI education programs and classes.

The DOC DAI pilot (“pilot program”) is planned for approximately 135 Correctional Clients in the 2019 fall semester. The pilot will include 8 medium and minimum security prisons throughout Wisconsin. The pilot program includes:

· Approximately 150 devices and related accessories (including AC power supply)

· 80 docking stations

· 150 additional AC power supply The pilot program results will determine whether DOC will invest in additional correctional setting computer laptops and related accessories for other locations and/or to expand the pilot program locations.

Under the pilot program, laptops will be shipped to the central DOC office located in Madison. Each laptop will be delivered without an operating system installed.

The operating system will be loaded by DOC and may include either Chrome OS (Linux kernel-based) or CloudReady. Once the operating system is loaded, the laptops will function without connection to network resources while not connected via a docking station. DOC will be responsible for the new laptop distribution to the DOC locations.

Correctional Clients using the laptops will be able to access and view educational resources within their DOC housing units. Correctional Clients will use the laptops within their housing unit and respective cells in an offline environment.

The unique nature of DOC security requirements for equipment used within DOC housing units and individual cells requires specific laptop security features and restrictions that are reflected in the specifications.

1.2 CONTRACT TERM

The initial Contract term will be effective from the date of the Purchase Order and shall run through June 30, 2020, with options to renew the Contract for four additional one-year terms upon written mutual agreement between both DOC and the Contractor.

Renewals are not automatic renewals. The Contract performance will be reviewed before a renewal decision is made. Any renewals shall be authorized by mutual written agreement between both parties.

1.3 CONTRACT MODIFICATIONS

DOC reserves the right to add or delete items during the Contract term to meet the needs of the DOC. Any modifications made to the Contract must fall within the scope of the Bid and be rendered in writing and signed by both parties or such modifications will be void.

In no event shall the Contractor be paid or entitled to payment for Commodities that are not under the Contract scope.

DOC shall have the right to renegotiate the terms and conditions of this Contract to the extent required to accommodate a change in governing law or policy.

1.4 Executed contract to constitute entire agreement

In the event of award, the contents of this RFB (including all attachments), RFB addenda and revisions, the bid of the successful Bidder, and additional terms agreed to in writing by DOC and the Contractor shall become part of the Contract. Failure of the successful Bidder to accept these as a contractual agreement may result in a cancellation of award.

In the event of any conflicts or disputes between the parties about the meaning or terms of any part of the Contract, the following priority of documents will be used to resolve the conflict or dispute:

1. State of Wisconsin Standard Terms and Conditions (Forms DOA-3054 and DOA 3681);

2. Special Terms and Conditions (Appendix A);

3. Final signed Contract including any attachments or amendments;

4. Official State of Wisconsin Purchase Order;

5. Bidder’s written bid document as accepted by DOC;

6. State of Wisconsin RFB, including any amendments;

7. Other exhibits/attachments The Contractor should retain a copy of all documents cited in this Section for use throughout the term of the Contract.

1.5 eSUPPLIER registration

Registration on the State of Wisconsin eSupplier Portal for bidders (https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_BIDDER) is available free of charge to all businesses and organizations that wish to sell commodities and/or services to the State. By registering on the Wisconsin eSupplier Portal, a Bidder may register for a bidders list for any commodity and/or service the Bidder is interested in providing to the State. The Wisconsin eSupplier Portal for bidders also provides automatic email notification each time DOC or another procuring State Agency posts a solicitation with an estimated value over $50,000 in their designated commodity and/or service area(s). Only registered Bidders with a valid email address at the time a solicitation is posted via Wisconsin eSupplier Portal will receive email notifications of amendments. Bidders who obtain the solicitation from a third party, through the State of Wisconsin Public Notices website, VendorNet website, or by any other means assume responsibility for checking the Wisconsin eSupplier Portal for updates to the solicitation.

2 BID PROCEDURE AND INSTRUCTIONS

2.1 REASONABLE ACCOMMODATIONS

The DOC will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If accommodations at a bid opening are needed, contact DOCProcurementManager@wisconsin.gov.

