State of Missouri Office of Administration, Division of Purchasing

Request for Proposal (RFP) for Statewide – Adaptive Technology

PROPOSAL DUE NO LATER THAN: 7/30/26 AT 2:00 PM CENTRAL TIME

Proposal response must be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov.

E-mailed, mailed, courier, or hand-delivered proposal responses will not be accepted.

RFP CONTACT INFORMATION:

BUYER: Emily Thompson

PHONE NO.: (573) 751-8897

EMAIL: Emily.Thompson@oa.mo.gov See “RFP Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO THE FOLLOWING ADDRESS:

Various State Agencies throughout the State of Missouri

ATTENTION:

1. After reviewing the Request for Proposal (RFP), the vendor must complete and return Exhibit A, Proposal Signature Page and all other necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the RFP’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The vendor must be registered in MissouriBUYS, powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a proposal. The vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

AMENDMENT #01 to STATE 0000000416SL

TITLE: Statewide – Adaptive Technology

CONTRACT PERIOD: Effective Date of Contract through One (1) Year

PLEASE BE ADVISED OF THE FOLLOWING CHANGES AND CLARIFICATIONS:

1. Attachments 1, 2, and 3 are added as separate documents on the MissouriBUYS Bid Board under Solicitation number STATE 0000000416SL.

Vendors may review the revision(s) to the MissouriBUYS, powered by MOVERS electronic solicitation and the amendment document(s) at https://MissouriBUYS.mo.gov. You may be required to acknowledge the electronic amendment.

ATTENTION: IF YOU HAVE ALREADY SUBMITTED A RESPONSE TO THE SOLICITATION, ACCEPTANCE OF THE AMENDMENT AND RESUBMISSION YOUR SOLICITATION RESPONSE IS NECESSARY TO ENSURE THE STATE OF MISSOURI SUCCESSFULLY RECEIVES YOUR SOLICITATION RESPONSE.

Follow the instructions in the Reference Guide for How to Submit Response Online (https://missouribuys.mo.gov/media/pdf/movers-bid-response-instructions ) and outlined below if previously responded to the solicitation prior to the amendment issuance.

1) Log into MissouriBUYS, powered by MOVERS (https://missouribuys.mo.gov/).

2) Under Tasks click View Negotiations below Solicitations.

3) The Active Solicitations page will appear. Utilize the search filters and click on the Solicitation Number to open.

4) The Overview page will display. Click Create Response.

5) A Warning pop-up box will open. The supplier must click Yes to continue to view and acknowledge amendments.

6) The supplier should highlight the Amendment(s) and view the changes made via the amendment(s). Once the review is complete, select the Acknowledgement checkbox for each amendment and click Submit at the top right-hand corner of the page. NOTE: A Warning pop-up box will open if all amendments have not been acknowledged. Click Yes to continue.

7) A Confirmation pop-up box will open confirming amendments have been acknowledged. It will also warn that resubmission of the previously submitted response is necessary prior to response to the amendment. Click OK.

8) Supplier will need to click Create Response again and respond to the amended solicitation. NOTE: The Create Response step includes attaching the supplier’s response again.

State of Missouri Office of Administration, Division of Purchasing

Request for Proposal (RFP) for Statewide – Adaptive Technology

PROPOSAL DUE NO LATER THAN: 07/30/26 AT 2:00 PM CENTRAL TIME

Proposal response must be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov.

E-mailed, mailed, courier, or hand-delivered proposal responses will not be accepted.

RFP CONTACT INFORMATION:

BUYER: Emily Thompson

PHONE NO.: (573) 751-8897

EMAIL: Emily.Thompson@oa.mo.gov See “RFP Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO THE FOLLOWING ADDRESS:

Various State Agencies throughout the State of Missouri

ATTENTION:

1. After reviewing the Request for Proposal (RFP), the vendor must complete and return Exhibit A, Proposal Signature Page and all other necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the RFP’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The vendor must be registered in MissouriBUYS, powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a proposal. The vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

RFP Organization:

RFP Vendor Response Exhibits (Return these exhibits with the proposal)

BUSINESS COMPLIANCE EXHIBITS

Separate Documents: The vendor is advised that the separate documents to this document referenced above provide additional requirements, information, and/or instruction. The separate documents must be downloaded from the Division of Purchasing’s MissouriBUYS, powered by MOVERS, website at: https://missouribuys.mo.gov/. The separate documents are downloadable from the same web page where the solicitation document is downloadable. It shall be the sole responsibility of the vendor to obtain each of the separate documents. The vendor shall not be relieved of any responsibility for performance under the subsequent contract due to the failure of the vendor to obtain a copy of the separate documents.

