Table_of_Contents,_Addendum__1.pdf

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

Addendum #1

Table of Contents

Page 1 of 9 March 29, 2016

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

Page 2 of 9 March 29, 2016

Section 1: Introduction and Overview of Requirements

Section Title of Section Page

1 Introduction and Overview of Requirements 1-2

1.1 Purpose of this Invitation for Bid 1-2

1.2 Scope of the IFB and Bidder Admonishment 1-3

1.3 Availability 1-3

1.4 Procurement Official 1-3

1.5 Key Action Dates 1-4

1.6 Intention to Bid 1-5

1.7 Question Period after Addenda or Q& A Set 1-5

1.8 Americans with Disabilities Act (ADA) 1-5

1.9 Environmentally Preferable Purchasing (EPP) Policy 1-6

Section 2: Rules Governing Competition

2 Rules Governing Competition 2-2

2.1 Identification and Classification of IFB Requirements 2-2

2.1.1 Requirements 2-2

2.1.2 Desirable Items 2-2

2.2 Bidding Requirements and Conditions 2-2

2.2.1 General 2-2

2.2.2 IFB Documents 2-2

2.2.3 Examination of the Work 2-3

2.2.4 Questions Regarding the IFB 2-3

2.2.5 Bidders’ Conference 2-3

2.2.6 Supplier’s Intention to Submit a Bid 2-4

2.2.7 Addenda 2-4

2.2.8 Bonds 2-5

2.3 Bidding Steps 2-5

2.3.1 General 2-5

2.3.2 Final Phase 2-5

2.3.3 Draft Bid 2-5

2.3.4 Final Bid 2-5

2.3.5 Public Record 2-6

2.3.6 Submission of Bids 2-6

2.3.6.1 Preparation 2-6

2.3.6.2 Bidders Cost 2-6

2.3.6.3 Completion of Bids 2-6

2.3.6.4 False or Misleading Statements 2-6

2.3.6.5 Signature of Bid 2-7

2.3.6.6 Delivery of Bids 2-7

2.3.6.7 Withdrawal and Resubmission/Modification of Bids 2-7

2.3.6.8 Joint Bids 2-7

2.3.6.9 Rejection of Bids 2-8

2.4 Evaluation and Selection Process 2-8

2.4.1 General 2-8

2.4.2 Evaluation Questions 2-8

2.4.3 Errors in the Final Bid 2-8

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2.4.3.1 “If the Bidder’s intent….” 2-8

2.4.3.2 “The State may at its sole option correct obvious clerical errors.” 2-8

2.4.3.3 “The State may at its sole option correct discrepancy…” 2-8

2.4.3.4 “The State may at its sole option correct errors of omission…” 2-8

2.4.3.5 “If an item is described in the narrative…” 2-8

2.4.3.6 “If a minor item is not mentioned…” 2-9

2.4.3.7 “If a major item is not mentioned…” 2-9

2.4.3.8 “If a major item is omitted…” 2-9

2.4.3.9 “The determination of whether an item…” 2-9

2.4.3.10 “In the event an ambiguity…” 2-9

2.4.3.11 “If a Bidder does not follow the instructions…” 2-9

2.5 Award of Contract 2-9

2.5.1 Debriefing 2-10

2.6 Contractual Information 2-10

2.6.1 Contract Form 2-10

2.6.2 Specific Terms and Conditions 2-10

2.6.3 Term of Contract 2-10

2.7 Other Information 2-10

2.7.1 Alternative Protest Process 2-10

2.7.2 Disposition of Proposals 2-11

Section 3: Current System

3 Current System 3-2

Section 4: Proposed System

4 Proposed System 4-2

4.1 Overall Goal 4-2

4.2 Overview of Proposed System Requirements 4-2

4.2.1 Contractor Responsibility 4-2

4.2.2 Scope 4-2

4.2.2.1 Products 4-2

4.2.2.1.1 Standard Device Items 4-4

4.2.2.1.2 Consumables/Options/Non-Core Options 4-4

4.2.2.2 Value Added Services 4-4

4.2.2.3 Refresh 4-4

4.2.3 Pricing 4-4

4.2.3.1 Price Structure 4-4

4.2.3.1.1 OEM Price List(s) 4-5

4.2.3.2 Price Declines 4-5

4.2.3.3 Promotional Pricing 4-5

4.2.3.4 Price Adjustments 4-5

4.2.4 Product Catalogs 4-6

4.2.5 Ordering 4-6

4.2.6 Delivery 4-6

4.2.7 Environmentally Preferred Purchasing 4-6

4.2.7.1 Environmental Preferable Purchasing Requirements 4-6

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4.2.7.2 Take Back/Trade-In 4-6