2.2 BID SUBMITTAL

Bidders may submit their bid responses via any of the following methods:

1) eSupplier Portal; or

2) mail; or

3) hand delivery; or

4) email.

Instructions for each bid submittal method is included in this Section.

The bid responses must be received through one of these bid response methods and date and time stamped no later than the due date in the Calendar of Events, Section 2.3. Failure to properly submit all required documents by the due date and time will result in rejection of the RFB.

Complete bid responses received after that date and time will be rejected. Receipt of a bid by the State mail system does not constitute receipt of a bid by the DOC Purchasing Services Section. Plan to allow extra time to ensure complete bid submittal by the deadline.

1) eSupplier Portal Bid Response Submittal:

Bidders electing to submit bids via the eSupplier Portal shall follow the instructions given in the eSupplier Portal system, including any Frequently Asked Questions (FAQs).

Allow time for entering a Bid Response in eSupplier. Keep in mind the following if an error occurs:

· File names must be no longer than 64 characters, including the file extension (e.g., “.docx”) and cannot contain special characters (e.g., commas or percent signs).

· The maximum file size is 80MB.

· The eSupplier system will not allow a file with macros included and enabled.

· Bidder may only upload a single file in response to a question. Uploading additional files will overwrite the previous upload. If the Bidder has a need to attach multiple files, the Bidder will either consolidate the documents into a single file, or will need to upload one in response to the question and upload the rest using the Upload File button on the Submit Online Response page.

· In order to officially submit a Bidder response, Bidder shall click the Submit button and receive verification that the Bidder response has been submitted.

2) Mail or Hand Delivery Bid Response Submittal:

a) Mailed or hand delivered bids must be clearly marked, packaged, sealed, and submitted to one of the applicable addresses:

Mail

Hand Delivery

USPS ADDRESS

COMMON CARRIER ADDRESS

Brenda Derge/Purchasing Services Section

Brenda Derge/Purchasing Services Section

DEPARTMENT OF CORRECTIONS

DEPARTMENT OF CORRECTIONS

PO BOX 7991

3099 EAST WASHINGTON AVENUE

MADISON, WI 53707-7991

MADISON, WI 53704-4338

b) Mailed or hand delivered bids shall include:

· One original, marked as such, in a sealed package clearly marked with:

· The Bidder’s name and address

· RFB Title: Correctional Setting Computer Laptops and Related Accessories

· RFB Number: #BXD-7238

· An electronic copy (on a USB thumb drive or flash drive) of the bid response (in Microsoft Word or Adobe format). All electronic copies must exactly match the hard copies.

3) Emailed Bid Response Submittal:

a) Emailed responses shall be submitted and completely received to the following central mailbox: DOCProcurementManager@wisconsin.gov

b) Emailed bid responses shall include:

· The Email subject line must include the Bid number and title.

· RFB #BXD-7238, Correctional Setting Computer Laptops

· The email submittal must contain one electronic copy of the bid response. If Bidder is submitting multiple bids, each bid shall be treated separately. Bidder shall follow Section 2.5, Multiple Bids.

· Any information deemed confidential on the DOA-3027 form shall be attached as a separate electronic document with “Confidential” appearing first in the subject line.

· Email attachments cannot exceed 15 MB. If the documents will exceed 15 MB, then more than one email may be submitted for purposes of sending all bid documents. Each email must be labeled with the RFB number and RFB title. For purposes of associating all messages sent with the Bid Submittal, emails should also be labeled as “1 of 3,” “2 of 3,” “3 of 3”, etc.

· After the email is received, an email acknowledgement should be emailed to the sender. If the sender does not receive an acknowledgement, the sender should contact the Procurement Manager.

· If the email is rejected by the system, the Bidder should contact the Procurement Manager to report the issue.

4) Faxed bids are NOT accepted.