INTRODUCTION AND BACKGROUND INFORMATION SECTION

Introduction:

Purpose: This document constitutes a request for competitive, sealed proposals for the provision of adaptive technology products, pursuant to RSMo 209.251 through 209.259 as set forth herein for various state agencies.

Minimum Experience Qualifications: There are minimum experience qualifications in the RFP (See Section 2.2, Minimum Experience Requirements in Section 2: Scope of Work).

Titles: Titles of paragraphs used herein are for the purpose of facilitating reference only and shall not be construed to infer a contractual construction of language.

Background and Historical Usage Information:

The Missouri Assistive Technology Council requires a contract to acquire adaptive technology products pursuant to RSMo 209.251 through 209.259. This legislation requires the State of Missouri, through the Missouri Assistive Technology Council (MoAT), to establish a statewide telecommunications equipment distribution program making available reasonable access to telecommunication service for eligible subscribers who are unable to use traditional telecommunication equipment due to disability.

The contractor shall be required to take orders for adaptive technology products from MoAT on behalf of program participants and deliver such products directly to program participants throughout the State of Missouri. The products to be provided through the contract will include adaptive technology products that provide basic Internet access to a person who, due to disability, is otherwise unable to use such service. Such disabilities include vision, hearing, mobility or any other disability that may prevent a person’s use of traditional Internet products or services. The range of products to be provided includes output adaptations (speech, enlarged image, and braille output) and input adaptations (alternative keyboards, keyboard adaptations, alternative pointing devices, and voice recognition.) For State Fiscal Year 2025, 228 pieces of adaptive computer equipment were purchased as follows:

Current Contract Information:

A current contract exists for the products and/or services being obtained via this RFP. A copy of the contract can be viewed and printed from the Division of Purchasing Awarded Bid & Contract Document Search System located on the Internet at: https://purch.oa.mo.gov/bidding-contracts/awarded-bid-contract-document-search. In addition, all proposal and evaluation documentation leading to the award of that contract may also be viewed and printed from the Division of Purchasing’s Awarded Bid & Contract Document Search System. Please reference the Bid number RFP RFPT30034902102326 or the contract number CT212326002 when searching for these documents.

State Expenditures: The Missouri Accountability Portal (MAP) located on the Internet at: http://mapyourtaxes.mo.gov/MAP/Expenditures/ provides financial data related to the purchase of the services under the contract. Be sure to read the information provided in the site information and disclaimer links:

https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm and https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm#disclaimer. Then search by the contract numbers shown above when searching for the financial information.

RFP Questions:

Buyer is Single Point of Contact for Solicitation: Vendors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the RFP, the evaluation, etc., to the buyer indicated on the first page of this RFP. It is preferred that questions be emailed to the buyer.

Except as noted herein, vendors and their agents are instructed not to contact any other state employee regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Vendors can be sanctioned for unauthorized contact with any evaluator under 1 Code of State Regulation (CSR) 40-1.060(8)(G) and (H) available at http://www.sos.mo.gov/adrules/csr/csr.asp.

Minority Business Enterprise/Women Business Enterprise (MBE/WBE) and Service Disabled Veteran Enterprise certification or subcontract questions should be directed to the Office of Equal Opportunity (OEO) at http://oeo.mo.gov.

Vendor is Responsible for Asking Questions About the RFP: It is the vendor’s responsibility to ask questions, request changes or clarifications, or otherwise advise the Division of Purchasing if the vendor believes that any language, specifications, or requirements are: (1) ambiguous, (2) contradictory or arbitrary, (3) violate any state or federal law or regulation, (4) restrict or limit the requirements to a single source, or (5) restrict or limit the vendor’s ability to submit a proposal.

Vendor Question Deadline: Every attempt shall be made to ensure that the vendor receives an adequate and prompt response. However, in order to maintain a fair and equitable procurement process, all vendors will be advised, via the issuance of an amendment to the RFP, of any relevant or pertinent information related to the procurement. All questions and issues should be submitted no later than ten (10) calendar days prior to the proposal closing date and time of the proposals. If not received prior to ten (10) calendar days before the proposal closing date and time, the Division of Purchasing may not be able to fully research and consider the respective questions or issues.

