Section_6_-_Technical_Requirements_Addendum__1.pdf

Department of General Services Printers, Multi-Functional Devices Procurement Division Event ID #: 0000000258 Addendum #1

SECTION 6

Technical Requirements

6 - 1 March 29, 2016

TECHNICAL REQUIREMENTS

6 - 2 March 29, 2016

6. Technical Requirements

6.1 Introduction

This section contains the detailed technical requirements pertaining to this IFB. See Section 2, Section 5 and Section 8 for other requirements that must be met in order to be considered responsive to this IFB.

The State has determined that it is best to define its requirements, desired operating objectives, and desired operating environment. The State will not tailor these needs to fit some solution a Bidder may have available;

rather, the Bidder shall propose to meet the State's needs as defined in this IFB.

6.1.1 Printers and Multi-Functional Devices (MFDs)

This IFB provides the opportunity for Bidders to bid on the appropriate Groups of Printers and Multi- Functional Devices (MFDs).

All requirements listed within Section 6 will apply to any and all Printers and MFDs bid unless otherwise noted.

6.1.2 Statement of Work

Section 6 in its entirety, is incorporated into Exhibit 11.26, Statement of Work.

6.2 Responses to Technical Requirements

All requirements described in this section are service levels and/or terms and conditions that the State expects to be satisfied by the Bidders. Bidders must indicate their willingness and ability to satisfy these requirements.

Section 6 must be acknowledged for acceptance in the bidder’s cover letter. The Bidder’s bid must include the required bid items cross-referenced by the requirement number. It may also include any appropriate exhibits to illustrate responsiveness. These exhibits must be clearly labeled and cross-referenced to the bid narrative by requirement number.

As applicable, responses to the requirements will be evaluated in accordance with Section 9.

Deviations to this section will not be accepted and may cause your bid to be non-compliant.

6.3 Designation of Requirements

The requirements specified in this IFB section are classified as either mandatory or non-mandatory.

6.3.1 Mandatory (M) Requirements:

All items labeled mandatory (M) are non-negotiable. A Pass/Fail evaluation will be utilized for all mandatory requirements in this IFB. Failure to respond affirmatively to any mandatory requirement shall result in disqualification of the bid.

6.3.2 Non-Mandatory (NM) Requirements:

Some items are identified as non-mandatory (NM). Bidders are not required to comply with these requirements in order to be compliant with the IFB requirements. However, if a Bidder offers any of these non-mandatory requirements, the Bidder must meet the minimum requirements as stated in this section.

6 - 3 March 29, 2016

6.3.3 Narrative Response (NR) Required:

Items marked NR require a narrative response to be submitted with the IFB response. Bidders shall designate the location of a thorough narrative response as specified in Section 8 in the Bid Page Number column. Failure to supply a narrative response to accompany a Mandatory requirement so indicated may result in the response being deemed non-responsive and ineligible to further participate in the IFB. If a requirement is not so marked, a narrative response is neither required nor desired.

Failure to supply a narrative response to accompany a Non-Mandatory requirement may prevent the response from being awarded any relevant preferences or incentives.

6.3.4 Exhibit (E) Required:

Items marked E require an Exhibit to be submitted with the IFB response. Failure to supply the completed Exhibit specified to accompany the Mandatory requirement may result in the response being deemed non-responsive and ineligible to further participate in the IFB.

Failure to supply the completed Exhibit to accompany a Non-Mandatory requirement may prevent the response from being awarded any relevant preferences or incentives.

6.4 Product Categories

Section Requirement Description Type Bid

Page Number

6.4.1 Proposed Products

Bidders may offer pricing and products for any or all of the following Printers and MFDs: Bidder shall provide offers for only the Group(s) it desires. Each Group that is bid must have all information completed in Exhibit 11.22A, Configuration Specification Questionnaire as described in the Cost Worksheet directions.

Printer Descriptions (Note: mono means monochrome)

Group 1

Color Desktop Printer Personal Mono Printer Color All-In-One Printer Color Mobile Printer

Group 2 Work Group Mono Laser Printer Work Group Color Printer High Volume Mono Printer High Volume Color Printer

Group 3 MFD Mono Low Volume MFD Mono High Volume MFD Mono High Volume Ledger MFD Color High Volume

Group 4 Plotter MFD Scanning Plotter

Bids must meet or exceed all mandatory minimum specifications detailed in Exhibit 11.22, Configuration Specifications. The Bidder must fill out Exhibit 11.22A.

M

E

Exhibit 11.22A

Exhibit 11.28(1) thru Exhibit

11.28(4) Cost

Worksheets

6 - 4 March 29, 2016

Section Requirement Description Type Bid

Page Number

Proposed Products continued… Exhibit 11.22 and Exhibit 11.22A, Groups 1-4 are comprised of minimum specification workbooks for each Group of Printers and Multi-Functional Devices (MFDs). Bidder must bid on every printer and MFD within each Group. The bidder may bid on as many Groups as they feel appropriate. The Bidder may bid multiple OEMs within a Group; however, only one device may be a different OEM within a Group. The remaining must be from the same OEM. OEM’s must be the same for Group 4 only.

For purposes of this IFB reference to Exhibit 11.22 and Exhibit 11.22A shall mean any Group of Printer or MFD for which the Bidder is submitting a bid.