2.3 CALENDAR OF EVENTS

Listed below are important dates and times by which actions related to this Request for Bid (RFB) must be completed. In the event that DOC finds it necessary to change any of these dates and times it will do so by issuing an amendment to this RFB, unless the event is listed as estimated or approximate:

DATE

EVENT

May 9, 2019

Date of Issue of the RFB

May 21, 2019

Last day for submitting written questions

May 23, 2019

DOC responses to questions posted to eSupplier (estimated)

June 4, 2019

Bids due from Bidders 3:00 PM CT

2.4 FORMAT OF BID

Responses to this RFB must comply with the following format requirements. Failure to meet a mandatory requirement shall disqualify the bid.

2.4.1 METHOD OF BID

The Bidder shall submit bid prices on Attachment A – Cost Sheet and Technical Specification Response. Prices shall be in U.S. dollars unless otherwise indicated. In the event of errors in calculation, unit price shall prevail.

2.4.2 SIGNED REQUEST FOR BID FORM (DOA-3070) - cover sheet, first page of RFB

2.4.3 SIGNED BIDDER REQUIRED FORM, Form DOA-3832

Include the completed and signed DOA-3832 form, including Section 7, Bidder Certifications. By signing the form in Section 8 and completing the Bidder, the Bidder is stipulating that their bid submitted is predicated upon the terms and conditions of this RFB and any amendment(s) thereof. Bids submitted in response to this RFB must be signed by the person in the vendor’s organization responsible for the pricing decision or by a person authorized agent.

This link to Form DOA-3832 includes:

· Section 1: Bidder Information

· Section 2: Bidder Contacts

· Section 3: Bidder References

· Section 4: Designation of Confidential and Proprietary Information

· Section 5: Bidder Agreement: Wisconsin’s Cooperative Purchasing Service

· Section 6: Bidder Identification

· Section 7: Bidder Certifications

· Section 8: Bidder Signature

2.4.4 ATTACHMENT A: COST SHEET AND TECHNICAL SPECIFICATION RESPONSE

Bidders must follow instructions and submit bid prices on Attachment A. Bidder shall also respond using this Attachment A for equipment mandatory minimum technical requirements.

2.4.5 ATTACHMENT B: RESPONSE TO BIDDER REQUIREMENTS

Bidders must complete the Attachment B. This form must be completed by check marking each item Yes or No and signing the bottom of the form. By marking these boxes, the Bidder is acknowledging the ability to meet and comply with mandatory bid specifications.

2.4.6 State of Wisconsin Terms and ConditionS

The Standard (DOA-3054) Terms and Conditions and Appendix A, Special Terms and Conditions (Attached separately on eSupplier Portal) shall govern this RFB and subsequent award. Vendors must accept these terms and conditions or submit point-by-point exceptions in an editable format clearly showing redlines along with proposed alternative or additional language for each point. Submission of any standard vendor contracts as a substitute for language in the terms and conditions is not a sufficient response to this requirement and may result in rejection of the vendor's bid response. DOC reserves the right to negotiate contractual terms and conditions when it is in the best interest of the DOC to do so.

2.4.7 ADDITIONAL INFORMATION

Include any further information that will be essential to an understanding of the RFB.

2.5 INCURRING COSTS

The State of Wisconsin is not liable for any cost incurred by a vendor in the process of responding to this RFB.

2.6 MULTIPLE BIDS

Multiple bids from a vendor are permissible; however, each bid response must conform fully to the requirements for bid submission. When submitting multiple bids, each such bid must be separately submitted and each bid is clearly labeled as Bid #1, Bid #2, etc. on each page included in the respective bid submittal response. See eSupplier for additional instructions on submitting multiple bids using eSupplier.

2.7 COMMUNICATIONS, CLARIFICATIONS AND/OR REVISIONS THROUGH DESIGNATED CONTACT

All communication and/or questions regarding this RFB must be made by email, refer to RFB #BXD-7238 and be directed to DOCProcurementManager@wisconsin.gov. As an alternative, questions may be submitted directly into the eSupplier event.

