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INVITATION FOR BIDSFORREFURBISHED COMPUTING DEVICES & RELATED SERVICESISSUING OFFICEOFFICE OF ADMINISTRATION, OFFICE FOR INFORMATION TECHNOLOGYON BEHALF OFPENNSYLVANIA STATE POLICE IFB NUMBER6100039179DATE OF ISSUANCEOctober 5, 2016INVITATION FOR BIDSFORREFURBISHED COMPUTING DEVICES & RELATED SERVICESTABLE OF CONTENTSCALENDAR OF EVENTSPAGE 3PART I – GENERAL INFORMATIONPAGE 4PART II – SPECIFICATIONSPAGE 11APPENDIX A, STANDARD CONTRACT TERMS AND CONDITIONS FOR IT SUPPLIES AND RELATED SERVICESAPPENDIX B, COST MATRIXAPPENDIX C, LOBBYING CERTIFICATION FORMAPPENDIX D, STATE OF MANUFACTURE CHARTAPPENDIX E, STATEMENT OF WORK TEMPLATECALENDAR OF EVENTSThe Commonwealth will make every effort to adhere to the following schedule:ActivityResponsibilityDateDeadline to submit questions via email to RA-OITPurchases@state.pa.us with the subject line “IFB 6100039179 Question”BiddersOctober 12, 20161:00PM ESTAnswers to potential questions posted to the PA eMarketplace portal website ().Issuing OfficeOctober 14, 2016Please monitor the PA eMarketplace portal website for all communications regarding this IFB.BiddersOngoingBid package must be received by the Issuing Office at: PASupplierPortal website () no later than this date.BiddersOctober 19, 20161:00PM ESTPART IGENERAL INFORMATIONPurpose:This Invitation for Bids ("IFB") provides to those interested in submitting bids for the subject procurement ("Bidder") sufficient information to enable them to prepare and submit bids for the Office of Administration's consideration on behalf of the Commonwealth of Pennsylvania ("Commonwealth") to satisfy a need for refurbished computing devices ("Equipment") and related services ("Services") such as maintenance and support for manufacture defects for the Pennsylvania State Police. Issuing Office:The Office of Administration ("Issuing Office") has issued this IFB on behalf of the Commonwealth. The sole point of contact in the Commonwealth for this IFB is Tom Schwartz (RA-OITPurchases@state.pa.us), 613 North St., Finance Building – Rm. 506, Harrisburg, PA 17120, the Issuing Officer for this IFB. Please refer all inquiries to the Issuing Officer. The Issuing Officer is the sole point of contact concerning this IFB. Any violation of this condition may be cause for the Issuing Office to reject the offending Bidder’s bid. If the Issuing Office later discovers that the Bidder has engaged in any violations of this condition, the Issuing Office may reject the offending Bidder’s bid or rescind its contract award. A Bidder must not distribute any part of its bid beyond the Issuing Office. Any Bidder who shares information contained in its bid with other Commonwealth personnel and/or competing Bidder personnel may be cause for the Issuing Office to reject the offending Bidder’s bid.Method of Award:An award will be made to the responsive and responsible Bidder ("Contractor"), with the lowest total cost for Equipment and Services, which also meets the requirements as specified in Part II. Any Contract resulting from this IFB will not be an exclusive contract. The Commonwealth will not cancel existing contracts and reserves the right to enter into new contracts which are similar in scope.Bid Submission:Bids must be submitted electronically via the PASupplierPortal website on or before the due date specified in the calendar of events. Any bid submitted to the Issuing Office in hardcopy format will be rejected. The following documentation must be completed and returned with a Bidder’s bid:Appendix B, Cost MatrixAppendix C, Lobbying Certification FormAppendix D, State of Manufacture ChartManufacturer Authorization Letter (if applicable): If a Bidder is submitting as a reseller, it must submit a Manufacturer Authorization Letter which clearly states the Bidder is authorized to provide the OEM’s Equipment and Services to the Commonwealth for this IFB. The Manufacturer Authorization Letter must reference the Commonwealth IFB 6100039179 for Refurbished Computing Devices & Related Services. Failure to submit the documentation listed above will result in the bid being rejected. The submission of any documentation other than what is listed above may result in the bid being rejected. Bidder Eligibility:To be eligible to submit a bid, a Bidder must be capable of providing all of the Equipment & Services described in Part II.Terms and Conditions:The terms and conditions of Appendix A, Standard Contract Terms and Conditions For IT Supplies and Related Services shall govern any Contract resulting from this IFB. The terms and conditions of this IFB are not negotiable. The Issuing Office