Solicitation no_ DQ1 FAAA FHLA201600001_ Mag Stripe Readers_specifications.pdf.doc
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- Solicitation number
- DQ1 FAAA FHLA2016000000000001 2
- Issued by
- Denver County, Denver City, Colorado
About this file
This Documented Quote (DQ) solicitation is issued by the Colorado Department of Public Health and Environment (CDPHE) to procure magnetic stripe readers for the eWIC program. CDPHE seeks brand new Magtek Dynamag readers or equivalent models to support the transition to an electronic benefit delivery system for the Special Supplemental Nutrition Program for Women, Infants and Children (WIC) throughout Colorado. Approximately 450 readers will be required in the first year, with 10 units held as spares at the state office, and distributed across approximately 90 local agency WIC clinic locations. The contract period is one year from March 1, 2016 to December 31, 2016, with options to renew for up to four additional years contingent upon fund availability. The submission deadline is February 3, 2016 at 2:00 p.m. MT, with written questions due by January 28, 2016. All readers must be shipped FOB Destination to individual clinic locations 30 days prior to the pilot or rollout dates to be provided by Colorado WIC, and all objectives must be completed by February 15, 2016.
Pricing shall be submitted in itemized format with unit pricing for each year one through five and a grand total, with pricing firm for the initial year. Any price increases during the optional four years must be documented and submitted 60 days prior to the effective date and require Colorado WIC approval; denied increase requests will result in contract cancellation and a new solicitation. The award will be based on lowest, responsive, responsible quote in the best interest of the state, with cost as the primary factor. All bid products must include manufacturer specifications, model/part numbers, warranty information, and be accompanied by a completed Vendor Information/Confirmation of Offer form. The successful bidder must be an authorized distributor, provide toll-free customer support during business hours, submit a single invoice per shipping address per shipment, and include serial numbers, destination addresses, and warranty start dates on invoices or summary reports.
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Documented Quote, (DQ), no. DQ1FAAA2016000001 For: eWIC Magnetic Stripe Readers
Background The Colorado Department of Public Health and Environment (CDPHE) intends to transition to an electronic benefit delivery system. Transition will occur during a scheduled pilot and rollout period throughout 2016. CDPHE has issued this Documented Quote, (DQ), to procure: brand new, magnetic stripe readers, model - Magtek Dynamag reader, or equal, for the CDPHE eWic program, and enter into an agreement and issue a purchase order (PO) to the successful bidder who can provide, and ship the new magnetic stripe readers to the Special Supplemental Nutrition Program for Women, Infants and Children (WIC) local clinics throughout the State of Colorado, per the following specifications and requirements.
Period:
Period covered: one, (1), year with the option to renew up to four, (4), additional years for a total of five, (5), years contingent upon funds availability.
The award of this DQ will be all or none, and based on the lowest, responsive, responsible quote which is in the best interest of the state. Cost will be the primary factor in the award of this solicitation, along with the requirements listed in the specifications.
Purpose:
The new readers will be used to capture the 16 digit primary account number (PAN) on the card at local WIC clinics when setting up participant benefits.
Objectives:
Manufacturer: New, Magtek, or equal New, Magteck Dynamag reader, or equal Part Number: 21073062 / 21073145, or equal Any brand name and/or model number used are for the purpose of describing the standard of quality, performance and characteristics desired; not to limit competition.
CDPHE will be the sole judge in the determination of any equivalent or better product.
All bid products must include manufacturer specifications, model/part numbers, and warranty information.
All bid products must be brand new, and shipped and a new container.
CDPHE reserves the option to request additional information in the evaluation of any equivalent product including, but not limited to; samples, demonstrations, or additional documentation, at no additional cost to CDPHE. Any samples submitted for evaluation will not be returned unless prior arrangements are made between CDPHE and vendor.
Bidder must be an authorized distributor of all bid products submitted for this solicitation.
CDPHE reserves to right to reject any or all bids received for this solicitation.
