Section_1_-_Introduction_and_Overview_of_Requirements.pdf

Department of General Services Printers, Multi-Functional Devices Procurement Division Event ID #: 0000000258

SECTION 1

Introduction and Overview of Requirements

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INTRODUCTION AND OVERVIEW OF REQUIREMENTS

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1. Introduction and Overview of Requirements

1.1 Purpose of this Invitation for Bid

This Invitation for Bid (hereafter called the IFB) solicits bids from firms qualified to provide Printers and Multi-Functional Devices (MFDs) to the State of California (State) and participating local governmental agencies at contracted pricing in accordance with the requirements of this

IFB.

The State intends that the selected Bidder(s) will work in cooperation with the State to furnish quality products at the lowest price available in a timely and efficient manner. The selected Bidder(s) will be the primary point for warehousing, data collection, reporting, and distribution of Printers and MFDs to the State.

The scope of this IFB includes Printers and MFDs as defined in Section 6.4.1, Proposed Products, including the Standard (STD) Device, Consumables, Non-Core Options, and Value Added Services. On contracts resulting from this IFB, the purchase of consumables, non-core options, and value added services will be ancillary to the purchase of the Printers and MFDs themselves; individual hardware components are included in the contract scope. An example would be an additional tray or stapler device. The State reserves the right to eliminate any specific line item(s) from the final award.

Award will be made by Groups per Section 6.4.1.

The IFB will contain both Core and Non-Core Catalog items giving the buyer access to all items pertaining to that specific printer.

The term of the contracts resulting from this IFB will be three (3) years. The contracts will also contain options to extend the contracts for two (2) additional one (1) year periods or portion thereof. Price adjustments shall be by mutual agreement between the selected Bidder and the State in accordance with Section 6.7.3. If a mutual agreement cannot be reached, the contract may be terminated at the end of the current contract term and/or contract extension. All terms and conditions will remain the same for the entire contract period including any extension periods.

The use of these contracts shall be mandatory for all State departments except when purchasing from a California-certified Small Business, Disabled Veteran Business Enterprise as outlined in IFB Section 5.4.10, or in cases of emergency as defined in Public Contract Code (PCC), Section 1102. The State reserves the right to rescind the SB/DVBE Off-Ramp provision at any time during the procurement process and/or resulting contract period.

The awarded Bidder(s) shall permit local governmental agencies to participate under these contracts. For the purpose of this proposal, local government agencies are defined as “any city, county, city and county, district or other governmental body or corporation empowered to expend public funds for the acquisition of products”, reference PCC Section 10298 (a) (b). Local governmental agencies shall have the same rights and privileges as the State under the terms of these contracts. Any local governmental agencies desiring to participate shall be required to submit to the same responsibilities as do State departments and will have no authority to amend, modify or change any condition of these contracts.

All equipment offered must be new and in current production. USED, SHOPWORN, REFURBISHED, DEMONSTRATOR, PROTOTYPE OR DISCONTINUED MODELS ARE NOT

ACCEPTABLE.

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Any contract executed as a result of this IFB must be able to be amended by mutual consent of the State and the Contractor(s).

1.2 Scope of the IFB and Bidder Admonishment

This IFB is being conducted under the policies developed by the Department of General Services, Procurement Division (DGS-PD) as provided under PCC Section 12102, et seq. This IFB contains the instructions governing the requirements for a bid to be submitted by interested Bidders. The format in which bid information is to be submitted, and the material to be included therein, follows. This IFB also addresses the requirements that Bidders must meet to be eligible for consideration, as well as addressing Bidders' responsibilities.

IF A BIDDER EXPECTS TO BE AFFORDED THE BENEFITS OF THE STEPS INCLUDED IN

THIS IFB, THE BIDDER MUST TAKE THE RESPONSIBILITY TO:

• CAREFULLY READ THE ENTIRE IFB;

• ASK APPROPRIATE QUESTIONS IN A TIMELY MANNER IF CLARIFICATION IS

NECESSARY;

• SUBMIT ALL REQUIRED RESPONSES, COMPLETE TO THE BEST OF THE

BIDDER’S ABILITY, BY THE REQUIRED DATES AND TIMES;

• MAKE SURE THAT ALL PROCEDURES AND REQUIREMENTS OF THE IFB ARE

ACCURATELY FOLLOWED AND APPROPRIATELY ADDRESSED; AND

• CAREFULLY REREAD THE ENTIRE IFB BEFORE SUBMITTING THE BID.

1.3 Availability

The models proposed to meet the requirements of this IFB may be superseded; however, products meeting the mandatory requirements of Exhibit 11.22, Printer Groups 1-4 Configuration Specifications for awarded categories must be available throughout the duration of the contract term, except as provided in Section 6.4.4.