Section 5: Administrative Requirements

5 Administrative Requirements 5-2

5.1 Introduction 5-2

5.2 Responses to Administrative Requirements 5-2

5.3 Designation of Requirements 5-2

5.4 Administrative Requirements 5-3

5.4.1 Customer Reference 5-3

5.4.2 Bidder Responsibility 5-4

5.4.2.1 Authorized Reseller 5-4

5.4.2.2 Insurance Requirements 5-4

5.4.3 Confidentiality 5-4

5.4.4 Installation 5-5

5.4.4.1 Certification of Facility Readiness 5-5

5.4.4.2 Certification of Equipment Readiness 5-5

5.4.5 Contractor Responsibility 5-5

5.4.5.1 Agreement Cover Letter 5-5

5.4.6 Contractor Name Change 5-6

5.4.7 Bidder Declaration 5-6

5.4.7.1 Subcontractors 5-6

5.4.7.2 SB/DVBE Participation Commitment Requirement 5-7

5.4.7.3 Commercially Useful Function 5-7

5.4.7.4 Subcontractors CUF Requirements 5-7

Table 5.4.7.4

Subcontractor Task Allowances 5-8

5.4.7.5 Notice of Subcontractors 5-8

5.4.8 California Disabled Veteran Business Enterprise (DVBE) Program Requirement 5-8

5.4.9 DVBE Declaration 5-9

5.4.10 SB/DVBE Option Off-Ramp 5-9

5.4.11 Payee Data Record 5-9

5.4.12 Seller’s Permit 5-10

5.4.13 Contract Terms 5-10

5.4.14 Non-Discrimination Toward WTO GPA Signatories 5-10

5.4.15 Plastic Trash Bag Certification Violations 5-10

5.4.16 Post-Consumer Recycled Content 5-11

5.4.17 No Restrictions on Recycled/Remanufacturing 5-11

5.4.18 Darfur Contracting Act 5-11

5.4.19 Federal Debarment, Suspension, Ineligibility, and Voluntary Exclusion 5-12

5.5 Preferences and Incentives 5-12

5.5.1 Small Business Preference 5-12

5.5.2 DVBE Incentive 5-13

5.5.3 Target Area Contract Preference Act (TACPA) Preference 5-13

Section 6: Technical Requirements

6 Technical Requirements 6-2

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

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6.1 Introduction 6-2

6.1.1 Printers and Multi-Functional Devices 6-2

6.1.2 Statement of Work 6-2

6.2 Response to Technical Requirements 6-2

6.3 Designation of Requirements 6-2

6.3.1 Mandatory (M) Requirements 6-2

6.3.2 Non-Mandatory (NM) Requirements 6-2

6.3.3 Narrative Response (NR) Required 6-3

6.3.4 Exhibit (E) Required 6-3

6.4 Product Categories 6-3

6.4.1 Proposed Products 6-3

6.4.2 Contract Products 6-4

6.4.2.1 Non-Core Catalog 6-4

6.4.3 Value Added Services 6-5

6.4.4 Product Substitutions/Discontinued Items 6-5

6.4.4.1 Product Refresh 6-5

6.4.5 Technical Literature Content 6-6

6.4.6 Consumables 6-6

6.4.7 Remanufactured Consumables 6-6

6.5 Software Products 6-8

6.5.1 Additional Software Products 6-8

6.5.2 Related Software 6-8

6.5.3 Title (Software/Firmware) 6-8

6.6 Warranty 6-8

6.6.1 Warranty 6-8

6.6.2 Quality Assurance Guarantees 6-9

6.6.3 Equipment Replacement During Warranty 6-9

6.6.4 Principal Period of Maintenance (PPM) / Warranty 6-9

