Amendment 3 – Contract Renewal
State Term Contract 880-000-09-1
Audio & Video Equipment and Accessories
This Amendment (“Amendment”), effective February 19, 2015, to the Audio & Video Equipment and Accessories state term contract number 880-000-09-1 (“Contract”) is effective between the State of Florida, Department of Management Services (“Department” or “Customer”) and (Insert Vendor Name Here) (“Contractor”). Department and Contractor are collectively referred to herein as the “Parties.” All capitalized terms used herein shall have the meaning assigned to them in the Contract, unless otherwise defined herein.
1.0 CONTRACT RENEWAL
The Department hereby executes its renewal option for a two-year period pursuant to Section 287.057(13), Florida Statutes. The new contract expiration date is February 18, 2017.
2.0 CONFLICT
To the extent any of the terms of this Amendment conflict with the terms of the Contract, the terms of this Amendment shall control. All other terms of the Contract remain in full force.
3.0 WARRANTY OF AUTHORITY
Each person signing this Amendment warrants that he or she is duly authorized to do so and to bind the respective party.
Contract No.: DMS 880-000-09-1
State of Florida,(Insert Vendor Name Here)
Department of Management Services
By: ______By: ______
Name: Kelley Scott Name: ______
Chief Procurement Officer and
Title: Director of State PurchasingTitle: ______
Date: ______Date: ______
Contract Renewal 1
To State Term Contract 880-000-09-1
Audio Visual Equipment
This Amendment (“Amendment”), effective February 18, 2013, to the Audio Visual Equipment Contract, No. 880-000-09-1 (“Contract”) is effective between the State of Florida, Department of Management Services (“Department” or “Customer”) and (Vendor Name) (“Contractor”). Department and Contractor are collectively referred to herein as the “Parties.” All capitalized terms used herein shall have the meaning assigned to them in the Contract, unless otherwise defined herein.
4.0 CONTRACT RENEWAL
The Department hereby executes its renewal option for a two-year period pursuant to Section 287.057(13), Florida Statutes. The new contract expiration date is February 18, 2015.
5.0 CONFLICT
To the extent any of the terms of this Agreement conflict with the terms of the Contract, the terms of this Agreement shall control. All other terms of the Contract remain in full force.
6.0 WARRANTY OF AUTHORITY
Each person signing this Agreement warrants that he or she is duly authorized to do so and to bind the respective party.
4.0 REPLACEMENT CONTRACT.
A replacement contract may be established for these services prior to the expiration of this renewed contract. The replacement contract shall supersede and cause early termination of this renewed contract number880-000-09-1.
State of Florida,Vendor Name
Department of Management Services
By: ______By: ______
Name: _Kelly Loll ______Name: ______
Chief Procurement Officer and
Title: __Director of State Purchasing _____Title: ______
Date: ______Date: ______
Amendment 1
To State Term Contract 880-000-09-1
Audio Visual Equipment
This Amendment (“Amendment”), effective February 1, 2013, to the Audio Visual Equipment Contract, No. 880-000-09-1 (“Contract”) effective between the State of Florida, Department of Management Services (“Department” or “Customer”) and (Vendor name) (“Contractor”). Department and Contractor are collectively referred to herein as the “Parties.” All capitalized terms used herein shall have the meaning assigned to them in the Contract, unless otherwise defined herein.