Bidders are expected to raise questions, exceptions, or requests for clarifications concerning the RFB document using the Calendar of Events date(s) designated in RFB section 2.3. If at any time prior to the bid due date, a Bidder discovers significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB, the Bidder shall immediately notify the Procurement Manager and request modification or clarification of the RFB document.

In the event it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFB, supplements or revisions, including addendums and amendments, will be posted on eSupplier (https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_BIDDER).

All contact or communication with any employee or officer of the State of Wisconsin concerning this RFB, except through DOC Purchasing Services Section and directed to the Procurement Manager or designee (DOCProcurementManager@wisconsin.gov), is strictly prohibited during the period from the date this RFB is released until the notice of award is issued. The Procurement Manager may authorize in writing contact or communication with another State employee or officer as circumstances may dictate. Prospective Bidders who hold a current contract(s) with the DOC may continue to communicate with the Contract Administrator(s) regarding the performance of that current contract(s) only.

If the Bidder does not follow the instructions in this Section, DOC may be consider sufficient cause for rejection of a bid, irrespective of any other considerations.

3 BID ACCEPTANCE, REVIEW, AND AWARD

3.1 BID OPENING

Bids will be opened on the date and time indicated in the RFB Section 2.3, Calendar of Events at 3099 East Washington Ave. Madison, WI 53707. Names of the Bidders shall be read aloud at that time.

3.2 BID ACCEPTANCE

Bids which do not comply with instructions or are unable to comply with specifications contained in this RFB may be rejected by the State. The State retains the right to accept or reject any or all bids, or accept or reject any part of a bid deemed to be in the best interest of the State. The State shall be the sole judge as to compliance with the instructions contained in this RFB.

3.3 BID REVIEW

Bids will be reviewed by DOC to verify compliance with specified requirements in this RFB. This verification may include and is not limited to: requesting additional information for clarification, and reviewing results of past awards to the vendor by the State of Wisconsin.

Failure to meet a mandatory requirement May disqualify THE bid. However, if no Bidder is able to meet an individual mandatory qualification, requirement, or condition of bid, DOC reserves the right to delete that mandatory requirement and continue the review of Bids to select the Bid that most closely meets the requirements specified in this RFB.

3.4 METHOD OF AWARD

DOC intends to make one award for this RFB. Using the Attachment A, Cost Sheet and Technical Specification Response, the Bid award will be made on the basis of the lowest TOTAL PRICE from the responsive, responsible Bidder that meet the minimum requirements.

The total price will be determined by:

[Line 4, Model Bid price multiplied by 150 devices] + [Line 30, Docking Station price multiplied by 80 devices] + [Line 33, AC Power Supply price multiplied by 150]

= TOTAL PRICE

The DOC reserves the right to accept or reject any and all bids in whole or in part which is judged to be in the best interest of the DOC. The Department also reserves the right to negotiate pricing further with the lowest responsive and responsible Bidder. DOC does not guarantee it will purchase any specific quantity or dollar amount. Bids that require a minimum number of Commodities ordered will be rejected. There will be no guarantee to purchase any specific quantity, or pay any minimum price during the term of the Contract.

DOC reserves the right to clarify any bid response documents where required. The awarded Bidder may be subject to user acceptance testing including but not limited to the technical requirements such as testing the functionality and features of the ILS. Failure to meet RFB requirements in the user acceptance testing may be grounds for rescinding bid award. If the bid award is rescinded, the DOC reserves the right to award to the next lowest Bidder.

3.5 MINORITY BUSINESS ENTERPRISE

Bids from a certified Minority Business Enterprises (MBE) may be provided up to a five percent (5%) bid preference in accordance with Wis. Stats. s. 16.75(3m). The MBE must be certified by the State of Wisconsin Department of Administration to be eligible for the preference. Indicate if your company is a certified MBE by checking the box on Section 6 of form DOA-3832 or indicate if applicable by checking the box on the front page, form DOA-3070.