Item Description:
a. Must have ability to read up to 3 tracks
b. Must have Bi-directional read
c. Must have ability to read ANSI/ISO/AAMVA cards
d. Must support USB HID or USB keyboard emulation interfaces
e. Must be USB powered
f. Must provide USB cord
g. Must provide Red/Green/Amber LED for status
h. Must have unique non-changeable device serial number
i. Must have triple DES Encryption, or equal
j. Must have DUKPT key management, or equal
k. Must perform Magne-Print Card Authentication, or equal
l. Must have MagneSafe 2.0 for seamless integration into an existing software and hardware infrastructure, or equal Requirements:
1. A total of approximately 450 brand new readers shall be needed and shipped directly to local agency WIC clinics throughout Colorado in the first year. Not all 450 readers will be shipped out at the start of the contract. As Colorado WIC rolls out over the year, the state office shall provide unit numbers and locations prior to issuance of purchase order, (a list of mailing addresses has been attached for informational purposes only).
2. The product shall be shipped directly to individual clinic locations by the award vendor FOB, Destination, at no additional charge to the State of Colorado. Vendor shall include all shipping costs in itemized format with bid. Delivery may be a consideration in the award of this solicitation.
3. Colorado WIC shall provide the final startup quantity for each location to the award vendor when the award is made. There are approximately 90 shipping locations in Colorado. Colorado WIC has provided addresses and locations as part of the bid process so bidders can see where the products shall be shipped. (attachment)
4. A total of 10 brand new units shall be shipped to the State WIC office to be held as spares.
5. The award vendor shall ship the new readers to the local agency 30 days before EBT pilot or rollout. Dates will be provided by Colorado WIC to the award vendor.
6. New readers shall be the vendors’ current state of technology. If the vendor projects technology changes in the next six months, the vendor shall bid the newest available technology.
7. The vendor shall submit all warranty period information and terms, to include replacement options for damaged units.
8. A toll free customer support number shall be made available for local agency questions during normal business hours. The vendor shall define their business hours.
9. Pricing shall include all shipping costs, and be delivered FOB, Destination to local WIC clinics throughout the State of CO.
10. The award vendor shall provide a single invoice for each shipping address per shipment.
11. All invoices shall be sent to the Colorado WIC Program at, 4300 Cherry Creek Drive, South, Denver, CO. 80246-1530.
12. The award vendor shall provide a list of serial numbers, destination address and warranty start date for each of the purchased units on the invoice or as a summary report. If the successful bidder provides a summary report, each serial number shall include the invoice number for which each unit is billed.
All bidders shall indicate any deviation from specifications, as indicated.
Timeline:
All of the objectives in this DQ shall be met no later than February 15, 2016. Colorado WIC expects to begin using the successful bidder’s product beginning March 1, 2016. The agreement shall start on March 1, 2016 and end on December 31, 2016. Four, (4), additional option years may be added, on a year by year basis, at the sole discretion of the State of Colorado WIC Program for replacements and additional stock. Optional year(s) amounts may differ, quantities are best estimates only.
Pricing:
Pricing shall be submitted on authorized company letterhead, in itemized format, with unit pricing for each year0s) one, (1), thru five, (5), along with a grand total price for total five, (5) years. Pricing shall be firm for the initial one, (1), year period. Any increases to the pricing during the optional four, (4) years shall be fully documented and submitted in writing to the Colorado WIC program 60 days prior to the effective date. Any granted price increases shall then be firm throughout the mutually agreed upon period of service. Pricing increase shall be comparable to similar product increases across the industry. Colorado WIC must approve price increase prior to increase. CO WIC reserves the right to deny any request for price increase, a new solicitation and purchase order will result in a cancellation.
Terms:
A State of Colorado purchase order, (PO), will be issued as a result of this DQ, Colorado PO terms and conditions shall govern and supercede. (attached) How to submit DQ:
Vendor shall submit Documented Quote, (DQ), in a sealed envelope, or package with the solicitation number, and submission deadline clearly marked on the outside.
Vendor shall submit DQ on authorized company letterhead.
Vendor shall submit one, (1), original, plus two, (2), copies of DQ.
Vendor shall complete and return Vendor Information / Confirmation of Offer form, (exhibit A), with the original quote.
Vendors shall deliver DQ to CDPHE via USPS, courier, or hand delivery.
Late quotes will be rejected, electronic quotes will be rejected.
Submission deadline: Wednesday, 02/03/2016 at 2:00 pm mt Questions:
Prospective vendors may submit written questions via email only until: 01/28/16 at 2:00 pm mt. Email address: timothy.massangale@state.co.us All questions must include the solicitation number. Written questions along with the CDPHE response will be posted to this solicitation as a modification attachment after the written question period expires.
Contact: Timothy Massangale, CPPB, Senior Purchasing Agent, CDPHE, Phone: 303-692-2072
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