The estimated quantities shown and part numbers proposed in Exhibit 11.28(1) through Exhibit 11.28(4), Cost Worksheets, Groups 1-4, are used for evaluation purposes only. Actual purchases may vary from this pattern. The State does not guarantee that these quantities or exact items will be purchased. Any contract resulting from this IFB will have no guaranteed dollar value.

Discounts will be provided in Exhibit 11.28(1) through Exhibit 11.28(4) for Standard Device, Consumables, Non-Core Options, and Value Added Services.

The quoted discounts will apply to all purchases of the corresponding items and services during the contract term.

The State reserves the right to eliminate any specific printer or MFD from the final award.

6.4.2 Contract Products

Only products meeting or exceeding the specifications of Exhibit 11.22 and Exhibit 11.22A within each group may be purchased under any contracts resulting from this IFB.

Quotes may be offered at a greater discount than the contract discount. Quotes at a lesser discount will not be considered.

Products outside the scope of an awarded Group of printer or MFDs may not be purchased from a contract resulting from this IFB.

The non-core family of each printer and MFD will be the related printers and add-on features to the core printer bid. For example if a printer in the 1000 family is bid the contract would include items that start with 1000. A printer, consumables or non-core options in the 2000 family would not be available under the contract.

M NA

6.4.2.1 Non-Core Catalog

Items available within a family of machines shall be listed in a Non-Core Catalog.

All Catalog items shall be priced at discount off list price. The Non-Core discount shall be the average of the discounts offered for the family’s Options.

M Exhibit 11.28(1) thru Exhibit

11.28(4) Cost

Worksheets

6 - 5 March 29, 2016

Bid

Page Number

6.4.3 Value Added Services

Bidder shall provide Value Added Services per Exhibit 11.28 VAS Definitions related to Printers and MFDs including Asset Tagging, Installation, DoD Wipe, and Take Back/Disposition.

Deployment and Logistics (D&L) shall be a core item but must be approved with a Scope of Work and submitted for approval to the contract administrator. D&L is specified in Exhibits 11.28(1) through Exhibit 11.28(4).

M

E

Exhibit

11.28(1) thru

11.28(4)

6.4.4

Product Substitutions/Discontinued Items The products and services proposed to meet the requirements of this IFB may be available throughout the duration of the contract term. If, during the life of the contract, a contract model is discontinued, the Contractor shall notify the DGS CA in writing and propose a comparable substitute model at least 60 calendar days prior to product discontinuation. The DGS CA will review the substitute model and determine acceptability. Once the substitute model has been approved, the DGS CA will provide written approval to the Contractor to update contract item information per Section 6.10, Electronic Catalog/ Contract Website. These changes will be made in the form of a contract supplement.

The Contractor shall not substitute models or modify catalog information without written approval from the DGS CA. The Contractor will maintain the contract discount as bid throughout the original term of the contract and any extension(s), including upon approved substitution.

If, due to fundamental technology or market change, no substitute model is available that meets or exceeds the specifications, the State may alter the minimum specifications to meet the updated marketplace standards.

Obsolescence of a configuration may be determined at the discretion of the State.

M NA

6.4.4.1 Product Refresh

The State expects to update the established contract periodically as technology changes, which can be estimated to take place approximately every six (6) months to a year. Contractor(s) will be required to:

1. Support this effort throughout the life of the resulting contract.

2. Maintain the blanket government discounts at the levels set forth in the contract, even as configurations evolve.

3. Proactively report to the DGS CA at least every six (6) months, or as needed, on changes in technology and make recommendations for model changes for each configuration based on product life cycles.

4. Notify the DGS CA regarding model replacement at end of product life cycle or End of Life (EOL) at least 60 calendar days prior to the EOL date.

5. At the time of refresh notification in Section 6.4.4, Product

Substitution/Discontinuation, Contractor shall provide to the DGS CA the following:

• An updated contract control set identifying items going EOL and their replacements.

• A side by side comparison of the proposed model to the model being

6 - 6 March 29, 2016

Bid

Page Number replaced and its corresponding configuration options.

Product Refresh continue…

• An up-to-date Road Map of the models expected to refresh the configurations.

• An OEM price list containing the items offered in the proposed refresh.

6.4.5 Technical Literature Content

The Bidder shall provide technical literature and references confirming the State's requirements as stated in Section 8.2.4. The Bidder confirms that statements contained in the Technical Literature such as "technical literature and references are subject to change without notice" are not intended to limit the Bidder's commitment to meeting the needs and requirements of this IFB.

M

NR

6.4.6 Consumables

Bidder shall quote consumable items such as (ink/toner cartridges, fusers, drums, rollers belts etc. as applicable) as identified in Exhibit 11.28(1) thru Exhibit 11.28(4) that are sufficient to produce the designated number of copies/images.

The number of copies/images is based on 60-months’ usage at 5% of the required monthly duty cycle and coverage per ISO standard 19752, 19798, or 24711 (as applicable). Consumable items shall be available throughout the contract duration, including any extension(s).

Bidder has the opportunity to provide a fixed discount for each Toner/Ink Cartridge line item listed on the Cost Worksheets that shall be automatically applied as a fixed discount for all other required consumable items offered. The offered Contract Discount shall not change during the life of the contract nor with any extension(s).

Exception: Consumables which are machine-required and not specific to color (belts, etc.) will be discounted on the contract at the percentage given for black ink. All consumables which are not specific to color shall be listed under the black toner.

