REQUEST FOR QUOTATION

ARFQ 0608 DCR2600000068

Kenwood NX-5300 UHF Portable Radios & Accessories

SPECIFICATIONS

1. Purpose and Scope: The West Virginia Department of Homeland Security - Division of Administrative Services on behalf of the West Virginia Division of Corrections and Rehabilitation is soliciting bids for the one-time purchase of Kenwood NX-5300 UHF Portable Radios and Accessories.

2. Definitions: The terms listed below shall have the meanings assigned to them below.

Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 "Contract Item" means items as more fully described by the specifications listed below in Section 3.

2.2 "AES" means Advanced Encryption Standard.

2.3 "mAh" means milliampere-hour. It is a unit of measure for battery capacity.

2.4 "OTAP" means Over-The-Air-Programming.

2.5 "UHF" means Ultra High Frequency.

2.6 “CEC” California Energy Commission (CEC).

2.7 "Pricing Page" means the pages, contained in wvOASIS, or attached as Exhibit A, upon which Vendor should list its proposed price for the Contract Items.

2.8 "Solicitation" means the official notice of an opportunity to supply the State with goods or services that is published by WV Division of Administrative Services.

3. Contract Items & Mandatory Requirements:

3.1 The radio shall conform to the Kenwood NX-5300 UHF portable model as the standardized and approved platform for UHF communications; no substitutions, equivalents, or alternate models shall be accepted under this specification.

3.1.1 Contract Item #1 - Kenwood NX-5300 UHF Portable Radio/with limited keypad complete with 5 watt.

3.1.1.1 Vendor must provide a quantity of sixty-one (61) Kenwood

NX-5300 UHF Portable Radios with limited keypad complete with five (5) Watt.

3.1.1.2 Must be P25 Conventional.

3.1.1.3 Must have at a minimum of Phase 1 P25 Trunking Option.

3.1.1.4 Must have at a minimum of Phase 2 P25 Trunking Option.

3.l.l.6 Must have Link Layer Authentication.

3.l.l.7 Must have a KRA-23 UHF Antenna/Frequency 440-490MHz.

3.l.l.8 Must have at a minimum of two (2) KBN-L2 Li-ion Battery 2600mAh per radio.

3.1.2 Contract Item #2 – Kenwood KRA-23 UHF Antenna/Frequency 440-490MHz.

3.1.2.1 Vendor must provide a quantity of twenty (20) Kenwood KRA-23 UHF

Antenna/Frequency 440-490MHz.

3.1.3 Contract Item #3 – Kenwood KMC-72 Speaker Microphone.

3.1.3.1 Vendor must provide a quantity of sixty-one (61) Kenwood KMC-72

Speaker Microphones.

3.1.4 Contract Item #4 – Kenwood KBH-11 Belt Clip.

3.1.4.1 Vendor must provide a quantity of twenty (20) Kenwood KBH-11 Belt

Clips

4. Contract Award:

4.1 Contract Award: The Contract is intended to provide Agency with a purchase price for the Contract Items listed above. The Contract shall be awarded to the Vendor that provides the Contract Items meeting the required specifications for the lowest overall total cost as shown on the Pricing Page.

4.2 Confidentiality Policies and Information Security Accountability:

Vendor agrees to adhere to the Confidentiality Policies and Information Security Accountability Requirements which can be found at: hllps://www .state.wv.us/admin/purchase/privacy/ At the Agencies discretion, the Agency can require the Vendor and its employees to execute the Confidentiality Agreement.

4.3 Pricing Pages:

Vendor should complete the Pricing Pages by providing unit cost for each contract service. Vendor should complete the Pricing Pages in their entirety as failure to do so will result in Vendor’s bids being disqualified. A no bid entered on the Pricing Page will result in Vendor’s bid being disqualified. Any product or service not on the Agency provided Pricing Pages will not be allowable. The state cannot accept alternate pricing pages, failure to use Exhibit A Pricing Pages could lead to disqualification of vendors bid. The Pricing Pages contain a list of the Contract Items and estimated purchase volume. The estimated purchase volume for each item represents the approximate volume of anticipated purchases only. No future use of the Contract or any individual item is guaranteed or implied.