will reject any bid that is conditioned on the negotiation of the terms and conditions set out in Appendix A, Standard Contract Terms and Conditions For IT Supplies and Related Services, or to other provisions of the IFB.Term of Contract:Any contract resulting from this IFB will commence on the effective date, as defined in Appendix A, Standard Contract Terms and Conditions For IT Supplies and Related Services, and will end one year from the effective date. Information Technology Policies:This IFB is subject to the Information Technology Policies ("ITP") issued by the Office of Administration, Office for Information Technology ("OA-OIT"). ITP’s may be found at bids must be submitted on the basis that all ITPs are applicable to this procurement. It is the responsibility of the Bidder to read and be familiar with the ITPs. Notwithstanding the foregoing, if the Bidder believes that any ITP is not applicable to this procurement, it must list all such ITPs in its bid, and explain why it believes the ITP is not applicable. The Issuing Office may, in its sole discretion, accept or reject any request that an ITP not be considered to be applicable to the procurement. The Bidder’s failure to list an ITP will result in its waiving its right to do so later, unless the Issuing Office, in its sole discretion, determines that it would be in the best interest of the Commonwealth to waive the pertinent ITP.Prime Contractor Responsibilities:The Contractor will be required to assume responsibility for all services offered in its bid whether it produces them itself or by subcontract. The Contractor will be the sole point of contact with regard to contractual and purchase order matters.Questions and Answers:If a Bidder has any questions regarding this IFB, the Bidder must submit the questions by email (with the subject line "IFB 6100039179 Question") to the email address specified in the Calendar of Events. If the Bidder has questions, they must be submitted via email no later than the date and time specified in the Calendar of Events. The Bidder shall not attempt to contact the Issuing Officer by any other means. The Issuing Officer will post the answers to the PA eMarketplace portal website. A Bidder who submits a question after the deadline date for receipt of questions indicated on the Calendar of Events assumes the risk that its bid will not be responsive or competitive because the Commonwealth is not able to respond before the bid receipt date or in sufficient time for the Bidder to prepare a responsive or competitive bid. When submitted after the deadline date for receipt of questions indicated on the Calendar of Events, the Issuing Officer may respond to questions of an administrative nature by directing the questioning Bidder to specific provisions in the IFB. To the extent that the Issuing Office decides to respond to a non-administrative question after the deadline date for receipt of questions indicated on the Calendar of Events, the answer will be provided to all Bidders through an addendum.All questions and responses as posted on the PA eMarketplace portal website are considered as an addendum to, and part of, this IFB. Each Bidder shall be responsible to monitor the PA eMarketplace portal website for new or revised IFB information. The Issuing Office shall not be bound by any verbal information nor shall it be bound by any written information that is not either contained within the IFB or formally issued as an addendum by the Issuing Office. The Issuing Office does not consider questions to be a protest of the specifications or of the solicitation.Addenda to IFB:If the Issuing Office deems it necessary to revise any part of this IFB before the due date, the Issuing Office will post an addendum to the PA eMarketplace portal website. Answers to the questions asked during the questions and answer period will also be posted to the PA eMarketplace portal website as an addendum to the IFB.Electronic Version of IFB:This IFB is being made available by electronic means. The Bidder acknowledges and accepts full responsibility to ensure that no changes are made to the IFB. In the event of a conflict between a version of the IFB in the Bidder's possession and the Issuing Office's version of the IFB, the Issuing Office's version shall govern.Response Date:A Bidder’s electronic bid must be submitted via the PASupplierPortal website on or before the due date specified in the Calendar of Events. Any bid submitted to the Issuing Office in hardcopy format will be rejected.Incurring Costs:The Issuing Office is not liable for any costs the Bidder incurs in preparation and submission of its bid, in participating