6.6.5 Service Escalation Plan 6-10

6.6.6 Liquidated Damages 6-10

6.7 Contract Pricing 6-10

6.7.1 Pricing 6-10

6.7.2 Promotional Pricing 6-11

6.7.3 Price Adjustments 6-11

6.7.4 Price Location 6-11

6.8 Environmentally Preferable Purchasing Requirements 6-11

6.8.1 Energy Star Compliance 6-11

6.8.2 Flame Retardants 6-12

6.8.3 Electronic Product Environmental Assessment Tool (EPEAT) Requirements 6-12

6.9 Section 508 Accessibility Standard 6-12

6.9.1 Accessibility Compliance/VPAT 6-12

6.10 Electronic Catalog/Contract Website 6-13

6.10.1 Electronic Catalog/Contract Website 6-13

6.10.2 Electronic Catalog/Contract Website Contents 6-13

6.10.3 Contract Website Content Approval 6-13

6.10.4 Contractor Website Maintenance 6-13

6.10.5 Offer Format 6-14

6.11 Ordering 6-15

6.11.1 Order Acceptance 6-15

6.11.2 Purchase Execution 6-15

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6.11.3 Purchase Order Data Elements 6-15

6.11.4 Minimum Order 6-16

6.11.5 Ordering Methods 6-16

6.11.6 Order Acknowledgement 6-16

6.11.7 Out-of-Stock Item Remedy 6-17

6.11.8 Discontinued Item Remedy 6-17

6.12 Delivery 6-17

6.12.1 Delivery Locations 6-17

6.12.2 Delivery Schedules 6-17

6.12.3 Installation/Basic Training 6-18

6.12.4 Security Requirements for Institutions 6-18

6.12.5 Free on Board (FOB) Destination 6-18

6.12.6 Packing Slip 6-19

6.12.7 Packaging Label 6-19

6.12.8 Recyclable Packaging 6-19

6.12.9 Toxics in Packaging 6-19

6.12.10 Pallets 6-19

6.12.11 Hazardous Materials Documentation 6-20

6.12.12 Distribution Plan 6-20

6.13 Take Back/ Disposition & Disposal and Trade In Program(s) 6-20

6.13.1 Take Back/Disposition & Disposal 6-20

6.13.2 Trade-In Program 6-21

6.14 Quality Assurance 6-21

6.14.1 Return Policy 6-21

6.14.2 Credit Policy 6-22

6.14.3 Restocking Fees 6-22

6.14.4 Product Recall Procedures 6-22

6.15 Invoicing/Payment 6-23

6.15.1 Invoicing 6-23

6.15.2 CAL-Card Invoicing 6-23

6.15.3 Payment 6-23

6.15.4 Local Governmental Agencies Incentive Fee and Reporting Requirement 6-24

6.16 Reporting 6-24

6.16.1 Contract Usage Report 6-24

6.16.2 Local Business Activity Report 6-25

6.16.3 Subcontractor Participation Report 6-25

6.16.4 Aging Debt Report 6-25

6.16.5 Ad Hoc Reporting 6-25

6.16.6 Data Elements 6-25

6.17 Contract Management 6-26

6.17.1 State Contract Administrator 6-26

6.17.2 Contractor Contract Manager 6-26

6.17.3 Customer Service 6-26

6.17.4 Problem Resolution 6-26

6.17.5 Escalation Process 6-27

6.17.6 Joint Outreach 6-27

6.17.7 Promotional Materials 6-27

6.17.8 Performance Service Level 6-27

6.17.9 Transition Plan as End of Contract 6-27

6.18 Contract Termination/Expiration 6-27

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6.18.1 System Termination 6-27