Vendor should electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document. In most cases, the Vendor can request an electronic copy of the Pricing Pages for bid purposes by sending an email request to the following address: jerry.d.rush@wv.gov

5. Payment: Vendor shall accept payment in accordance with the payment procedures of the

State of West Virginia.

6. Delivery and Return:

6.1 Delivery Time: Vendor should deliver standard orders within ninety (30) working days after orders are received. The vendor shall ship all orders in accordance with the above schedule and shall not hold orders until a minimum delivery quantity is met.

The vendor shall deliver standard order upon receipt of order. If there is a delay in shipment, the vendor shall notify the Agency of the delay. The vendor shall ship all orders in accordance with above schedule and shall not hold orders until a minimum delivery quantity is met.

6.2 Late Delivery: The Agency placing the order under this Contract must be notified in writing if orders will be delayed for any reason. Any delay in delivery that could cause harm to the Agency will be grounds for cancellation of the delayed order, and/or obtaining the items ordered from a third party.

Agency seeking to obtain items from a third party under this provision must first obtain approval of the WV Division of Corrections & Rehabilitation.

6.3 Delivery Payment/Risk of Loss: Standard order delivery shall be F.O.B.

destination to the Agencies’ location. Vendor shall include the cost of standard order delivery charges in its bid pricing/discount and is not permitted to charge the Agency separately for such delivery. The Agency will pay delivery charges on all emergency orders provided that Vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice. Contract Items must be delivered to:

WV Division of Corrections & Rehabilitation Attn: Noah Bergen 795 Virgina Ave Welch, WV 24801

6.4 Return of Unacceptable Items: If the Agency deems the Contract Items to be unacceptable, the Contract Items shall be returned to Vendor at Vendor’s expense and with no restocking charge. Vendor shall either make arrangements for the return within five (5) days of being notified that-items are unacceptable or permit the mailto:jerry.d.rush@wv.gov

Agency to arrange for the return and reimburse Agency for delivery expenses. If the original packaging cannot be utilized for the return, Vendor will supply the Agency with appropriate return packaging upon request. All returns of unacceptable items shall be F.O.B. the Agencies location. The returned product shall either be replaced, or the Agency shall receive a full credit or refund for the purchase price, at the Agencies discretion.

6.5 Return Due to Error: Items ordered in error by the Agency will be returned for credit within 30 days of receipt, F.O.B. Vendor’s location. Vendor shall not charge a restocking fee if returned products are in a resalable condition. Items shall be deemed to be in a resalable condition if they are unused and in the original packaging. Any restocking fee for items not in a resalable condition shall be the lower of the Vendor’s customary restocking fee or 5% of the total invoiced value of the returned items.

7. Miscellaneous:

7.1 No Substitutions: Vendor shall supply only Contract Items submitted in response to the RFQ unless a contract modification is approved in accordance with the provisions contained in this Contract.

7.2 Vendor Supply: Vendor must carry sufficient inventory of the Contract Items being offered to fulfill its obligations under this Contract. By signing its bid, Vendor certifies that it can supply the Contract Items contained in its bid response.

7.3 Reports: Vendor shall provide quarterly reports and annual summaries to the Agency showing the Agencies items purchased, quantities of items purchased, and total dollar value of the items purchased. Vendor shall also provide reports, upon request, showing the items purchased during the term of this Contract, the quantity purchased for each of those items, and the total value of purchases for each of those items. Failure to supply such reports may be grounds for cancellation of this Contract.

8. Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor shall list its Contract manager and his or her contact information below.

Contract Manager:

Telephone Number:

Fax Number:

Email Address: