Section_7_-_Cost,_Addendum__1.pdf

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

SECTION 7

Cost

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COST

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7. Cost

7.1 Introduction

Cost is the sole variable evaluation criterion for the award for this IFB. Cost evaluation will be based on the lowest estimated net total cost to the State, as calculated according to the methodology outlined in Section 9.

The State’s intent is to structure the pricing format in order to facilitate a straightforward comparison among all Bidders and foster competition to obtain the best market pricing.

Consequently, the State requires that each Bidder’s bid be in the format outlined in this section.

Therefore, Bidders are advised that failure to comply with the instructions listed in this section, such as submission of incomplete offers or use of alternative pricing structures or different formats than the one requested, may result in the rejection of their bids for non-responsiveness.

Important Note: It is imperative that no cost information be included in the body of the bid. Cost information shall only be submitted in Volume II in accordance with Section 8.

7.2 Cost Information Guidelines

Exhibits 11.28(1) through Exhibit 11.28(4) contain the worksheets that the Bidders shall use to enter cost information for each group bid.

Exhibit 11.28(1)

Printer Type - Personal Desktop Cost Worksheet

Group 1A - Color Desktop Printer

Group 1B - Personal Monochrome Printer

Group 1C - Color All-In-One Printer

Group 1D - Color Mobile Portable Printer

Exhibit 11.28(2)

Printer Type – Office Printers Cost Worksheet

Group 2A - Work Group Monochrome Laser Printer

Group 2B - Work Group Color Printer

Group 2C - High Volume Monochrome Printer

Group 2D - High Volume Color Printer

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7.2.1 Structure

7.2.1.1 Cost Worksheet

Bidder shall enter all Standard Device, Consumables, Non-Core Options and Value Added Services data as required in Exhibits 11.28(1) through Exhibit 11.28(4). Model information submitted must match the information entered for each line cross referenced in Exhibit 11.22. Quantities are for evaluation purposes only.

Important Note: The State reserves the right to eliminate any specific Printers and/or Multi-Functional Devices from the final award.

7.2.1.1.1. Unspecified Subordinate Product

It is the intent of the State to describe a complete working configuration. Any incidental items omitted from these specifications but needed to make a complete working configuration will be provided by the Bidder and will be included in the bid price.

7.2.2 Quantities

The Estimated Usage shown in Exhibits 11.28(1) through Exhibit 11.28(4) are representative and used for cost evaluation purposes only. Actual purchases may vary from this pattern. The State will not guarantee that these quantities will be purchased.

Consequently, there is no guaranteed dollar value for these contracts. The State reserves the right to order more or less of any line item in the IFB.

Exhibit 11.28(3)

Printer Type – Multi-Functional Devices Cost Worksheet

Group 3A - Low Volume Monochrome MFD

Group 3B - High Volume Monochrome MFD

Group 3C - High Volume Monochrome Ledger MFD

Group 3D - High Volume Color MFD

Exhibit 11.28(4)

Printer Type - Plotters Cost Worksheet

Group 4A – Plotters

Group 4B – MFD Scanning Plotters

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7.2.3 Required Information

Exhibits 11.28(1) through Exhibit 11.28(4) must be filled out completely for each Group of Printers and Multi-Functional Devices (MFDs) bid or the bid may be rejected. Any Group for which a Bidder does not wish to submit a bid should be marked “No Bid”. Yellow cells are mandatory and must be completed. Modifying any other cell in any worksheet may disqualify the Bidder from the entire IFB.

7.2.4 Contract Discounts

Each printer group contains four categories:

• STD Device

• Consumables

• Options

• Value Added Services

For each Group printer type, a contract discount shall be bid. Discounts can vary for each printer within the Group.

The discount percentage applied to each Core Item shall apply to all products or services applicable to the discount classification type for the following categories: STD Devices and Consumables.

The discount percentage applied to each Core Item shall apply to each individual product or services applicable to the discount classification type for the following categories:

Options and Value Added Services.

The Options category discounts shall be averaged out to create a Non-Core Options discount. All Non-Core Options will be sold at the average percentage off discount off the list price indicated. Refer to Section 6.4.1 and Section 6.4.2.

The discount percentages shall not decrease thorough the life of the contract, per Section 6.7.3.

7.2.5 Pricing/Discount Format

All dollar figures and percentages must be entered to no more than two (2) decimal places (i.e., $150.75, 75.25%).

7.2.6 Sales Tax

Sales tax is not to be included in the pricing on Exhibits 11.28(1) through Exhibit 11.28(4).

If awarded the contract, sales tax should be added at time of invoicing. The sales tax rate applied should be based on the rate of the area where the product is to be delivered.

7.3 Cost Worksheet

Bidders must follow the instructions below to complete Exhibits 11.28(1) through Exhibit 11.28(4).

7.3.1 Download and Save

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1. Download Exhibits 11.28(1) through Exhibit 11.28(4) from the California State Contracts Register (CSCR).

2. Rename the file as “(Enter Company Name) Event ID#: 0000000258 Cost Worksheet.xls” and save.

3. After finalizing the cost worksheet, copy the file onto a CD-ROM, print, and submit as specified in Section 8, Proposal Format.

7.3.2 Cost Worksheet Instructions

The Bidder must bid a product that meets or exceeds the requirements of the Printers and/or MFDs described by Exhibit 11.22. Separate worksheet sets are provided for each Group; a Bidder is not required to bid on all Groups. However, if a Bidder selects to bid on a Group, all Printers and/or MFDs within that Group must be bid.

The specific items of the product must be entered in the tabs of Exhibits 11.28(1) through Exhibit 11.28(3), Groups 1-4, and Exhibit 11.28(4), Group 1 Cost Worksheets, relevant to the Group being bid. The Bidder designates the discount percentages for Standard Device, Consumables, Non-Core Options, and Value Added Services.

7.3.3 Exhibits 11.28(1) through Exhibit 11.28(4) Cost Worksheets

Exhibits 11.28(1) through Exhibit 11.28(4) must be utilized by Bidders to enter proposed product information and pricing for each Group bid.

Bidders shall input the following for each Group (in yellow cells provided):

Manufacturer’s Name – The name of the manufacturer.

Manufacturer Part Number – The manufacturers’ part number of the offered product.

Manufacturer’s Model – The model number of the proposed equipment.

SKU – the Stock Keeping Number Item Description – Description of the item proposed.

List Price– (see Section 4.2.3.1.1 - References to Index, List, and MSRP may be interchangeable) Bidder’s verifiable public price available to the general public in US $ (i.e. price list). For the purposes of the IFB evaluation, the Index price /List Price/MSRP shall be the price listed in the current version of the Bidder’s publicly available price list in effect as of final bid submission date. In accordance with Section 2.3.6.3, Errors in the Final Bid, the State reserves the right to adjust quoted list prices to match the referenced publicly available list price.

Contract Discount – The contractual discount off the list price.

7.4 Cost Submittal

Pricing will be submitted in a separate sealed envelope as specified in Section 8.