State’s Response to Vendor Questions: Upon the Division of Purchasing’s consideration of questions and issues, if the Division of Purchasing determines that changes are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s); absence of such response indicates that the questions and issues were considered but deemed unnecessary for an RFP amendment. All vendors will be advised of any change to the RFP’s language, specifications, or requirements by a formal amendment to the RFP. There will be no posted written records of the questions/communications (i.e., formal question/answer document).

RFP is State’s Only Official Position: The only official position of the State of Missouri shall be that which is contained in the RFP and any amendments thereto.

Amendments:

If the Division of Purchasing determines that changes to the RFP are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s) prior to the proposal closing date and time.

Glossary of Terms and Acronyms:

Whenever the following terms and acronyms appear in the RFP document or any amendment thereto, the definitions or meanings described below shall apply.

General Glossary, Acronyms, and Abbreviations:

Agency and/or State Agency means the statutory unit of state government in the State of Missouri for which the equipment, supplies, and/or services are being purchased by the Division of Purchasing (Purchasing). The agency is also responsible for payment, unless otherwise specified herein.

Amendment means a written, official modification to a solicitation or contract.

Attachment applies to all documents which are included with an RFP to incorporate any informational data or requirements related to the performance requirements and/or specifications.

Buyer means the procurement staff member of Purchasing.

Code of State Regulation (CSR) contains the current administrative rules of executive agencies of Missouri government. The regulations are arranged by agency rather than by subject.

Contract means a legal and binding agreement between two or more competent parties, for a consideration for the procurement of equipment, supplies, and/or services.

Contractor means a supplier, offeror, person, or organization who is a successful vendor as a result of an RFP and who enters into a contract.

Exhibit applies to forms which are included with an RFP for the vendor to complete and submit with their proposal prior to the specified closing date and time.

May means that a certain feature, component, or action is permissible, but not required.

Must means that a certain feature, component, or action is a mandatory condition.

Party refers to either the State of Missouri or the contractor as an entity that may enter into a contract pursuant to the terms herein.

Pricing Page(s) applies to the form(s) on which the vendor must state the price(s) applicable for the equipment, supplies, and/or services required in the RFP. The pricing pages must be completed and submitted by the vendor with the proposal prior to the specified proposal closing date and time.

Proposal Closing Date and Time and similar expressions mean the exact deadline required by the RFP for the receipt of sealed proposals.

Purchase Order means the authorized document issued by the state agency to the contractor indicating descriptions, quantities, and agreed prices for products and/or services.

Reasonable, Necessary or Proper as used herein shall be interpreted solely by the State of Missouri.

Request for Proposal (RFP) means the solicitation document issued by Purchasing to potential vendors for the purchase of equipment, supplies, and/or services as described in the document. The definition includes the following sections: Introduction and Background Information; Scope of Work; Terms and Conditions (“terms and conditions” and “Terms and Conditions” are used interchangeably throughout the RFP); General Contractual Requirements; and Vendor Submission, Evaluation, and Award Information; and the RFP Vendor Response Exhibits, Attachments, and Amendments of the RFP.

RSMo (Revised Statutes of Missouri) refers to the body of laws enacted by the Legislature which govern the operations of all agencies of the State of Missouri. Chapter 34 of the statutes is the primary chapter governing the operations of Purchasing.

Shall has the same meaning as the word must.

Should means that a certain feature, component and/or action is desirable but not mandatory.

State collectively referring to the state government and/or the agencies thereof.

Supplier has the same meaning as the word, vendor.

Vendor means the supplier, offeror, person, or organization that responds to an RFP by submitting a proposal with prices to provide the equipment, supplies, and/or services as required in the RFP document.

State Agency Acronyms: For purposes of the contract, a state agency shall be defined as a division, section, bureau, office, program, board, regional/district office, etc., that exists within a department of Missouri State Government. For the purposes of this document, this shall also include the Judicial and Legislative branches of the State of Missouri.

AG Missouri Attorney General DCI Missouri Department of Commerce and Insurance DED Missouri Department of Economic Development DESE Missouri Department of Elementary and Secondary Education DHEWD Missouri Department of Higher Education and Workforce Development DHSS Missouri Department of Health and Senior Services DMH Missouri Department of Mental Health DNR Missouri Department of Natural Resources DOC Missouri Department of Corrections DOLIR Missouri Department of Labor and Industrial Relations DOR Missouri Department of Revenue DPS Missouri Department of Public Safety DSS Missouri Department of Social Services GA General Assembly: Missouri House of Representatives and the Missouri Senate GO Missouri Governor’s Office ITSD Missouri OA Information Technology Services Division JUD Missouri Judiciary LTGO Missouri Lieutenant Governor’s Office MDA Missouri Department of Agriculture MDC Missouri Department of Conservation MoDOT Missouri Department of Transportation MONG Missouir National Guard MSPD Missouri State Public Defender OA Missouri Office of Administration SAO Missouri State Auditor’s Office SOS Missouri Secretary of State STO Missouri State Treasurer’s Office

Accuracy of Background Information:

Although an attempt has been made to provide accurate and up-to-date information, the State of Missouri does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this RFP.