Upon product substitution per Section 6.4.4, the Contractor shall continue to offer consumable materials for the original contract model.

Bidders may not quote remanufactured consumables.

M Exhibit

11.28(1) thru

11.28(4)

6.4.7 Remanufactured Consumables

Remanufactured consumables are non-core and can only be purchased for printers and MFDs purchased through this contract. Printers purchased from expired contracts cannot utilize this contract to purchase consumables.

These remanufactured consumables shall not void the device’s warranty.

Remanufactured toner cartridges shall meet or exceed the following requirements:

Remanufactured cartridges shall adhere to specifications equal to or exceeding OEM cartridge specifications or approved remanufactured toner cartridge industry standards established by the Standardized Test Methods Committee (STMC), or the latest guidelines adopted by American Society for Testing and Materials ASTM International for remanufactured or OEM compatible toner cartridges.

NM

(See below)

Initial response http://www.iso.org/iso/catalogue_detail.htm?csnumber=34911 http://www.iso.org/iso/catalogue_detail.htm?csnumber=50015 http://www.iso.org/iso/catalogue_detail.htm?csnumber=40034

6 - 7 March 29, 2016

Bid

Page Number

Remanufactured Consumables continue… Currently accepted standardized testing certifications include ASTM F1856-98, ASTM F2036, American National Standard Institute (ANSI) IT2. 17-95, and International Safe Transit Association (ISTA) 1A.

• The remanufactured cartridge shall include, but are not to be limited to, the following:

o Assessment to determine if the cartridge can be remanufactured and a reliable method to measure reusability of parts.

o Complete disassembly of cartridge to thoroughly clean and check all internal and external components against the original manufacturer’s specifications. Worn, damaged or end of life cycle components shall be replaced.

o Replacement of the following: drum, all seals with an OEM-type shipping seal or pressure sensitive seal, primary charge roller (PCR) with a re-coat or new PCR, smart or kill chip (resetting is also acceptable if applicable), corona wire assembly (chemically cleaning is acceptable if applicable), wiper blades.

o Filling all cartridges with toner that meets or exceeds OEM toner performance.

o Providing with each cartridge one fuser wand (where applicable) with high temperature resistant felt wiper and one cotton swab.

o Other components may be replaced at different intervals, based upon component part or longevity standards.

Remanufactured ink cartridges shall meet or exceed the following requirements:

• Remanufactured cartridges shall adhere to specifications equal to or exceeding OEM cartridge specifications

• The remanufactured cartridge shall include, but are not to be limited to, the following:

o Assessment to determine if the cartridge can be remanufactured.

o Disassembled cartridge/components shall be cleaned and checked against the original manufacturer’s specifications. Worn, damaged or end of life cycle components shall be replaced.

o Replacement of the following: print head (if damaged or does not perform equivalent to OEM), smart or kill chip (resetting is also acceptable if applicable), sponge (if applicable).

o Filling all cartridges with ink that meets or exceeds OEM ink performance.

o Print head seal tape after assembly and fill o Other components may be replaced based upon component part or longevity standards.

Bidder will be offering Re-manufactured Consumables that meet the above criteria: Yes: _________ (initial)

6 - 8 March 29, 2016

6.5 Software Products

Section Requirement Description Type Bid

Page Number

6.5.1 Additional Software Products

If applicable, upon any product substitution per Section 6.4.4, the Contractor shall continue to offer functionally equivalent or better software.

NA

6.5.2

Related Software If applicable, contractor must communicate and provide (at no additional cost) the State with updates and releases of related software required to make a complete working configuration including, but not limited to, the products required by Section 6.5.1.

6.5.3 Title (Software/Firmware)

Bidder represents and warrants that it is the sole owner of the goods or, if not the owner, has received all proper authorizations from the owner to license the software/firmware product, and has the full right and power to grant the rights contained in this contract. Bidder further warrants and represents that the software/firmware package and its use will not violate or infringe upon any patent, copyright, trade secret or other property right of any other person.

M NA

6.6 Warranty

Section Requirement Description Type Bid

Page Number

6.6.1 Warranty

The Contractor must honor all manufacturers’ warranties and guarantees for a period of three (3) years from the date of acceptance on all products offered as part of this contract. The Contractor shall bear all material and labor costs for repair of equipment defects and failure. The bid price shall include the manufacturer’s warranty cost.

During the warranty period, the Contractor must:

• Honor all manufacturers’ warranties and guarantees on all products offered through the contract.

• Continue to provide warranty service after contract termination until expiration of warranties for products that have been sold under the contract.

• Provide all labor, parts, and travel necessary to keep the products in good operating condition and preserve its operating efficiency in accordance with its technical specifications.

• Pay any necessary shipment and insurance costs.

The warranty services listed shall include all products, software and firmware maintenance costs and costs of labor, parts, travel, factory overhaul, rehabilitation, transportation and substitute product(s) as necessary.

If it is necessary to remove any products from an authorized purchaser’s location where onsite warranty is specified, the Contractor will provide substitute products at the time of removal. Substitute products will be comparable to or better than the products removed. In instances where it is necessary for the Contractor to return the products to the factory, the Contractor will be responsible for all costs of the products from the time it leaves the authorized purchaser’s site until it is

M

E

NA

Exhibit 11.22

Exhibit 11.28(1) thru Exhibit

6 - 9 March 29, 2016

Bid

Page Number

Warranty continue… returned to the site in good operating condition.