1.4 Procurement Official

The Procurement Official (PO) contact information for this IFB is listed below:

Eileen Tardiff Procurement Division, Department of General Services 707 Third Street, 2nd Floor West Sacramento, CA 95605 Telephone: (916) 375-4463; Facsimile: (916) 375-4613 E-mail: eileen.tardiff@dgs.ca.gov

All inquiries, questions, bid submittals, and copies of protests must be directed to only this person, unless otherwise identified in this IFB or changed by addendum to this IFB. The PO will also act as the Department Contact for visits or other information.

Oral communications directly with procurement officers and employees concerning this IFB are discouraged and shall not be binding to the State. Bidders should only rely on written statements issued by the PO.

mailto:eileen.tardiff@dgs.ca.gov

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1.5 Key Action Dates

Listed below are the important Key Action Dates (KAD) and times by which actions must be taken or completed. If the State finds it necessary to change any of these dates, it will be accomplished by an addendum to this IFB. All dates after the Final Proposal submission deadlines are approximate and may be adjusted as conditions indicate without addendum to the

IFB.

Unless otherwise indicated, Bidder submissions shall be due by the close of business on the KAD indicated in this section. Close of business shall be 5:00 p.m. (PT).

Solicitation Activities/Deliverables Target Date

Release IFB March 8, 2016

Last day to submit Notification of Intent to Bid and submit confidentiality Statement

March 15, 2016

Last day to submit final questions for clarification of IFB prior to the submittal of Draft Bid*

March 24, 2016

Responses to bidders’ questions Seven (7) working days prior to Final bid due date

Last day to request a change in the requirements of IFB March 31, 2016

Last day to protest IFB requirements** Five (5) working days prior to bid due date

Draft Bids Due April 7, 2016

State’s response to draft bids April 14, 2016

Submission of Final Bids due April 21, 2016

Notice of Intent to Award July 5, 2016

Last Day to Protest Award ** July 7, 2016

Contract Award and Execution August 7, 2016

Additional KAD may be inserted as required.

* Or five (5) days following the latest Addendum with changes to the requirements of the IFB.

See Section 2.2.4.

** See Section 2.4.1.

*** This KAD is an optional step in the IFB process.

Note: KAD are subject to change

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1.6 Intention To Bid

Bidders that want to participate in the IFB steps should submit a Letter of Intent to Bid (Exhibit 11.1), by the date specified in Section 1.5, in accordance with Section 2.2.6 to receive additional information. Only those Bidders acknowledging interest in this IFB are guaranteed to receive additional correspondence throughout this procurement from the PO. However, all Addenda and Question and Answer Sets will be published on Cal eProcure, the California State Contracts Register.

The State is responsible for notifying one (1) contact person per Bidder. It shall be the Bidder’s responsibility to immediately inform the PO in writing, regarding any revision to the information.

The State shall not be responsible for proposal correspondence not received by the Bidder if the Bidder fails to notify the State, in writing, about any change pertaining to the designated contact person.

1.7 Question Period after Addendum or Q & A Set

After publication of an addendum or Question and Answer Set, a five (5) day question period for Bidders is opened in accordance with Section 2.2.7. Bidder questions shall be restricted to clarification of material addressed by most recent addendum or Question and Answer Set only in accordance with Section 2.2.7.

1.8 Americans with Disabilities Act (ADA)

To meet and carry out compliance with the nondiscrimination requirements of Title II, Americans with Disabilities Act (ADA), it is the policy of the State to make every effort to ensure that its programs, activities, employment opportunities, and services are available to all persons, including persons with disabilities.

For persons with a disability needing reasonable accommodation to participate in the Procurement process, or for persons having questions regarding reasonable accommodation for the Procurement process, please contact the Procurement Division at 916-375-4400 (main office). Procurement Division's TTY/TDD (telephone device for the deaf) and California Relay Service numbers are listed below. You may also directly contact the Procurement Official for this procurement.

IMPORTANT: To ensure that we can meet your accommodation, it is best that we receive your request at least ten (10) working days before the scheduled event (e.g., Bidder conference) or deadline due-date for procurement documents.

The Procurement Division TTY telephone number is:

Sacramento Office: (916) 376-1891

The California Relay Service Telephone Numbers are:

Voice: 1-800-735-2922 or 1-888-877-5379 TTY: 1-800-735-2929 or 1-888-877-5378 Speech to Speech: 1-800-854-7784

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1.9 Environmentally Preferable Purchasing (EPP) Policy

The State of California, DGS-PD is responsible for the implementation of Environmentally Preferable Purchasing (EPP) as mandated by the California PCC, Chapter 6, and Sections 12400-12404. By signing the completed Cover Letter, the Bidder is certifying that the products or services offered under this solicitation comply with the Federal Trade Commission’s Guidelines for the Use of Environmental Marketing Terms (PCC Section 12404)