****END OF INTRODUCTION AND BACKGROUND INFORMATION SECTION****

SCOPE OF WORK SECTION

General Requirements:

The contractor shall provide adaptive technology products, pursuant to RSMo. 209.251 through 209.259 for the Missouri Assistive Technology Council (MoAT), or its designees, located throughout the State of Missouri and various other state agencies throughout the State of Missouri (hereinafter collectively referred to as the state agency) in accordance with the provisions and requirements stated herein in accordance with the provisions and requirements stated herein and to the sole satisfaction of the state agency.

For purposes of the contract, a state agency shall be defined as a division, section, bureau, office, program, board, regional/district office, etc., that exists within a department of Missouri State Government. For the purposes of this document, this shall also include the Judicial and Legislative branches of the State of Missouri.

Preferred Use Contract: The contractor shall provide the services on an as needed, if needed basis. The State of Missouri does not guarantee any usage of the contract whatsoever. The contractor shall understand and agree that the contract shall be construed as a preferred use contract but shall not be construed as an exclusive arrangement. Preferred use means that any state agency needing the services should use the established contract unless it is determined to be in the best interest of the State of Missouri for a state agency, at its own discretion, to obtain alternate services elsewhere.

Cooperative Procurement Program: The contractor shall participate in the State of Missouri’s Cooperative Procurement Program. The contractor shall provide the products and/or services as described herein under the terms and conditions, requirements, and specifications of the contract, including prices, to other government entities in accordance with the Technical Services Act (section 67.360, RSMo, which is available on the internet at: https://revisor.mo.gov/main/OneSection.aspx?section=67.360&bid=2758&hl=). The contractor shall further understand and agree that participation by other governmental entities is discretionary on the part of that governmental entity and the State of Missouri bears no financial responsibility for any payments due the contractor by such governmental entities. The following website identifies the current members of the Cooperative Procurement Program: https://purch.oa.mo.gov/media/pdf/cooperative-procurement-program-members-listing.

The contractor shall provide product information to the state agency including product features, description, and documentation related to installation, setup, and usage in sufficient quantity, and alternative formats, necessary to meet program needs.

When demonstration software is available for a product, the contractor shall provide copies of demonstration software upon request to the state agency, at no additional cost to the state.

The contractor shall provide an account manager dedicated to working with the state agency to manage and monitor contractor performance and resolve any issues that may arise. The contactor’s account manager shall be available for conference call(s) to discuss the contract in detail within two (2) weeks of the contract being awarded.

The contractor must be able to receive purchase orders via fax and email.

The contractor must establish procedures to effectively track orders, invoices, returns and other program activity including tracking serial numbers of all software and product codes of devices shipped to program participants.

The contractor must be able to ship the ordered high volume products within fourteen (14) days after receipt of a purchase order for those products specifically identified on the pricing pages. All other products, low volume and related, must be shipped within thirty (30) days of the receiving a purchase order.

The contractor shall deliver the adaptive technology products to the participant’s address identified on the purchase order issued by the state agency and shall notify the state agency, via e-mail to an address specified by the program coordinator, within two (2) working days if a product cannot be delivered to the participant’s address specified on the purchase order due to the products being discontinued or backordered.

The contractor must deliver the adaptive technology products via a verifiable delivery service (e.g. United Parcel Service, Federal Express, etc.).

The contractor shall provide consumer support services for program participants in a manner similar to support services provided to all other consumers of the same or similar products. At a minimum, the contractor shall provide or otherwise arrange for a toll-free telephone number for receiving questions pertaining to the adaptive technology products provided in this contract.

The contractor shall accept, without any return or restocking charge, products returned within thirty (30) calendar days of participants’ receipt of products. The contractor may allow for returns after thirty (30) calendar days of receipt by the participant at the specified restocking fee stated herein.