3.6 DISABLED VETERAN-OWNED BUSINESSES

Bids from certified Disabled Veteran-Owned Business (DVB) may be provided up to a five percent (5%) bid preference in accordance with Wis. Stats. s. 16.75(3m). A DVB must be certified the by the Department of Administration to be eligible for the preference. Indicate if applicable by checking the box on Section 6 of form DOA-3832 or indicate if applicable by checking the box on the front page, form DOA-3070.

3.7 QUALIFIED WORK CENTER

If a responsive, responsible State qualified work center meets the fair market price and other work center program criteria, the award will be made to the work center (Wisconsin State Statute 16.752). Indicate if applicable by checking the box on Section 6 of form DOA-3832 or indicate if applicable by checking the box on the front page, form DOA-3070.

3.8 NOTIFICATION OF AWARD

Any Bidders that respond to this RFB, will be notified in writing of the DOC’s notification of award.

4 BIDDER QUALIFICATIONS

To be eligible for an award, the Bidder must have the minimum qualifications as listed below or Bidder will be disqualified. All Bidder qualifications in this section are mandatory. The Bidder must use Attachment B (Response to Bid Requirements) to respond to this section. See RFB Section 3.3. It is the Bidder’s responsibility to acquaint DOC with these qualifications by submitting appropriate or supporting documentation.

4.1 Bidder shall currently be in business supplying computer hardware Product similar in size and scope of this Bid for a minimum period of two (2) years.

4.2 Bidder must be an OEM, authorized reseller, authorized dealer, or authorized distributor of the original equipment manufacturer with repair capabilities for the equipment.

Documentation required:

Bidder shall provide printed evidence and the web link to demonstrate the Bidder is listed on the OEM’s website or shall provide a letter from the OEM stating the Bidder is: 1) Authorized to sell the Product, 2) Authorized to service the Product; and 3) Authorized and able to request and provide OEM equipment warranties.

4.3 Bidder shall provide warranty documentation per RFB, Section 5.4. Bidder shall provide information on how intentional damage is handled under the provided warranty.

Documentation required:

Bidder shall provide all warranty documentation related to the scope of this bid, including the handling of intentional damage under the warranty

5 MANDATORY GENERAL AND TECHNICAL REQUIREMENTS

All requirements in this section are mandatory minimum requirements unless otherwise stated. DOC will be the sole judge of equivalency and acceptability. See RFB Section 3.3.

5.1 TECHNICAL REQUIREMENTS

a) Bidder shall complete Attachment A, “Laptop” tab, column C following the instructions. Column B represents the minimum specifications. Product shall meet or exceed the mandatory minimum requirements unless the RFB indicates features are not allowed.

b) The following technology are restricted and cannot be included in the Laptop:

· WiFi

· Bluetooth

· USB Ports

· Camera

· Removable storage

· Other technology not required in the minimum requirements and deemed unnecessary by DOC.

5.2 NEW PRODUCT

All items bid must be manufacturer’s current production Products, unless otherwise specified. All equipment bid must be new unless mutually agreed upon.

5.3 ORDER AND DELIVERY

a) Contractor shall provide quotes and invoices which references the Contract number, lists an itemization of the equipment, and clearly indicates the Contract pricing and total.

b) The Contractor shall acknowledge receipt of an Order within two business Days of receipt or the Order. Acknowledgement of the Order indicates to the Authorized User that the Order, terms, and delivery can be met per the Contract.

c) The equipment must be shipped within 60 days of receipt of the Order unless mutually agreed upon. Failure to comply with this requirement may result in cancellation of the Order.

d) Authorized Users shall place Orders directly with the Contractor.

e) Product shipments shall include a label, visible on the outside of the packaging, which includes the Authorized User’s name, address, and any other information identified on the Order specified for delivery.

f) The Authorized User retains the option to agree to the delivery date of back-ordered Product or cancel the Order.