7.0 REPORTING REQUIREMENTS
Section 5.6, of ITN No. 14-880-000-Q is superseded and entirely replaced with the following:
5.6 Contract Reporting Requirements
Each Contractor shall submit a sales report on a Quarterly basis. Reporting periods coincide with the State Fiscal Year:
- Quarter 1- (July‐September)
- Quarter 2 - (October‐December)
- Quarter 3 ‐ (January‐March)
- Quarter 4 - (April‐June)
Each Quarterly Sales Report must be in Excel format and shall include:
- Contractor’s Name and contact information as required on the Department of Management Services “Contract Quarterly Report”
- Detail of time period covered by included data
- Total sales including detail of list price and contract price
Transaction detail will include:
Part Number/SKU / Your product part number if applicableItem / Service Name / Given name of Item or Service
MFG / Manufacturer, Publisher, Service Provider
Item Category / Description of the product category, according to attached table
Item Subcategory / Additional grouping for item
Product Description / Additional detail for item
Customer Name / State Agencies, Universities, Political Subdivisions, Other Eligible Users
Florida Commodity Code / Florida Commodity Code
UOM / Unit of Measure
UOM Description / Description of unit of measure (see example)
Volume Quantity / Number of items/services purchased/provided
Order Date / Order date
Date Delivered / Delivered date to customer
Purchase Type / Purchase Order, Payment Card, Other
List Price / List price (Market + fee contracts use market price)
Contract Price / Contracted price with state per contract terms
Additional Fields / Any new information related to your company's products/services
Failure to provide quarterly and annual sales reports, including no sales, within 30 calendar days following the end of each quarter (January, April, July, and October) and/or contract year may result in the contract supplier being found in default and termination of the contract by the Department. Reports must include the period covered, the name, minority code and Federal Employer Identification Number of each minority vendor utilized during the period, commodities and services provided by the minority business enterprise, and the amount paid to each minority vendor on behalf of each purchasing agency ordering under the terms of this contract. Initiation and submission of the Contract Sales Summaries are to be the responsibility of the Contractor without prompting or notification by the Contract Manager. The Contractor will submit the completed Contract Sales Summary forms by email to the Contract Manager.
8.0 CONFLICT
To the extent any of the terms of this Agreement conflict with the terms of the Contract, the terms of this Agreement shall control. All other terms of the Contract remain in full force.
9.0 WARRANTY OF AUTHORITY
Each person signing this Agreement warrants that he or she is duly authorized to do so and to bind the respective party.
State of Florida,Vendor Name
Department of Management Services
By: ______By: ______
Name: _Kelly Loll ______Name: ______
Chief Procurement Officer and
Title: __Director of State Purchasing _____Title: ______
Date: ______Date: ______
NOTICE TO ALL USERS OF STATE TERM CONTRACT (STC)
880-000-09-1
The following page is the contract document which all vendors awarded on STC 880-000-09-1 signed. Please note that the order of precedence of the contract document is different from and supersedes the order of precedence listed in the Invitation to Negotiate (ITN).
Any special conditions to the contract regarding but not limited to ordering, warranty, value added services, etc., will be found on the vendors’ State Term Contract information page.
Please direct all questions regarding this contract to the contract administrator listed on the State Purchasing State Term Contract web site.
This Contract, effective the last date signed below (date of execution), is by and between the State of Florida, Department of Management Services (“Department”), an agency of the State of Florida with offices at 4050 Esplanade Way, Tallahassee, Florida 32399-0950, and the entity identified below as Contractor (“Contractor”).
The Contractor responded to the Department’s Invitation to Negotiate No. 14-880-000-Q Audio & Video Equipment and Accessories. The Department has determined to accept the Contractor’s bid and to enter into this Contract in accordance with the terms and conditions of the solicitation. The specific products awarded to the Contractor, and the maximum rates the Contractor may charge Eligible Customers, are identified on the accepted ITN Price Sheets.
Accordingly, and in consideration of the mutual promises contained in the Contract documents, the Department and the Contractor do hereby enter into this Contract, which is a state term contract authorized by section 287.042(2)(a), the Florida Statutes. The term of the Contract begins on the date of execution and is for a period of 48 months. The Contract consists of the following documents, which, in case of conflict, shall have priority in the order listed, and which are hereby incorporated as if fully set forth:
- Any written amendments to the Contract
- This document, including Price Sheets, approved Product Updates, etc.