The contractor shall provide a one (1) year express warranty on all products in accordance with the Revised Statutes of Missouri (RSMo.) 407.953 at no charge to the state. The warranty shall commence upon acceptance of the provided adaptive technology products. Such warranty shall include repair or replacement for one (1)-year unless product malfunction is a result of consumer abuse, neglect, unauthorized modifications, or other consumer caused product damage that is not routine wear and tear. Such warranty shall also include the provision of a loaner device if the repair or replacement will extend over thirty (30) days.

The contractor shall repair adaptive technology products provided in contract free of charge for the duration of the warranty.

The contractor shall upon request, provide a list of program participants whose equipment currently has an upgrade version available and whose Software Maintenance Agreements are due for renewal. The contractor shall provide software and hardware serial numbers to the state agency as requested.

The contractor shall not use personally-identifiable consumer information obtained through implementation of this contract to solicit the sale of products or services. Internet consumer’s contact with the contractor shall be limited to providing adaptive equipment as ordered and technical support services specifically authorized by the state agency such as support for installation of the adaptive equipment ordered and support for repair or return of adaptive equipment which is not performing to its specifications.

Contractor’s Obligation: Unless otherwise specified herein, the contractor shall furnish all material, labor, facilities, equipment, and supplies necessary to provide the products and perform the services required herein.

Minimum Experience Requirements:

The contractor must be an authorized reseller of the Adaptive Technology Products identified in each category proposed.

The contractor should have at least two (2) years of experience in providing adaptive technology products.

Team Qualifications:

The contractor’s proposed Leadership Team should possess at least two (2) years of experience in the development, implementation, and administration of Adaptive Technology Products similar in scope to the program requirements stated herein.

The contractor’s proposed Working Team should possess at least two (2) years of experience in the development, implementation, and administration of Adaptive Technology Products similar in scope to the program requirements stated herein.

The contractor shall understand and agree that the state agency reserves the right to request any of the contractor’s personnel assigned to provide the services be removed without just cause. The contractor shall understand and agree that the state agency will allow the contractor a reasonable time to find a replacement. The state agency shall approve all replacement personnel. The state agency reserves the right to require background checks and non-disclosure agreements (NDA) of selected contractor personnel, at the contractor’s expense.

Adaptive Technology Requirements:

1.1.1 The contractor shall provide the most current available version of adaptive technology products and related services as defined herein as part of a program administered by the Missouri Assistive Technology Council.

1.1.2 The contractor must provide adaptive products that include, but are not limited to, the items specified below. This list is not exhaustive of the types of adaptive technology products that clients may require under this program:

a. Category 1, High volume screen readers which include Software Maintenance Agreements (SMA):

1) JAWS Home

b. Category 1, Low volume screen readers and related products including but not limited to the following:

1) QBraille XL, which includes a two (2) year warranty;

2) Focus 40, which includes a two (2) year warranty;

3) J-Say; and

4) Software upgrades and migrations.

c. Category 2, High volume screen magnification– including SMA:

1) ZoomText Magnifier with Speech with 4year SMA;

2) Twenty-seven (27)-inch flat panel monitor. The monitor must have at least a one (1) year warranty; and

3) Zoomtext keyboard.

d. Category 2, Low volume screen magnification programs and screen magnification related products including but not limited to the following:

1) ZoomText Magnification (with 4year SMA);

2) ZoomText Fusion;

3) Large-print mini Bluetooth keyboard; and

4) Software and hardware upgrades and migrations.

e. Category 3, High volume voice input (no SMA included):

1) Dragon Professional Individual

2) 1-ear USB Dragon compatible microphone with volume control

f. Category 3, Low volume voice input programs and related products including but not limited to:

1) Dragon Legal Individual;

2) Dragon Anywhere subscriptions; and

3) Microphones for Dragon (headset/USB/Desktop).

g. Category 4, High volume adaptive software and alternative keyboards and related products:

1) BigKeys LX;

h. Category 4, Low volume adaptive software and alternative keyboards and related products including but not limited to:

1) Kurzweil 3000 with word prediction;

2) Freestyle split ergonomic keyboard;

3) Maltron one-handed keyboards;

4) Large-print mini Bluetooth keyboard; and

5) Hardware upgrades.

i. Category 5, High volume pointing devices and related products:

1) Kensington Expert Mouse Trackball;

2) n-ABLER Joystick; and

3) Head Mouse Nano Bundle.

j. Category 5, Low volume pointing devices and related products including but not limited to:

1) Evoluent Vertical Mouse;

2) Jelly Bean Twist Switch;

3) PC Eye Mobile eye gaze pointing device;

4) And any other Pointing device not specified in the Category 5 High Volume pointing Devices and Related Products segment;

5) ATEC Switch Interface;

6) Switch Mounting systems; and

7) Hardware upgrades.

