Section_4_-_Proposed_System.pdf

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

SECTION 4

Proposed System

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PROPOSED SYSTEM

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4. Proposed System

4.1 Overall Goal

As the central purchasing and materials management agency for the State, the DGS-PD intends to leverage the State’s high volume buying power and obtain the lowest costs for State and local government agencies, while procuring high quality Printers and Multi-Functional Devices (MFDs) and reducing environmental impacts that may result from products or packaging through their life cycles. Award will be made for each individual Group per Section 6.4.1, Proposed Products.

4.2 Overview of Proposed System Requirements

The following factors represent key high-level Contractor responsibilities for this contract.

Detailed technical requirements are identified in Section 6, Technical Requirements.

4.2.1 Contractor Responsibility

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, sale, and distribution of the awarded printers and MFDs to the State.

4.2.2 Scope

The scope of this IFB includes Standard Device, Consumables, Non-Core Options and Value Added Services.

4.2.2.1 Products

The products listed in this IFB include multiple printers, MFDs and plotters.

The different devices have been divided into four groups as listed below.

Individual Bidders can bid on one, two, three or all four groups. The Bidder must bid each printer type within a group. The printer types bid can be from the same Original Equipment Manufacturer (OEM) or multiple OEMs. If bidding more than one OEM in a group, no more than one printer may be different within a group. If awarded, the bidder will be able to supply the bid item as well as every other printer in that “family” of printers. The “family” refers to all like printers within the defined printer type. An example would be the Model 1234. The family of non-core printers and their peripherals would include all 12XX series printers and/or peripherals but would not include 13XX series printers and/or peripherals. If the Bidder has bid multiple OEMs the Bidder can only supply the family of printers that are manufactured by that OEM. For example is if a Bidder proposed Brand XYZ, the family can only contain Brand XYZ products.

The multiple printer types are described and identified in Section 6.4.1, and Exhibit 11.22, Configuration Specifications.

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Printer Descriptions

Group 1

Printer Type – Personal Desktops

A) Color Desktop Printer

B) Personal Mono Printer

C) All-In-One Color Printer

D) Mobile Color Printer

Group 2

Printer Type – Office Printers

A) Work Group Mono Laser Printer

B) Work Group Color Printer

C) High Volume Mono Printer

D) High Volume Color Printer

Group 3

Printer Type – Multi-Functional Devices

A) MFD Mono Low Volume

B) MFD Mono High Volume

C) MFD Mono High Volume Ledger

D) MFD Color High Volume

Group 4

Printer Type - Plotters

A) Plotter

B) MFD Scanning Plotter

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4.2.2.1.1 Standard Device Items

The Standard Device item will be the device that was used as the actual bid item including the discount.

4.2.2.1.2 Consumables/Options/Non-Core Options

The Consumables, Options and Non-Core Options will be all the other devices that relate to the core configuration and are part of the family. There will be an established discount for all configurations within each family. If the Non-Core Option is a printer within the core family, it will be discounted the same as the Standard Device.

4.2.2.2 Value Added Services

Only Value Added Services (VAS) directly related to the contracted printers and MFDs will be allowed to be purchased via the contract resulting from this IFB. Any Deployment and Logistic services will require a Statement of Work from the ordering agency. Refer to Exhibit 11.22, Specifications, for details.

4.2.2.3 Refresh

As technology advances, the State expects to periodically update the equipment filling the individual Printer or MFD in accordance with Section

6.4.4.1. The selected Bidder(s) must continue to provide products which meet or exceed the Printer or MFD requirements throughout the duration of the contract, including any extension periods.

4.2.3 Pricing

4.2.3.1 Price Structure

Awarded contracts will employ a discount-off list price methodology. The State price will be calculated by applying a discount percentage to the OEM’s publicly available price list.

The actual price for printers and MFDs, Consumables, Non-Core Options, or VAS shall be the lesser of (i) the list price as of the date of the Purchase Order or a quote, whichever is lower, less the percent discount proposed in Exhibit

11.28 Groups 1-4, Cost Worksheet; or (ii) the price of printers and MFDs, or associated VAS negotiated by the parties and set forth on a Purchase Order that is not rejected by the Contractor within three (3) business days of order acknowledgement per Section 6.11.6.

The Contractor will provide the DGS CA access to an electronic price list of the current products available through this contract per Section 6.10.2.

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4.2.3.1.1 OEM Price List(s)

The publicly available OEM price list(s) shall be available to public view and accessible, without a password, via the Contractor’s website.

An OEM published MSRP/price list (complete catalog) shall contain:

• A URL linking back to the OEM

• Prices for all core items and their family of printers

• Prices for all consumables covering the entire family of printers

• Prices for all non-core options covering the entire family of printers

• Value added services may be in the MSRP

• Published on the internet without a login

All bids shall have the same URL’s per OEM, whether it is the OEM bidding or an OEM’s Authorized Distributor. The URL will remain constant through the life of the contract.

Created Price lists from an authorized distributor are not acceptable.

4.2.3.2 Price Declines

The list price of technology products tends to decline the longer the product is on the market. The selected Bidder(s) will include all list price declines in their price list submittal, per Section 4.2.4.

Any discounts effectuated during the contract period by reason of market change will be passed on to the State and local governmental agencies. The decrease shall be effective on the date the list price decrease is announced to the general public, notwithstanding the list price shown in the most recent relevant price list.

4.2.3.3 Promotional Pricing

Promotional pricing shall be available to the State and local governmental agencies per Section 6.7.2.

4.2.3.4 Price Adjustments

The Contractor(s) will not decrease the contract discount percentage during the term of the contract, including any extensions, per Section 6.7.3.

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4.2.4 Product Catalogs

The Contractor will develop and maintain a State Contract Website containing product and pricing specific to the statewide contract per Section 6.10.

4.2.5 Ordering

State Departments and participating local governmental agencies will submit orders to the Contractor via email, facsimile or U.S. Mail per Section 6.11.5.

4.2.6 Delivery

Delivery locations will be statewide, from border to border, to any State department or participating local governmental agency facility, in accordance with Section 6.12.

Shipping charges shall be included in the Bidder’s cost submittal.

4.2.7 Environmentally Preferable Purchasing

4.2.7.1 Environmentally Preferable Purchasing Requirements

Contract products shall conform to Section 6.8.

4.2.7.2 Take Back/Trade-In

Contractor shall offer a take back and/or trade-in program for replaced printers and MFDs per Section 6.13.