- Certification Letter Dated January 23, 2009
- Negotiation Session
- ITN Addenda
- Contractor’s response
- Technical Specifications
- Special Instructions
- Special Conditions
- General Instruction to Respondents (PUR 1001)
- General Contract Conditions (PUR 1000)
______
State of Florida,Date
Department of Management Services
By: Linda H. South, Secretary
Company Name:
Contact Name:
Street Address or P.O. Box:
City, State, Zip:
By:Date
Title:
Audio & Video Equipment and Accessories
State Term Contract
880-000-09-1
Contract Term Dates
February 19, 2009 – February 18, 2013
Contract Administrator:
Michelle MacVicar, FCCM, FCCN
4050 Esplanade Way, Ste 360
Tallahassee, FL 32399-0950
Voice: 850-414-6131
Fax: 850-414-8331
1.0 Introduction
1.1 Purpose
1.2 Overview
1.3 Contact
1.4 Lobbying
1.5 Event Timeline
2.0 General Instructions to Respondents, PUR 1001
2.1 Definitions
2.2 General Instructions
2.3 Electronic Submission of Responses
2.4 Terms and Conditions
2.5 Questions
2.6 Conflict of Interest
2.7 Convicted Vendors
2.8 Discriminatory Vendors
2.9 Respondent’s Representation and Authorization
2.10 Manufacturer’s Name and Approved Equivalents
2.11 Performance Qualifications
2.12 Public Opening
2.13 Electronic Posting of Notice of Intended Award
2.14 Firm Response
2.15 Clarifications/Revisions
2.16 Minor Irregularities/Right to Reject
2.17 Contract Formation
2.18 Contract Overlap
2.19 Public Records
2.20 Protests
2.21 Limitation on Vendor Contact with Agency During Solicitation Period
3.0 Special Instructions to Respondents
3.1 Additional Definitions
3.2 Sourcing Tool Training
3.2.1 MFMP Sourcing Tool Training for Respondents
3.3 Sourcing Tool Tips
3.4 Email Notification
3.5 Order of Precedence
3.6 Minimum Qualifications to Respond
3.7 Submittal of Response
3.7.1 Response Format / Instructions
3.7.2 Responses to Technical Specifications
3.7.3 Pricing and Equipment List Worksheet Instructions
3.8 Alternate Responses
3.9 Amendments to the ITN
3.10 Initial Determination of Responsiveness
3.11 Ordering Instructions / Contact Information
3.12 Evaluation Criteria
3.12.1 Technical
3.12.2 Financial Status
3.12.3 Pricing
3.12.4 Proposal Responses
3.13 Basis for Award / Promotion
3.14 Special Accommodation
3.15 Technical Documentation
3.16 Electronic Posting of Ranking of Respondents
3.17 Negotiations
3.17.1 Pricing / Negotiation / Final Award
3.18 State Objectives
3.18.1 Diversity
3.18.2 Environmental Considerations
3.18.3 Certification of Drug-Free Workplace Program
3.18.4 Products Available from the Blind or Other Handicapped (RESPECT)
3.18.5 Prison Rehabilitative Industries and Diversified Enterprises, Inc. (PRIDE)
4.0 General Contract Conditions, PUR 1000
4.1 Definitions
4.2 Purchase Orders
4.3 Product Version
4.4 Price Changes Applicable only to Term Contracts
4.5 Additional Quantities
4.6 Packaging
4.7 Inspection at Contractor’s Site
4.8 Safety Standards
4.9 Americans with Disabilities Act
4.10 Literature
4.11 Transportation and Delivery
4.12 Installation
4.13 Risk of Loss
4.14 Transaction Fee
4.15 Invoicing and Payment
4.16 Taxes
4.17 Governmental Restrictions
4.18 Lobbying and Integrity
4.19 Indemnification
4.20 Limitation of Liability
4.21 Suspension of Work
4.22 Termination for Convenience
4.23 Termination for Cause
4.24 Force Majeure, Notice of Delay, and No Damages for Delay
4.25 Changes
4.26 Renewal
4.27 Purchase Order Duration
4.28 Advertising
4.29 Assignment
4.30 Antitrust Assignment
4.31 Dispute Resolution
4.32 Employees, Subcontractors, and Agents
4.33 Security and Confidentiality
4.34 Contractor Employees, Subcontractors, and Other Agents
4.35 Insurance Requirements
4.36 Warranty of Authority
4.37 Warranty of Ability to Perform
4.38 Notices
4.39 Leases and Installment Purchases
4.40 Prison Rehabilitative Industries and Diversified Enterprises, Inc. (PRIDE)
4.41 Products Available from the Blind or Other Handicapped
4.42 Modification of Terms
4.43 Cooperative Purchasing
4.44. Waiver
4.45. Annual Appropriations
4.46. Execution in Counterparts
4.47. Severability
5.0 Special Contract Conditions
5.1 Additional Definitions
5.2 Purchasing Card Program
5.3 Instructions and Maintenance Manual
5.4 Contract Requirements
5.4.1 Factory Service Requirements
5.4.2 Standard Support Levels
5.5 Delivery
5.6 Contract Reporting Requirements
5.7 Business Review Meetings
5.8 Contractor’s State Contract Webpage
5.9 Electronic Invoicing / Billing