Training Requirements:

The contractor must provide, if requested, product training at least two (2) times per year in Missouri during events arranged by the state agency at no additional cost to the state. The method of training may vary depending on the content of the training and could include on-site or off-site (i.e. webcast, conference call, etc.) training.

One (1) training event to be scheduled in one of the major metropolitan areas within the State of Missouri (e.g. St. Louis, Kansas City, Columbia, Springfield, Lake of the Ozark) must be delivered on-site.

In the event the state agency does not hold on-site training events, and if mutually agreed upon between the contractor and the state agency, the contractor shall provide remote training.

Technical Support Requirements:

The contractor must provide technical support, at no additional cost to the state, Monday through Friday, 8AM through 5PM central time, excluding state holidays. However, it is highly desirable that the contractor provide twenty-four (24) hours per day, seven (7) days per week technical support.

It is highly desirable that the contractor provide a toll free telephone number for this support.

The contractor shall support all equipment available on the contract.

The contractor shall have an escalation procedure in place for reporting issues with the products available on the contract.

The contractor must supply the user documentation/operating manuals necessary to install, operate and maintain the products provided at no additional cost to the state.

Product Requirements:

Substitutions: The contractor shall not substitute any item(s) that has been awarded to the contractor without the prior written approval of the Division of Purchasing.

The state reserves the right to allow the contractor to substitute any new product/system offered by the contractor on all unshipped and future orders if capabilities and quality are equal to or greater than the product/system under contract and if prices are equal to or less than contract prices. The Division of Purchasing shall be the final authority as to acceptability.

Replacement of Damaged Product: The contractor shall replace any item or components received in damaged condition at no cost to the State of Missouri. This includes all delivery/transportation costs for returning non-functional items to the contractor for replacement.

Delivery Requirements: The contractor and/or the contractor's subcontractor(s) shall deliver products and/or services in accordance with the contracted delivery times stated herein to the state agency upon receipt of an authorized purchase order or P-card transaction notice. Delivery shall include unloading shipments at the state agency's dock or other designated unloading site as requested by the state agency. All orders must be shipped FOB Destination, Freight Prepaid and Allowed. All orders received on the last day of the contract, must be shipped at the contract price. All deliveries must be coordinated with the state agency.

Missouri Statewide Contract Quarterly Administrative Fee:

The contractor shall pay a one percent (1%) administrative fee to the State of Missouri which shall apply to all payments received by the contractor for all products and services provided under the contract. Payment of the one percent administrative fee shall be non-negotiable.

The contractor shall pay the administrative fee at the end of each calendar quarter (i.e. March 31, June 30, September 30, December 31). The total administrative fee for a given quarter must equal one percent (1%) of the total payments (minus returns and credits) received by the contractor during the calendar quarter as reported on the contractor’s Missouri Statewide Contract Quarterly Administrative Fee Report specified below. The administrative fee must be received by the Division of Purchasing (Purchasing) no later than the 15th calendar day of the month immediately following the end of the calendar quarter, unless the 15th is not a business day in which case the next business day thereafter shall be considered the administrative fee deadline.

Payments shall be made using one of the following acceptable payment methods:

Check: Personal check, company check, cashier’s check, or money order made payable to the “Missouri Revolving Information Technology Trust Fund” and sent to the following mailing address: Division of Purchasing, P.O. Box 809, Jefferson City, MO 65102 – 0809 OR Division of Purchasing, 301 West High Street, Room 630, Jefferson City, MO 65101-1517. The contractor’s payment by check shall authorize the State of Missouri to process the check electronically. The contractor understands and agrees that any returned check from the contractor may be presented again electronically and may be subject to additional actions and/or handling fees.

Electronic Payment: Instructions on how to submit payments electronically by automated clearing house (ACH) will be provided upon request by contacting the Division of Purchasing at (573) 751-2387.

All payments of the administrative fee shall include the contract number on any check or transmittal document. However, only one contract number must be entered on a check or transmittal document. If submitting an administrative fee payment for more than one contract, then a separate check or electronic payment and associated transmittal document must be submitted by the contractor for each contract.

Missouri Statewide Contract Quarterly Administrative Fee Report:

The contractor shall submit a Missouri Statewide Contract Quarterly Administrative Fee Report to the Division of Purchasing which shall identify the total payments (minus returns and credits) received by the contractor from state agencies, political subdivisions, universities, and governmental entities in other states that were made pursuant to the contract.