in the IFB process, or in anticipation of award of a contract or purchase order.Confidential Information:The Commonwealth is not requesting, and does not require, confidential proprietary information or trade secrets to be included as part of bids for this IFB. Accordingly, Bidders should not label bid submissions as confidential or proprietary or trade secret protected. Bid submissions, including submissions presented within ten (10) days of award, that display such labeling may be rejected.Resources:The Contractor must provide all services, supplies, facilities, and other support necessary to complete the identified work.Protest Procedures:Who May File the Protest:Any Bidder or prospective Bidder who is aggrieved in connection with the IFB or award of the contract solicitation or award of a contract may file a protest. Protests relating to cancellation of invitations for bids and protests relating to the rejection of all bids are not permitted. A Bidder is a person that submits a bid in response to the IFB. A prospective Bidder is a person that has not submitted a bid in response to the IFB.Time for Filing:If a protest is submitted by a prospective Bidder, the protest must be filed before bid opening time or proposal receipt date.If a protest is filed by a Bidder, the protest must be filed within seven days after the protesting Bidder knew or should have known of the facts giving rise to the protest except that in no event may a protest be filed later than seven (7) days after the date the contract or purchase order was awarded. Date of filing is the date of receipt of protest.Untimely filed protests shall be disregarded.Form of Protest:A protest must be in writing and filed with the agency head (or designee) of the purchasing agency.A protest must state all grounds upon which the protesting party asserts that the solicitation or award was improper. Issues not raised by the protesting party in the protest are deemed waived and may not be raised on appeal.The protesting party may submit with the protest any documents or information deemed relevant.Notice of Protest:If award has been made, the agency head (or designee) shall notify the successful Bidder or contractor of the protest. If the protest is received before award and substantial issues are raised by the protest, all Bidders who appear to have a substantial and reasonable prospect of winning the award shall be notified and may file their agreement/disagreement with the purchasing agency within three (3) days after receipt of notice of the protest.Stay of Procurement:The head of the purchasing agency (or designee) shall immediately decide, upon receipt of the protest, whether or not the solicitation or award shall be stayed, or if the protest is timely received after the award, whether the performance of the contract should be suspended. The Issuing Office shall not proceed further with the IFB or with the award of the contract, and shall suspend performance under the contract if awarded, unless the agency head of the purchasing agency makes a written determination that the protest is clearly without merit or that award of the contract/purchase order without delay is necessary to protect the substantial interests of the Commonwealth.Procedures:Contracting Officer Response:Within fifteen (15) days of the receipt of a protest, the contracting officer may submit a written response to the head of the purchasing agency (or designee). The response may include any documents or information that the contracting officer deems relevant to the protest.Protesting Party Reply:Within ten (10) days of the date of the contracting officer response, the protesting party may file a written reply.Review:The head of the purchasing agency (or designee) shall:Review the protest and any response or reply.Request and review any additional documents or information he deems necessary to render a decision.Give the protesting party and the contracting officer reasonable opportunity to review and address any additional documents or information requested by the agency head.In his sole discretion, conduct a hearing.Within sixty (60) days of the receipt of the protest, issue a written determination stating the reasons for the decision.If additional time is required to investigate the protest, inform the protesting party of the additional time needed to render a determination and obtain the protesting party's consent."Clearly Without Merit" Determinations:If the head of the purchasing agency (or designee) determines, upon receipt, that the protest is clearly without merit and does not stay the procurement, the head of the purchasing agency (or