5.4 WARRANTY AND SUPPORT

a) The Contractor shall honor a minimum of a one year manufacturer’s warranty on all equipment.

b) If system fails during the warranty period and the warranty covers the Product issue, Contractor shall send a replacement within 60 days of receiving the DOC request when the request is received or as mutually agreed upon.

c) Bidder shall include all warranty documents with their bid response, including how intentional damage is covered under the original or an extended warranty.

d) The Contractor shall provide support of the equipment purchased. Telephone support shall be available Monday through Friday during normal business hours, excluding State holidays. When the issue cannot be resolved by phone, Contractor shall provide shipping instructions to repair or replace the equipment at no additional cost to the Authorized User.

e) When the warranty does not cover the Product issue, such replacement and repair for damaged devices shall occur within 60 days from Order receipt or as mutually agreed upon.

f) When a defective Product is replaced, the defective part becomes the property of the Contractor.

5.5 CONTRACTOR POINT OF CONTACT

Contractor shall have a point of contact person to provide quotes, answer questions, resolve equipment and delivery issues, and ongoing communication. DOC will be notified promptly of any change to the Contractor’s point of contact.

6 pricing

6.1 FOB DESTINATION, FREIGHT PREPAID AND ALLOWED

Delivery will be made by common carrier or Contractor’s vehicle, with unloading to be performed by the carrier or Contractor and carton(s) transported to the interior or ground floor. All bid prices submitted must include all packing, freight, insurance charges and installation/operation manuals. Failure to bid FOB DESTINATION, FREIGHT PREPAID AND ALLOWED in the bid price or discount will disqualify the bid.

Expedited or overnight deliveries, if requested by the Authorized User, may be a reasonable billable cost as mutually agreed upon between Authorized User and Contractor and shall be itemized in the written quotation and invoice.

6.2 FIRM PRICES

Prices for the initial Contract term must reflect costs on Attachment A unless otherwise negotiated to be lower. The prices shall include all Product to meet the requirements of this RFB.

Prices established may be lowered at any time during the contract term due to general market conditions with automatic approval from the DOC Contract Manager.

Pricing at the time of the Order shall be computed on the contractual pricing in effect on the day an Order is placed.

6.3 CONSIDERATION OF ALL INHERENT COSTS

Bid prices shall take into consideration all inherent costs of providing the Commodities. Authorized Users shall not pay any additional charges beyond the bid scope, including travel costs.

6.4 PRICE INCREASE REQUESTS

Price increase requests are limited to one time during a twelve (12) month period unless a material market change requires additional review. Proposed price increases are limited to fully documented cost increases incurred by the Contractor.

Price increase requests require a minimum of 30 calendar days for review. All requests shall include documentation, including Contractor’s costs increases. DOC reserves the right to request further information or documentation. Any price increase deemed excessive may be rejected.

Approval of price increases shall be made in writing between both parties.

Price increases shall not affect Orders placed prior to the effective date of such changes.

6.5 NEW AND DISCONTINUED PRODUCTS

Approved final contract pricing, following successful negotiations, shall be considered a “not to exceed” price, meaning an Authorized User may pay less than but shall never pay more than that price.

Products bid shall be available for the initial Contract term.

During the Contract, DOC may refresh minimum configurations to reflect updated business needs. DOC reserves the right to add or delete Products and to expand or decrease the minimum configurations over the Contract life. These changes will be at the sole discretion of DOC to review and approve Product and pricing prior to implementing the changes.

7 TERMS AND CONDITIONS

The DOA-3054Standard Terms and Conditions (link to form ) and Special Terms and Conditions (Appendix A) are made part of this RFB.

The State of Wisconsin reserves the right to incorporate standard State contract provisions into any Contract negotiated with any bid submitted responding to this RFB. Failure of the Contractor to accept these obligations in a contractual agreement may result in cancellation of the award.

8 REQUIRED FORMS AND ATTACHMENTS

Bidder shall complete and submit the following forms and attachments with the bid response. When applicable, please include the forms in front (beginning) of your bid response.

FORMS

RFB Form (DOA-3070) – RFB cover sheet

Bidder Required Form (link to DOA-3832)

ATTACHMENTS

Attachment A – Cost Sheet and Technical Specification Response Attachment B – Response to Bid Requirements