The contractor shall prepare and submit the Missouri Statewide Contract Quarterly Administrative Fee Report at the end of each calendar quarter (i.e. March 31, June 30, September 30, December 31) for total payments (minus returns and credits) received by the contractor during the calendar quarter. The Missouri Statewide Contract Quarterly Administrative Fee Report must be received by the Division of Purchasing (Purchasing) no later than the 15th calendar day of the month following the reporting quarter entered on the report, unless the 15th is not a business day in which case the next business day thereafter shall be considered the reporting deadline. Even if there has been no usage of the contract during the reporting quarter, the contractor must still submit a report and indicate no payments were received by marking the appropriate box on the report form.

The Missouri Statewide Contract Quarterly Administrative Fee Report form may be downloaded from the following Purchasing website: http://oa.mo.gov/purchasing/vendor-information. The Missouri Statewide Contract Quarterly Administrative Fee Report is also included herein as Attachment 2. The Missouri Statewide Contract Quarterly Administrative Fee Report must be submitted using one of the following methods:

Mail: Division of Purchasing, P.O. Box 809, Jefferson City MO 65102-0809

OR

Division of Purchasing, 301 West High Street, Room 630, Jefferson City, MO 65101-1517 Fax: (573) 526-9815 Email: ereports@oa.mo.gov

The contractor shall agree that the Division of Purchasing reserves the right to modify the requested format and content of the Missouri Statewide Contract Quarterly Administrative Fee Report by providing thirty (30) calendar days written notice to the contractor. The contractor shall also agree the Division of Purchasing may unilaterally amend the contract, with thirty (30) calendar days notice to the contractor to change the method of payment of the administrative fee, the timing for submission of the Missouri Statewide Contract Quarterly Administrative Fee Report, and/or timing for payment of the administrative fee. The contractor shall understand and agree that if such an amendment is issued by the Division of Purchasing, the contractor shall comply with all contractual terms, as amended.

Reports Requirement:

The contractor shall prepare and submit a written report on an annual basis indicating purchases made by the Missouri Assistive Technology Council off the contract. This report must at minimum show items by contract item number, respective volumes purchased for each item, respective contract price and extended contract price; an annual total by item and for all purchases must be shown. This report must be submitted to the Missouri Assistive Technology Council, 1501 NW Jefferson Street, Blue Springs, MO 64015.

Other Requirements:

Missouri Statewide Contract Quarterly Usage Report: The contractor shall submit a Missouri Statewide Contract Quarterly Usage Report to the Division of Purchasing that provides the Data Element information listed below:

The contractor shall prepare and submit the Missouri Statewide Contract Quarterly Usage Report at the end of each calendar quarter (i.e. March 31, June 30, September 30, December 31) for the purchases made under the contract during the calendar quarter. The Missouri Statewide Contract Quarterly Usage Report must be received by the Division of Purchasing no later than the 15th calendar day of the month following the reporting quarter entered on the Missouri Statewide Contract Quarterly Usage Report, unless the 15th is not a business day in which case the next business day thereafter shall be considered the reporting deadline. Even if there has been no usage of the contract during the reporting quarter, the contractor must still submit a report and indicate no purchases were made.

The contractor must submit a Missouri Statewide Contract Quarterly Usage Report electronically either utilizing the “Missouri Statewide Contract Quarterly Usage Report” worksheet included herein in Attachment 3 which is downloadable from https://purch.oa.mo.gov/vendor-information or utilizing another format which is Excel-exportable. The contractor must submit the Missouri Statewide Contract Quarterly Usage Report to the following email address: ereports@oa.mo.gov.

The contractor shall agree that the Division of Purchasing reserves the right to modify the requested format and content of the Missouri Statewide Contract Quarterly Usage Report by providing thirty (30) calendar days’ written notice to the contractor. The contractor shall also agree the Division of Purchasing may unilaterally amend the contract, with thirty (30) calendar days’ notice to the contractor to change the timing for submission of the Missouri Statewide Contract Quarterly Usage Report. The contractor shall understand and agree that if such an amendment is issued by the Division of Purchasing, the contractor shall comply with all contractual terms, as amended.