Only new standard parts will be used in repairs. Parts that have been replaced will become the property of the Contractor except in instances where the State chooses to keep the hard drives. Replacement parts installed will become the property of the authorized purchaser.

All operating system software and firmware will be considered an integral component of the equipment and the Contractor will respond to all requests for warranty service for any failure.

Warranty services during the warranty period will not include electrical work external to the products, the furnishing of supplies, or adding or removing accessories, attachments, or other devices not provided under this contract.

Warranty services also will not include repair of damage resulting from transportation by the authorized purchaser between State or local sites or from accident, unless the accident is caused by negligent or intentional acts or omissions of Contractor or its agents.

6.6.2 Quality Assurance Guarantees

The Contractor shall represent and warrant that Printers and MFDs provided shall be free from defects in material and workmanship, given normal use and care, over the period of the manufacturer warranty. The terms of this IFB will supersede any language to the contrary on purchase orders, invoices, or other sources. The Contractor must use new products, parts, and components for all new equipment purchased by the State. The Contractor may use parts that are equal in performance to new parts for warranty replacement repair parts only as long as it does not violate manufacturers’ warranty.

6.6.3 Equipment Replacement During Warranty

If the product provided fails to perform in accordance with technical specifications and functional descriptions contained or referenced in the awarded contract agreement and is subject to warranty response three (3) or more times during any ninety (90) day period, the Contractor will, upon the authorized purchaser’s request, replace the product at no cost. The replacement product will be delivered no later than fifteen (15) working days after the authorized purchaser’s request is received by the Contractor. Replacement goods cannot be used, refurbished or recycled, and must be of equal or greater value.

M NA

6.6.4 Principal Period of Maintenance (PPM) - Warranty

The Contractor must provide warranty in accordance with the following Principal Period of Maintenance (PPM) times after notification from an authorized purchaser of a problem with any of the goods included on this IFB.

• Metropolitan Areas shall be 8x5x2 two (2) hour call back, 8x5 NBD onsite

– Eight (8) hours, typically 8:00 am to 5:00 pm, Pacific Time, five (5) days a week, Monday through Friday, eight (8) hour Next Business Day onsite response time in metropolitan areas, excluding State holidays

• Non-Metropolitan Areas shall be 8x5x2 two (2) hour call back response time, excluding State holidays.) Remediation shall be underway within 48 hours.

6 - 10 March 29, 2016

Bid

Metropolitan Areas

Counties San Diego Orange Riverside Los Angeles Yolo San Francisco Alameda Sacramento Santa Clara Solano San Bernardino Contra Costa San Mateo Cities Redding Stockton Bakersfield Ventura Tracy San Quentin Santa Rosa Santa Barbara Frontera Fresno

Bidder must describe in detail their Warranty offered by providing a description of the scope and timeframes, and must guarantee the PPM times above.

6.6.5 Service Escalation Plan

Bidder must provide multi-level procedures for escalating a maintenance call.

Bidder must describe in detail their service escalation plan by providing a description of the scope and timeframes for each level of escalation. The service escalation plan must guarantee the PPM time described in Section 6.6.4.

6.6.6 Service Related Liquidated Damages

For each hour over the allotted response time as specified in Section 6.6.1, Warranty, and each hour of down time exceeding 24 work hours (8:00 AM through 5:00 PM, Monday through Friday). The liquidated damages will be deducted from the invoice at the rate of $100.00 per day until the equipment is fixed, replaced, or loaner equipment is provided. You can substitute a similar printer until the required printer is available.

The total value of the liquidated damages shall not exceed the value of the device. The State will not participate in a rebate program.

This provision applies to all Groups/Categories.

6.7 Contract Pricing

Bid

Page Number

6.7.1 Pricing

This IFB will contain a discount-off list price structure per Section 4.2.3.1

Bidders shall provide the URL path to the price list information per Section 6.7.4.

If more than one OEM is represented in a bid, an OEM’s publically available price list shall be provided for each OEM (refer to Section 4.2.3.1.1) The OEM’s publically-available price list(s) referenced shall include all products available in the Printers or MFDs categories proposed.

Bidders shall provide a verifiable record of the submitted price list(s) that will be approved by DGS-PD at bid submission. Price list(s) versions shall be identifiable by a revision date.

As price lists are revised, the previous lists shall be maintained online and made available as an archive on/via the contractor-maintained state contract website per Section 6.10.2.

E

NR

NA

Exhibit 11.28(1) thru

6 - 11 March 29, 2016

Bid

Page Number

6.7.2 Promotional Pricing

During special pricing promotions, the Contractor shall offer State and local agency purchasers the promotional pricing or the discount percentage off list, per Section 6.7.1, whichever is lower. The Contractor shall notify the DGS CA of all promotional pricing changes. Notification shall include at a minimum:

• Promotions start and end dates.

• Models, products, and services included in the promotion.

• Promotional pricing, but shall not cause permanent price changes.

• Promotional pricing shall not be cause for Contractor Refresh.

Promotional items shall come with all benefits of the statewide contract terms and conditions and shall include all provisions such as warranty and delivery.

