In Squad Computer Q&A



IN-SQUAD COMPUTER Q & AQ:Can in-squad computers that were purchased prior to RFP be reimbursed by the grantA:No, the In-Squad Computer grant is for new purchases made after the grants have been awarded and signed and approval obtained for the specific type of equipment ordered.Q:Is there a match requirement for the In-Squad Computer grant?A:Yes, there is a hard 50% match for equipment purchased under this grant.Q:On the resolution, is the authorized official (Title of Agency Authorized Official) the same person who does the administrative work in e-grants?A:Unless the resolution states otherwise, the agency authorized official is different than the person who does the administrative work. The authorized official refers to the person who has the authority to sign the grant.Q:Our city attorney’s office will not approve a resolution/nor will the city council accept a resolution without a contract connected to it. We would be able to submit a certified resolution with the “city signed” contract and upload the documents for the state to sign last. Will this meet your requirements?A:Yes, this will be allowed as long as the OTS received the properly signed resolution within 30 days after the grant has been awarded.Q:Under Certifications, are the Attachments A, B and C located in e-grants.A:Yes, the links are located at the bottom of the application page in e-grants.Q:The RFP states that the grantee must obtain prior written approval from the OTS of any plan to trade-in, sell, surplus, or otherwise dispose of any piece of equipment purchased in whole or in part through this agreement. What is the process for that?A:Inform the OTS of how your agency plans to dispose of equipment and know that the OTS requires documented proof of what was done to dispose of equipment. An example would be a receipt from a computer disposal company. After the proceeds from the sale or trade in are complete, the agency must work with OTS to receive approval for the plan to spend the sale or trade in amount. The sale or trade in amount must be used for traffic safety purposes.Q:It says that the OTS is required to physically inspect the equipment purchased using grant funds every three years. Does the agency need to schedule that?A:No, it will be up to OTS to arrange for a visit to view the equipment purchased with grant funds.Q:Can an agency use grant funds to purchase a card reader and air cards without purchasing the computer.A:Yes, the purpose of the grant is to help outfit as many squads as possible with working computers; whichever specific pieces of equipment are needed can be included in the application.Q:Can we place orders in fiscal year 2015 and in 2016.A:Yes, provided the orders were placed, received, and charged to OTS within the same federal fiscal year and no order was placed from June to October of the coinciding fiscal year.Q:Would the agency be responsible for payment of extended warranties and upgrades to equipment listed in RFP?A:Yes, the agency is responsible for the additional costs from an extended warranty and upgrades to system.Q:Under contract C-1046(5), is it possible to order a Gamber Johnson doc for the Panasonic computer?A:Possibly, it would be up to the agencies to contact the vendors and check if the Gamber Johnson dock is available under the contract C-1046(5). They would also need to obtain a written statement from Gamber Johnson stating that the dock was manufactured or assembled in the USA and meets the Buy America standards. Once the statement has been received, the information would then need to be sent to OTS for confirmation/approval for the product to be part of the grant. Q:Is the agency required to request equipment pricing from each vendor listed? Are all the vendor prices the same under the CPV guidelines?A:No, that is not a requirement. However, not every vendor may carry every item, additionally each vendor sets their own pricing which can vary over time. That means that the vendor with the best price may also vary over time. You can use a preferred vendor, as long as the vendor is listed under the contract C-1046(5).Q:Can we turn in the resolution after December 15? A:Yes, as long as the OTS receives the properly signed resolution within 30 days after the grant has been awarded.Q:Regarding the in-squad computer, there is a center console where the computer, the light and siren controls, and the radio head is all mounted on or in. Is this an acceptable item?A:Yes, if certain conditions are met. This product would need to be used as the docking station, not in addition to the docking station. You would need to contact the vendors listed in the RFP and check if the product is available under the contract C-1046(5). You would then need to contact the manufacturer and obtain a written statement saying the items were manufactured or assembled in the USA and meet the Buy America standards. Once you have the statement, the information would need to be sent to OTS for confirmation/approval for the product to be part of the grant.Q:Is shipping and handling for equipment purchased with grant funds an acceptable line item? A:Yes, the grant funds would pay for shipping and handling.Q:Do the quotes have to come from the Contract Vendor List in the RFP or can we use a local one we have used before?A:In order for a vendor to be used, they must be listed in the RFP. Agencies may only select from the equipment which is currently available under State Contract. The RFP lists all the vendors under contract C-1046(5), so if your vendor doesn’t appear in that list, it is not a vendor that can be used to purchase equipment with these grant funds.Q:If our agency uses the In-Squad Computer grant to purchase a computer, are we required to purchase a docking station?A:It is not a requirement to purchase a docking station. The purpose of the grant is to help outfit as many squads as possible with working computers. Needed pieces of equipment listed in the RFP, can be included in the application individually.Q:Is all the equipment being offered at state bid level or do you know will each vendor be different?A:Under the Cooperative Purchasing Opportunities, the applicants will be using these vendors just like state agencies would. The equipment will be at the state prices but not every vendor may carry every item, additionally each vendor sets their own pricing which can vary over time. That means that the vendor with the best price may also vary over time. You can use a preferred vendor, as long as the vendor is listed under the contract C-1046(5).Q:Can we change vendors after we submit the In-Squad Computer application?A:Vendors cannot be changed after December 15, 2014. It is advisable to make clear that the vendors you are checking with need to get back to you no later than December 12, 2014 with their prices. This will allow you time to submit the applicationQ:Can the Panasonic Toughbook CF-53 be ordered under the grant program?A:Yes. The Panasonic Toughbook CF-53 is available under Contract C-1046(5), and will be part of the Buy America waiver request. As long as the waiver request is granted for that model, the CF-53 can be ordered.Q:Can any configuration of the Panasonic Toughbook CF-31 available under Contract C-1046(5) be purchased?A:Yes. Any configuration of that model can be purchased as long as it is available from a vendor and is purchased through Contract C-1046(5).Q:Can the pricing/budget for the computers and peripherals change over time?A:Yes. The price you are quoted by a vendor currently may change by the time applicable waivers are granted and orders can be made. However, under the terms of C-1046(5), the price can only go down over time if the vendors change pricing.Q:Can we purchase the Brother Pocket Jet 6 printer from a vendor not listed under Contract C-1046(5)?A:No. All purchases must be made from vendors listed under Contract C-1046(5).Q:How do I know which vendor to contact for which equipment under Contract C-1046(5)?A:You may send an email to each vendor listing all of the equipment that is part of C-1046(5). They will respond with pricing for those items they currently have available.Q:I cannot locate specific items in Contract C-1046(5). How do I request pricing for them?A:You may send an email to each vendor listing all of the equipment that is part of C-1046(5). They will respond with pricing for those items they currently have available.Q:In regards to the PocketJet 6, are brackets, wiring and USB cables allowable?A:Yes, if it’s considered part of the PocketJet 6 kit.Q:In regards to the laptop computer, would an upgrade to RAM to 8GB and upgrade HDD to 128GB SSD be allowable?A:Yes, these are allowable upgrades as long as you are purchasing one of the models listed in the RFP (assuming the memory upgrades are for computers purchased with grant funds, not current agency computers).Q:Is an office dock station allowable?A:No, the grant funds are for the in-squad docking station listed in the RFP. ................
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