Electronic Funds Transfer, Invoicing, and Payment Requirements:

Electronic Funds Transfer (EFT): The State of Missouri will submit contract payments to the contractor at the remittance address listed in the contractor’s MissouriBUYS (WebProcure/Proactis) vendor registration. However, the contractor understands and agrees the state reserves the right to make contract payments to the contractor through electronic funds transfer (EFT). Therefore, prior to any payments becoming due under the contract, the contractor must verify and update, if applicable, their vendor registration with their current remittance address and ACH-EFT payment information at https://MissouriBUYS.mo.gov.

Invoicing: The contractor shall submit invoices monthly. Invoices shall be due by the last day of the month following the month in which the contractor provided services under the contract. The contractor shall perform the services prior to invoicing the state agency.

The contractor shall submit a monthly invoice to the state agency for all items shipped from the first to last day of the previous month. The state agency will supply the contractor with an appropriate invoice-to address.

The contractor’s invoice must identify the participant’s name and a list of equipment shipped to the participant with the following information in the order listed:

Item number/code, Item name/description, Quantity shipped, Unit price, Extended price for all equipment, and Serial numbers for all software programs.

The contractor shall use uniquely identifiable invoice numbers to distinguish an invoice from a previously submitted invoice and shall include on the invoice the remittance address listed in the contractor’s MissouriBUYS (WebProcure/Proactis) vendor registration.

Each contractor invoice must be on the contractor’s original descriptive business invoice form and must contain a unique invoice number and the remittance address included in the contractor’s MissouriBUYS (WebProcure/Proactis) vendor registration. The invoice number will be listed on the state’s EFT addendum record to enable the contractor to properly apply state payments to invoices. The contractor must comply with all other invoicing requirements stated in the RFP.

The statewide financial management system has been designed to capture certain receipt and payment information. For each purchase order received, an invoice must be submitted that references the purchase order number and should be itemized in accordance with items listed on the purchase order. Failure to comply with this requirement may delay processing of invoices for payment.

The contractor shall not invoice federal or state taxes unless otherwise required under law or regulation.

Payment:

The contractor shall be paid in accordance with the firm, fixed percentage (%) discount off the manufacturer’s suggested retail price (MSRP) for the current version of each High Volume and Low Volume item specified on the Pricing Page.

The contractor shall understand that each state agency utilizing the contractor’s services shall be solely responsible for payment for only those services requested by that state agency.

Payments are due upon receipt of a valid invoice, payable in 30 calendar days. All invoices for equipment, supplies, and/or services purchased by the State of Missouri shall be subject to late payment charges as provided in section 34.055, RSMo.

The State of Missouri does not pay state or federal taxes unless otherwise required under law or regulation.

The State of Missouri assumes no obligation for equipment, supplies, and/or services shipped or provided in excess of the quantity ordered. Any unauthorized quantity is subject to the state's rejection and shall be returned at the contractor's expense.

The contractor may obtain detailed information for payments issued for the past 24 months from the State of Missouri’s central accounting system (SAM II) on the Vendor Services Portal at https://www.vendorservices.mo.gov/vendorservices/Portal/Default.aspx.

Inspection and Acceptance Specifications: For purposes of acceptance, no equipment, supplies, and/or services received by the state pursuant to a contract shall be deemed accepted until the state has had reasonable opportunity to inspect said equipment, supplies, and/or services.

All equipment, supplies, and/or services which do not comply with the specifications and/or requirements or which are otherwise unacceptable or defective may be rejected by the state. In addition, all equipment, supplies, and/or services which are discovered to be defective or which do not conform to any warranty of the contractor upon inspection (or at any later time if the defects contained were not reasonably ascertainable upon the initial inspection) may be rejected.

The State of Missouri reserves the right to return any such rejected shipment at the contractor's expense for full credit or replacement and to specify a reasonable date by which replacements must be received.

The State of Missouri's right to reject any unacceptable equipment, supplies, and/or services shall not exclude any other legal, equitable or contractual remedies the state may have.

If the state agency denies a request by the contractor for payment, the state agency will provide the contractor with written notice of the reason(s) for denial.

If the contractor is overpaid by the state agency the contractor, upon notification by the state agency, shall provide the state agency (1) with a check payable as instructed by the state agency or (2) deduct the overpayment from the invoice(s) as requested by the state agency.

Other than the payments specified in the contract, no other payments shall be made to the contractor.

****END OF SCOPE OF WORK SECTION****

TERMS AND CONDITIONS SECTION

Applicable Laws and Regulations:

The contract shall be construed according to the laws of the State of Missouri. The contractor and the State of Missouri must follow all applicable federal, state, and local laws and regulations that apply to the performance of the contract.