Bid

Page Number

6.7.3 Price Adjustments

Each classification discount percentage is established in Exhibit 11.28(1) through Exhibit 11.28(4). All discount percentages shall be firm fixed for the contract term, including any optional extension(s), unless a discount increase is negotiated. A discount percentage will not decrease during the contract term including any extension period(s). However, the list price may fluctuate through the life of a contracted model and with model replacements due to discontinuation.

M NA

6.7.4 Price Location

The Bidder shall provide the URL of their bid products’ most current publicly-available OEM price list(s) in the appropriate lines of 11.28(1) thru Exhibit 11.28(4) as well as in the narrative response for this section. If more than one OEM price list is provided, Bidder shall reference the product group associated with each price list.

In addition, the Bidder shall submit with their narrative a description of the navigation from their current website homepage to their publicly available price list webpage. Price List(s) shall be dated. If necessary, navigation may be updated during the 30 day implementation.

M

NR

E

Exhibit 11.28(1) thru 11.28(4)

6.8 Environmentally Preferable Purchasing Requirements

Section Requirement Description Type Bid

Page Number

6.8.1 Energy Star Compliance Applicable products in Groups 1 through 4, supplied to the state under this contract shall comply with the Version 2.0 ENERGY STAR specification for Imaging Equipment.

Qualified Printers and MFDs must be listed in the Energy Star database (http://www.energystar.gov/productfinder/product/certified-imaging-equipment/results) at the time of bid submittal, or bidder shall provide with their bid, documentation validating Energy Star version 2.0 compliance under this IFB.

Supporting documentation for this requirement are third party certified test results, published specification sheets, published catalog pages, published product brochures, or references to publicly accessible online web-based databases.

M

NR

NA

http://www.energystar.gov/productfinder/product/certified-imaging-equipment/results http://www.energystar.gov/productfinder/product/certified-imaging-equipment/results

6 - 12 March 29, 2016

Bid

Page Number

6.8.2 Flame Retardants A product, or a flame-retarded part of a product, containing more than one-tenth of one percent of pentabrominated diphenyl ether (pentaDBE) or octabrominated diphenyl ether (octaDBE) cannot be manufactured, processed, or distributed in commerce (Health and Safety Code, Section 108922).

M NA

6.8.3 Electronic Product Environmental Assessment Tool (EPEAT) Compliance EPEAT® is the definitive global rating system for greener electronics which can be used to identify environmentally preferable devices. The EPEAT system combines strict, comprehensive criteria for design, production, energy use and recycling with ongoing independent verification of manufacturer claims and can be found here:

(http://www.epeat.net/resources/criteria/#tabs-1=imagingequipment) The State of California has identified EPEAT Bronze as the baseline standard for this solicitation for the following electronic products:

• Group 1 - Personal Mono Printer

• Group 1 - Color All-In-One Printer

• Group 2 - All products

• Group 3 - All products

• Group 4 - All products

Qualified Printers and MFDs must be listed in the EPEAT Registry located here (http://ww2.epeat.net/searchoptions.aspx) as Bronze at the time of bid submittal.

M N/A

6.9 Section 508 Accessibility Standard

Section Requirement Description Type Bid

Page

6.9.1

Accessibility Compliance/VPAT Requirements for accessibility based on Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) are determined to be relevant for this procurement.

Bidders shall submit prior to contract award, per 36 CFR part 1194, a Voluntary Product Accessibility Template (VPAT) that includes the following:

1. Subpart B, bidders shall submit a VPAT describing how their proposed products meet this requirement.

2. Subpart C, bidders shall submit a VPAT describing how their proposed Electronic and Information Technology (EIT) products meet applicable functional performance criteria.

3. Subpart D, bidders shall submit a VPAT describing how the information, documentation, and support for proposed products meet applicable information, documentation, and support requirements.

Additionally, the awarded contractor shall include similar VPAT document with delivery at the State’s request.

http://www.epeat.net/resources/criteria/#tabs-1=imagingequipment http://ww2.epeat.net/searchoptions.aspx

6 - 13 March 29, 2016

6.10 Electronic Catalog/Contract Website

Section Requirement Description Type Bid

Page Number

6.10.1 Electronic Catalog/Contract Website

Contractor shall develop and maintain an electronic catalog as part of a State contract website. The State contract website must be separate from the Contractor’s commercially available (i.e., public) on-line catalog and ordering systems and shall contain only the contract line items and pricing as specified in the awarded contract. No other items or pricing may be shown in the electronic catalog without written approval from the DGS CA. The contract website shall offer twenty-four (24) hours per day, seven (7) days per week availability, except for regularly scheduled maintenance times. Redirection to the Contractor or reseller commercial website is prohibited.

M NA

6.10.2 Electronic Catalog/Contract Website Contents

The electronic catalog for any given contract resulting from this IFB shall contain the following data elements at minimum:

• Line item descriptions of awarded Printers and MFDs models and VAS

• Available options

• Warranty/PPM information

• State-specific contract current pricing

• SB/DVBE participation information

• Quote generation

• Contractor’s customer service contact information

• Publicly-available OEM price lists (current and archives)

M NA

6.10.3 Contract Website Content Approval

Within 30 calendar days of contract award, the Contractor must provide a sample URL of the contract webpage to the DGS CA for review and approval.

The State will review and determine acceptability of the system format and data.

If the information is determined to be unacceptable or incorrect, the Contractor will have 15 calendar days to provide system revisions to the DGS CA.

M NA

6.10.4 Contractor Website Maintenance

The catalog shall be updated on a quarterly basis; if there are no changes during a quarter, the Contractor shall so notify the DGS CA but need not update the website. Any and all changes to the catalog must be submitted in writing to the DGS CA for review and approval no less than 15 calendar days prior to the end of the relevant quarter. The Catalog must include any changes to list price and to models per Section 6.4.4.

6 - 14 March 29, 2016

Bid

Page Number

6.10.5 Offer Format

The Contractor shall provide an offer to ordering agencies in MS Excel spreadsheet format that contain at minimum the following information:

• Contractor letterhead

• Offer/Quote “prepared by” name and contact information

• Offer/Quote number

• Date of Offer/Quote

• Ordering agency name

• Ordering agency contact person

• Contract number

• Contract expiration date

• Table consisting of:

• Contract Line Item Number

• Quantity

• Core/Non-Core (Y/N)

• Description of Item

• Manufacturer’s Part Number/SKU

• MSRP/Index Price

• Contract Discount

• Contract Unit Price

• Extended Price (Quantity x Contract Price)

• Subtotals of taxable and non-taxable items

• Rate and calculated tax

• Applicable fees

• Grand total

• Note that Items with “N” in Core/Non-Core Column require approval by the DGS CA prior to purchase.

• All purchases including Value Added Services must include a Statement of Work (SOW) written by the authorized purchaser. The DGS-PD reserves the right to require approval by the DGS CA prior to purchase (with exception to D&L which must get DGS CA approval).

Within 15 calendar days from contract award, the Contractor must submit a preliminary copy of their offer to the DGS CA for approval. The State shall review and determine acceptability of the acknowledgement and the authorized copy shall become the standard for this contract.

During the life of the contract, the State reserves the right to add additional elements to the order acknowledgment as necessary.

6 - 15 March 29, 2016

6.11 Ordering

Section Requirement Description Type Bid

Page Number

6.11.1 Order Acceptance

The Contractor shall accept orders from any State department or local governmental agency. The Contractor shall not accept purchase documents for this contract that:

• Are incomplete

• Contain non-contract items

• Contain non-contract terms and conditions

The Contractor must not refuse to accept orders from any State department or local governmental agency for any other reason without written authorization from the DGS CA.

6.11.2 Purchase Execution

State departments will submit orders on a Purchasing Authority Purchase Order (Std. 65) or complete the Purchase Order process in Fi$Cal via one of the ordering methods as specified in Section 6.11.5.

Local governmental agencies may submit orders on their own purchase document directly to the Contractor via one of the ordering methods as specified in Section 6.11.5.

M NA

6.11.3 Purchase Order Data Elements

The purchase document should contain, at a minimum, the following information:

• Agency Order Number (Purchase Order Number)

• Purchase Order Date

• Agency Billing Code

• Purchasing Authority Number (for State departments only)

• Leveraged Procurement Number (State’s Contract Number)

• Agency Name

• Agency Ship To Address

• Supplier Name

• Contract Line Item Number (CLIN)

• Description

• Quantity

• Unit of Measure

• Unit Price (State Contract Price)

• Applicable Discounts

• Extension Price

NOTE: Purchase Orders direct from the FI$Cal system may be subject to a variance of the above but should still be accepted.

6 - 16 March 29, 2016

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6.11.4 Minimum Order

There is no minimum order; however the purchase of hardware, accessories, warranty, and value added services will be ancillary to the purchase of a Printer/MFD under the resulting contract. Such ancillary purchases shall be available throughout the life of the contract and may only be purchased with the purchase of a Printer/MFD or following the purchase of a Printer/MFD from the resulting contract. Consumables will not be allowed to be purchased from this resulting contract for a Printer/MFD purchased from an expired contract.

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6.11.5 Ordering Methods

The Contractor shall accept orders through the following methods:

1. Facsimile – A toll-free facsimile number to be used by ordering agencies for placing orders is to be in place before the commencement of this contract. Facsimile orders must be accepted between the hours of 8:00 AM and 5:00 PM (PT), Monday through Friday.

2. Mail – Contractor must have the capability to receive orders by mail in place before the commencement of this contract.

3. Email – An email address to be used by ordering agencies for placing orders is to be in place before the commencement of this contract.

Bidder shall provide ordering information (toll-free facsimile number, mailing address and email address) for ordering on Exhibit 11.19.

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Exhibit 11.19

6.11.6 Order Acknowledgement

The Contractor must provide the ordering agencies with an order receipt acknowledgment via e-mail/facsimile within one (1) business day after receipt of an order. The acknowledgement will include:

• Ordering Agency Name

• Agency Order Number (Purchase Order Number)

• Contractor’s Order Number

• Description of Goods

• Total Cost

• Anticipated Delivery Date

• Identification of any Out of Stock/Discontinued Items

Within 15 calendar days from contract award, the Contractor must submit a preliminary copy of their order receipt acknowledgment to the DGS CA for approval. The State shall review and determine acceptability of the acknowledgement and the authorized copy shall become the standard for this contract.

During the life of the contract, the State reserves the right to add additional elements to the order acknowledgment as necessary.

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6.11.7 Out-of-Stock Item Remedy

Upon receipt of order acknowledgment identifying out of stock items, the ordering agencies shall have the following options:

• Request back order; or

• Cancel the item from the order with no penalty.