designee) shall immediately issue the decision as required by Section 8. Decisions.Settlement:The Issuing Office has the authority to settle and resolve bid protests.Decision:The head of the purchasing agency (or designee) shall promptly, but in no event later than sixty (60) days from the filing of the protest, issue a written decision. The decision shall:State the reasons for the decision.If the protest is denied, inform the protesting party of its right to file an appeal in Commonwealth Court within fifteen (15) days of the mailing date of the decision.If it is determined that the solicitation or award was contrary to law, enter an appropriate order. The agency head (or designee) shall send a copy of the decision to the protesting party and any other person determined by the agency head (or designee) to be affected by the decision.Bidder’s Representation and Authorization:Each Bidder, by making its Bid, understands, represents, and acknowledges that:The Bidder has read and understands the terms and conditions of the IFB and the Bid is made in accordance with those terms and conditions.The item(s) offered in the Bid will be in conformance with the specifications referenced on the IFB without exceptions.The price(s) and amount of the Bid have been arrived at independently and without consultation, communication, or agreement with any other contractor, bidder, or potential bidder.Neither the price(s) nor the amount of the bid, and neither the approximate price(s) nor the approximate amount of the Bid, have been disclosed to any other firm or person who is a bidder or potential bidder, and they will not be disclosed before Bid opening.No attempt has been made or will be made to induce any firm or person to refrain from bidding on the contract, or to submit a bid higher than the Bid, or to submit any intentionally high or noncompetitive bid or other form of complementary bid.The Bid is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive bid.To the best of the knowledge of the person signing the Bid for the Bidder, the Bidder, its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any governmental agency and have not in the lasts four years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as disclosed by the Bidder in its Bid.Neither the bidder, nor any subcontractors, nor any suppliers are under suspension or debarment by the Commonwealth, or any governmental entity, instrumentality, or authority, and if the bidder cannot so certify, then it shall submit, along with the Bid, a written explanation of why such certification cannot be made.To the best of the knowledge of the person signing the Bid for the Bidder, and except as otherwise disclosed by the Bidder in its Bid, the Bidder has no outstanding, delinquent obligations to the Commonwealth including, but not limited to, any state tax liability not being contested on appeal or other obligation of the Bidder that is owed to the Commonwealth.The Bidder has not, under separate contract with the Department of General Services, made any recommendations to the Department of General Services concerning: the IFB, the need for the item(s) described in the IFB, or the specifications for the item(s) described in the IFB.All information provided by, and representations made by, the Bidder in the Bid are material and important and will be relied upon by the Commonwealth in awarding the contract. Any misstatement shall be treated as fraudulent concealment from the Commonwealth of the true facts relating to the submission of the Bid. A misrepresentation shall be punishable under Section 4904 of Title 18 P.C.S.A.Each Bidder, by making its Bid, authorizes all Commonwealth agencies to release to the Commonwealth information related to liabilities to the Commonwealth including, but not limited to taxes, unemployment compensation, and workers' compensation liabilities. If an award is made to the Bidder, the Bidder agrees that it intends to be legally bound to the contract which is formed between the Commonwealth and the Bidder.Bidding Reference Material:Registration GuideBidding GuideAttaching Documents Electronic Bidding Portal PART IISPECIFICATIONSGeneral Requirements:Account Management:The Contractor must provide a dedicated account manager who will be the main point of contact for the Commonwealth. The Commonwealth will consider the account manager to be the sole point of contact with regard to contractual and purchase order matters. The account manager must be an employee of the Contractor and must be authorized to make binding decisions on behalf of the Contractor.Packaging:The Contractor must securely and properly package the Equipment for shipment, storage and stocking in appropriate, clearly labeled, shipping containers and according to accepted commercial practice, without extra charge for packing materials, cases, or other types of containers. If requested by the Commonwealth, all containers and packaging will become and remain property of the Commonwealth.Literature:Upon request, the Contractor must furnish literature, in hardcopy and/or softcopy format, to the Commonwealth for the Equipment being offered, for example, user manuals, price schedules, catalogs, descriptive brochures, etc.Electrical Requirements:All Equipment being offered must be UL approved. Any special voltage needed beyond the standard 110v must be indicated. Transportation and Delivery:The bid must include the charges for packing, handling, freight, distribution and inside delivery. All Equipment must be delivered to the PA State Police, Bureau of Information Technology located at 1800 Elmerton Ave, Harrisburg, PA 17110. The PSP will contact the vendor with delivery instructions as needed.All items shall be delivered within forty-five (45) days from the time period specified on the Purchase Order. Evidence of inability or intentional delays will be cause for the cancellation or suspension of a Contract.Unit Specification Requirements: The Commonwealth intends to purchase two-hundred and fifty (250) Panasonic CF-31 Toughbooks (Manufacturer #CF-31AAB702M). The units must be refurbished. The units shall meet the following, at a minimum:Operating System: Windows XP (WIN 7 COA)Processor Speed: 2.40 GHzHard Drive: 160GBMemory: 4GBMonitor: 13.1” Touchscreen displayNetwork: IEEE 802.11 A/B/G/N Trusted Platform Module (TPM)BluetoothSingle RF Pass-throughKeyboard: Emissive Backlit KeyboardMulti DriveBattery: Panasonic F/CF30K MK3/CF-31Power Supply: CF-31 Toughbook power supplyRelated Services:Warranty: The Contractor must honor the warranty specified by the OEM for all Equipment being offered, at no additional cost to the Commonwealth.The Contractor must include the most recent software and firmware patches, fixes and upgrades, if available from the OEM, on Equipment during the warranty period, at no additional cost to the Commonwealth.The Contractor must provide a central point of contact to address warranty service issues. The Contractor must provide technical support contacts online and provide a toll-free contact number.The Commonwealth shall have the option to purchase an additional one (1) year of warranty services for manufacture defects on the Equipment purchased from the Contractor through the Contract resulting from this IFB.Order Fulfilment:The Contractor must be capable of accepting orders via the Commonwealth’s purchasing credit card (Pcard) in addition to SRM purchase orders, the Commonwealth’s standard order type.The Contractor shall be responsible for tracking all orders from initial request through receipt of the Equipment.The Contractor’s delivery methods must adhere to Section 9 - Delivery of Appendix A, Standard Contract Terms and Conditions for IT Supplies and Related Services. The Contractor must ensure delivery or drop-shipment of Equipment to the location as specified in section II-1.E Transportation and Delivery. If the Equipment is defective, or if the incorrect Equipment is delivered, the Contractor must accept returns, without charge to the Commonwealth.Service Level Agreements (SLA):The Contractor must meet the following Service Level Agreements.IFB RequirementService Level AgreementsLiquidated DamagesDelivery of Equipment. Within forty-five (45) business days of order acceptance or on the date agreed upon by the Commonwealth or Commonwealth agency and the Contractor.5% of the cost of the order.Incorrect shipment to the Commonwealth. Corrected within ten (10) business days.Corrected within ten (10) to thirty (30) business days.Corrected within thirty (30) to sixty (60) business days5% of the cost of the order.10% of the cost of the order20% of the cost of the orderThe Contractor must reimburse the Commonwealth within forty-five (45) days of the missed SLA. The Contractor must pay the LDs by deducting the amount from an invoice or by sending a check addressed to the Commonwealth of Pennsylvania for the amount of the LDs. All checks must be sent to the following address:Office of Comptroller OperationsRevenue & Cash Management555 Walnut St., 9th FloorHarrisburg PA 17101-1925The Contractor must attach, along with its check, a breakdown of the reimbursement which includes, at a minimum: Commonwealth agency, SRM purchase order number and reimbursement amount. ................
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