6.19 Contract Implementation 6-28

6.19.1 Draft Implementation Plan 6-28

6.19.2 Implementation Plan 6-28

6.19.3 Implementation Timeline 6-29

Section 7: COST

7 Cost 7-2

7.1 Introduction 7-2

7.2 Cost Information Guidelines 7-2

7.2.1 Structure 7-3

7.2.1.1 Cost Worksheet 7-3

7.2.1.1.1 Unspecified Subordinate Product 7-3

7.2.2 Quantities 7-3

7.2.3 Required Information 7-4

7.2.4 Contract Discounts 7-4

7.2.5 Pricing/Discount Format 7-4

7.2.6 Sales Tax 7-4

7.3 Cost Worksheet 7-4

7.3.1 Download and Save 7-4

7.3.2 Cost Worksheet Instructions 7-5

7.3.3 Exhibit 11.28 (1-4), Cost Worksheet Data 7-5

7.4 Cost Submittal 7-5

Section 8: Bid Format

8 Bid Format 8-2

8.1 Introduction 8.2

8.2 Final Bid Format and Content 8-2

8.2.1 Volume I - Response to Requirements 8-3

8.2.1.1 Section 1 – General 8-3

8.2.1.2 Section 2 – Administrative Response 8-3

8.2.1.3 Section 3 – Technical Response 8-4

8.2.1.4 Section 4 - Literature 8-5

8.2.2 Volume II – Completed Contract 8-5

8.3 Detailed Technical Bid Format and Content 8-5

8.4 Draft Proposal Format and Content 8-5

Section 9: Evaluation

Section Title of Section Page

9 Evaluation 9-2

9.1 Receipt 9-2

9.2 Evaluation of Final Bids 9-2

9.2.1 Bid Opening and Validation Check 9-2

9.2.2 Validation Against Requirements 9-2

9.2.3 Cost Analysis 9-2

9.2.4 Customer Reference Verification 9-2

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9.2.5 Selection 9-2

9.2.6 Clarification 9-2

9.2.7 Evaluation of Administrative Requirements 9-3

9.2.8 Technical Requirements 9-3

9.2.8.1 Customer Reference Evaluation 9-3

9.2.9 Preference Calculations 9-3

9.2.9.1 Small Business Preference Calculations 9-3

9.2.9.2 DVBE Incentive Calculations 9-4

9.2.9.3 TACPA Preference Calculations 9-4

9.3 Award 9-4

9.4 Negotiations 9-4

Section 10: Demonstration (N/A for this bid)

Section 11: Exhibits

Exhibits Title of Section Page

11.1 Letter of Intent to Bid 11-2

11.2 Confidentiality Statement 11-2

11.3 Competitive Bidding and Bidding Responsiveness 11-2

11.4 APP Regulations 11-2

11.5 Customer Reference Form 11-2

11.6 Workers’ Compensation Certification 11-2

11.7 Bidder Declaration Form (GSPD-05-105) 11-2

11.7A Commercially Useful Function (CUF) Worksheet 11-2

11.8 DVBE Program Requirements 11-2

11.9 DVBE Declaration Form (STD 843) 11-2

11.10 Payee Data Record (STD 204) 11-2

11.11 Seller Permit 11-2

11.12 Darfur Contracting Act 11-2

11.13 Federal Debarment Certification 11-2

11.14 Small Business Preference Information 11-2

11.15 DVBE Bid Incentive Instructions 11-2

11.16 TACPA Preference Request 11-2

11.16A Manufacturer’s Summary 11-2 11.16B Bidder’s Summary 11-2

11.17 Postconsumer Recycled Content (PCRC) Certification Workbook 11-3

11.18 Contractor’s License Requirements Form (N/A) 11-3

11.19 Contractor Ordering Information 11-3

11.20 Contractor Contract Manager 11-3

11.21 Report Template 11-3

11.22 Configuration Specifications 11-3

11.22A Configuration Specification Questionnaire 11-3

11.23 Contract Development 11-3

11.24 Standard Agreement (Std. 213) 11-3

11.25 Administrative Requirements Response 11-3

11.26 Statement of Work 11-3

11.27 IT General Provisions 11-3

11.27A IT Special Purchase Provisions 11-3 11.27B IT Maintenance Special Provisions 11-3

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Exhibits Title of Section Page 11.27C IT Software Special Provisions 11-3 11.27D IT Personal Services Special Provisions 11-3

11.28 VAS Definitions 11-3

11.28(1) Cost Worksheet Group 1 – Personal Printers Category 11-3 11.28(2) Cost Worksheet Group 2 – Work Group Printers Category 11-3 11.28(3) Cost Worksheet Group 3 – Multi-Functional Devices Category 11-3 11.28(4) Cost Worksheet Group 4 - Plotters Category 11-3