Bidder must describe processing of out-of-stock items which have been back ordered and what communication is provided to the ordering agencies once the agency requests a back order (i.e. updates/status).

Under no circumstance is the Contractor permitted to make substitutions with non-contract items or unauthorized products without approval of the DGS CA.

6.11.8 Discontinued Item Remedy

Upon receipt of order acknowledgment identifying discontinued items, the ordering agencies shall have the following options:

• Amend purchase document to reflect State-approved substitute item (per Section 6.4.4); or

• Cancel the item from the order.

Under no circumstance is the Contractor permitted to make substitutions with non-contract items or unauthorized products without approval from the DGS CA.

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6.12 Delivery

Section Requirement Description Type Bid

Page Number

6.12.1 Delivery Locations

Deliveries are to be made (statewide) at no additional cost to the location specified on the individual order, which may include but is not limited to, inside buildings, high-rise office buildings, and receiving docks. Contractor is requested to make deliveries in Los Angeles County, Orange County, San Bernardino Metropolitan Area and San Diego Metropolitan Area during off-peak hours. Off-peak hours are 10:00AM to 4:00PM.

Note: Buildings with more than one floor typically have an elevator. If no elevator, special handling charges may occur. If this occurs, State departments must contact the Department of General Services Transportation Management Unit for freight rate comparisons.

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6.12.2 Delivery Schedules

Delivery of ordered product shall be completed within thirty (30) calendar days after receipt of an order, unless otherwise agreed to by the ordering agency.

Since receiving hours for each ordering agency will vary by facility, it will be the Contractor’s responsibility to check with each facility for their specific delivery hours before delivery occurs.

The Contractor must notify the ordering agency within 12 hours of scheduled delivery time if delivery cannot be made within the time frame specified on the order.

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6.12.3 Installation/Basic Training

Bidder shall offer Installation of contract items throughout California, border to border. Physical installation includes coordination of installation with State representative, set in place, power-up, installation of latest firmware, software and updates, removal of trade-in equipment and dunnage, testing and diagnostics and basic training of equipment.

Installation includes assembly and installation of all applicable accessories.

The basic configuration must be completed and accepted by a State representative. The basic configuration will include all purchased parts both Core and Non-Core and installed as a completed system. Installation shall include electronic documentation, including configuration instructions, at no additional price.

Installation may be purchased per Exhibit 11.28(2) thru Exhibit 11.28(4).

Basic training includes training on toner replacement, jam removal, network connections, using multi-functional device features etc.

Any additional required training beyond what is mentioned above may be charged as Advanced Training (part of Deployment and Logistics).

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Exhibit

11-28(2) thru

11.28(4)

6.12.4 Security Requirements for Institutions

Deliveries may be made to locations inside secure institutional grounds (such as the California State Prisons) that require prior clearances to be made for delivery drivers.

These deliveries shall be with no additional cost.

Security clearance procedures may vary from facility to facility. The Contractor will be responsible for contacting the secure location for security clearance procedures, hours of operation for deliveries and service, dress code, and other rules of delivery.

Deliveries to secure institutions shall not incur additional charges.

Deliveries that are delayed due to drivers not being cleared to enter institutional grounds may cause your firm to be declared in default of contract requirements.

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6.12.5 Free on Board (F.O.B.) Destination

All prices offered shall be F.O.B. destination; freight prepaid by the Contractor, to the ordering organization's receiving point. The receiving point shall be the ordering organization’s site and not the Contractor’s facility. Responsibility and liability for loss or damage for all orders shall remain with the Contractor until final inspection and acceptance, when all responsibility shall pass to the ordering organization, except the responsibility for latent defects, fraud, and the warranty obligations.

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6.12.6 Packing Slip

A packing slip will be included with each shipment, which will include at least the following information in no particular order:

• Ordering Agency Name and Number (Purchase Order Number)

• Line item description

• Quantity ordered

• Quantity included in shipment

• Any back ordered or out of stock items and availability date of unfilled and partial shipment

• Number of parcels

• Destination

• All information contained on the packing label

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6.12.7 Packing Label

A packing label will also be included with each order shipped and include the following items, visible on the outside of the box:

• Authorized Purchaser

• Address

• Department and floor

• Authorized Purchaser Contact Name

• Authorized Purchaser Telephone number

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6.12.8 Recyclable Packaging

No Polyvinylchloride (PVC) plastic bags or films are permitted for packaging.

Containers and packaging materials should be readily recyclable and the use of post-consumer recycled content materials should be maximized.

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6.12.9 Toxics in Packaging

All packages, packaging components, and packaged retail-ready products offered during the life of the contract must be in full compliance with all requirements of the Toxics in Packaging Prevention Act (Health and Safety Code (HSC) Sections 25214.11-25214.26.) “Package” and “packaging components” are defined in HSC Section 25214.12. Provisions for exemption from this Act are contained in HSC Section 25214.14.

Upon request by the State, the Contractor shall provide a Certificate of Compliance which covers each type of package, packaging component, or packaged retail-ready product supplied, distributed, or sold under this specification. The certification shall be based either on direct written correspondence from the packaging product manufacturer or from any written advertisement issued by the product manufacturer including, but not limited to, the products label, the manufacturers catalog, or the manufacturers or vendors Internet Web site. More information can be found at:

http://www.dtsc.ca.gov/ToxicsInPackaging/index.cfm

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6.12.10 Pallets

Unless otherwise specified on the ordering agency’s purchase order document, standard commercially available pallet sizes should be used. All pallets shall be of sturdy construction and adequate condition to assure delivery of the goods without damage to the goods or safety hazards.

Exchange pallets may be available; however, the State assumes no responsibility for the availability to exchange pallets.

Delivery drivers shall not remove more pallets from the location than delivering at time of delivery.

http://www.dtsc.ca.gov/ToxicsInPackaging/index.cfm

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6.12.11 Hazardous Materials Documentation

For products that contain hazardous chemicals, as defined by California Code of Regulations, Title 8, Section 339, the Contractor must provide a Material Safety Data Sheet (MSDS), via facsimile or email, to the ordering agency upon written request.

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6.12.12 Distribution Plan

Bidders shall submit a Distribution Plan with their bid response. The Distribution Plan should be the Bidder’s written plan for distribution of the products. The plan must clearly show distribution from the manufacturer(s) to the end user(s), including all points in between specific to this resulting contract only, and the role that you as the Contractor of record will play in the distribution. This plan should clearly identify all parties, including any subcontractor, Disabled Veteran Business Enterprises (DVBE) and/or Small Business (SB) participants, involved in the execution of this contract and their responsibilities.

Contractor shall advise the DGS CA by written notification of any changes in the distribution plan made during the term of the contract and any extensions.

6.13 Take Back/Disposition & Disposal and Trade-In Program(s)

Bid

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6.13.1

Take Back/Disposition & Disposal Before any Take Back/Disposition & Disposal can occur, state agencies must obtain approval for discarding their IT equipment from the DGS Surplus Property and Reutilization Program. In accordance with the State Administrative Manual (SAM), Chapter 5900, Information Technology-Disposal of IT Equipment, each agency must explore the reutilization of surplus IT equipment prior to requesting approval for recycling or attempting to use the equipment as a credit toward the purchase of new equipment.

Bidders shall make available a Take Back service for similar equipment (a desktop printer for a desktop printer, an MFD for an MFD etc.), including other OEM equipment. This Take Back service is for non-working equipment. It is mandatory that the Bidder offers this Take Back service. However, it is not mandatory that the ordering agency use the service offered.

The equipment returned as part of the Take Back service shall be environmentally responsibly managed. To the greatest extent feasible, the equipment is to be refurbished for resale or recycled.

Thirty (30) days after the Intent to Award, the contractor shall provide the following information on the Take Back service to the DGS CA:

• Name and address of equipment take back company(ies); including transporter company, if different.

• General description of what steps take place during the take back process: from pick-up to the refurbishment or recycling of the equipment.

Include name and location of involved facilities.

• Brochure or website addresses documenting the equipment manufacturer’s commitment to recycling or zero landfill disposal.

• Instruction on how to use the service (i.e., contact information).

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Take Back/Disposition & Disposal continue… The State reserves the right to remove and retain data storage media, including but not limited to any hard disk drive(s) in the equipment, prior to Take Back.

6.13.2 Trade-In Program

The Bidder may offer a Trade-In Program that allows for “credit” towards the purchase of new equipment. It is not mandatory that the Bidder offers this program, nor is it mandatory that the ordering agency use this program. Prior to any trade-in, the ordering agency must obtain approval from DGS’s Surplus Property and Reutilization Program.

Within 30 days after Contract Award, the Contractor shall provide a description of the Trade-In program offered to the state.

• Name and address of equipment Trade-In company(ies); including transporter company, if different.

• General description of what steps take place during the take back process: from pick-up to the refurbishment or recycling of the equipment.

Include name and location of involved facilities.

• Instruction on how to use the service (e.g., contact information).

Bidder will be offering a Trade-In program that meet the above criteria: Yes: _________ (initial)

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6.14 Quality Assurance

Bid

Page Number

6.14.1 Return Policy

Contractor will accept all products for return at no cost to the ordering agency within 30 calendar days of delivery, and refund the customer in full.

Note: Products returned should be in the packaging as delivered and include all documentation. Lost or damaged packaging materials and/or documentation shall be supplied by the Contractor. The Contractor shall not charge for these materials in excess of the Contractor’s cost or the Restocking Fee, per Section 6.14.3, Restocking Fee, whichever is lower. The Contractor shall provide the DGS CA and/or ordering department(s) a copy of the Contractor’s material cost, if requested, within ten (10) days of request.

All returns shall be picked up within seven (7) working days of notification.

Notification is defined as notice in writing, by facsimile or e-mail.

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6.14.2 Credit Policy

The Contractor shall offer credit/refund for the following items:

• Items shipped in error

• Items that are returned within 30 calendar days of delivery

• Defective or freight-damaged items

In all cases, the ordering agency shall have the option of taking an exchange, receiving a credit, or receiving a refund.

The Contractor will be responsible for the credit or replacement of all products, including those covered by manufacturer warranties. Contractor cannot require the ordering agency to deal directly with the manufacturer.

6.14.3

Restocking Fees The Contractor will not impose a restocking fee on the ordering agency for the following situations:

• Items returned that were damaged upon receipt

• Incorrect items shipped

• Items that are returned within 30 calendar days of delivery

• Items that are returned, but exchanged for other items within 30 calendar days.

Re-stocking fees for all…