5.10 Requests for Quotes
5.11 Risk of Loss / Payments / Fees
5.12 Price Reduction
5.13 Additional Hardware, Software, Accessories, and Services
5.14 State of Florida Consolidated Equipment Financing Program (CEFP)
6.0 Product Categories and Specifications
6.1 Categories, Associated Products
6.1.1Associated Products
6.2 General Requirements
6.2.1 Standard Support
6.2.2 Optional Support
6.3 Category 1: Audio
6.3.1 CD Systems
6.3.2 Learning/Listening Center
6.3.3 MP3 Players
6.3.4 PA Systems
6.3.5 Speakers
6.3.6 Tape Player/Recorders
6.3.7 Microphone Systems
6.3.8 Assistive listening Devices
6.4 Category 2: CAMERAS
6.4.1 Small Format (35 mm)
6.4.2 Medium Format (roll film) cameras
6.4.3 Large Format cameras
6.4.4 Security/CCTV cameras (not security systems)
6.4.5 Object/Document cameras
6.4.6 Weatherproof/Underwater cameras & housings
6.4.7 Camcorders/Video Cameras
6.5 Category 3: Presentation Systems
6.5.1 Multimedia Projectors
6.5.2 Overhead Projectors
6.5.3 Electronic Whiteboard Systems
6.5.4 Projection Screens
6.5.5 Multimedia Projector Mounting Systems
6.6 Category 4: Televisions
6.6.1 Categories
6.6.2 DVD/VHS Devices
6.7 Category 5: Video Conferencing
6.7.1 SUPPORT REQUIREMENTS:
6.7.2 TECHNICAL REQUIREMENTS:
6.7.2.1 Desk Top Systems
6.7.2.2 Small / Medium Sized Group Systems
6.7.2.3 Large Room / Boardroom Sized Group Systems
6.8 Category 6: Interactive Educational Response Systems
6.9 Value Added Services
6.10 Maintenance Service Reports
1.0 Introduction
1.1 Purpose
1.2 Overview
1.3 Contact
1.4 Lobbying
1.5 Event Timeline
The State of Florida, Department of Management Services Division of State Purchasing invites qualified Respondents to submit proposals in accordance with these solicitation documents. The State’s MyFloridaMarketPlace e-Procurement system (the “System”) will be used to conduct this competitive event.
1.1 Purpose
The purpose of this solicitation is to create a State Term Contract for the purchase of Audio, Video, Video Conferencing, Projection equipment, and associated accessories.
The State’s intent is that the selected manufacturers, large resellers and authorized dealers will work in partnership with the State to furnish quality equipment, systems and services at the lowest price available. They shall do so in a timely and efficient manner that is accordance with terms outlined in this solicitation document.
Prices (discounts) submitted must be equal to or better than similarly situated governments (i.e. CA, NY, TX) or large enterprise clients.
This solicitation will result in a forty-eight (48) month State Term Contract (with renewals per 287.057(14)(a) F.S.) for the purchase of equipment, systems, and accessories in the following listed categories:
Category / Description1- Audio / CD Systems, MP3 Players, PA Systems, Speakers, Tape Players/Recorders, Assistive Listening Devices, and other associated equipment & services.
2 - Cameras / Digital, Document, Camcorders, Security, SLR, Weatherized, and other associated equipment & services.
3 - Presentation Systems / Projectors, Screens, Smart-Boards, Mounting Systems, and other associated equipment & services.
4 - Televisions / Digital, LCD, Plasma, Mounting Systems, DVD Devices, and other associated equipment & services.
5 - Video Conferencing / Equipment, Systems, Services, and other associated equipment & services.
6 - Interactive Educational Response Systems
7 – Value Added Services
The contract resulting from this Invitation to Negotiate (ITN) is anticipated to begin on or about January 22, 2009.
The State’s MyFloridaMarketPlace eProcurement system (the “MFMP System”, “MFMP”) will be used to conduct this competitive event. Purchases on the State Term Contract resulting from this solicitation may be made by State Agencies and Other Eligible Users (OEUs) as defined in Section 163.3164 of the Florida Statutes and in Chapter 60A-1.005 (Eligible Users) of the Department’s General Regulations. Delivery locations will be statewide, from border to border.
1.2 Overview
Respondents may submit responses to more than one category.
State Agencies and Others Eligible Users (OEUs) will have the opportunity to purchase items from a category, and purchase upgrades or downgrades based on options upon which respondents have quoted within that category. The “optional upgrade” would be purchased using the price discounts quoted in the “Pricing Spreadsheets” in Attachment 1.
As technology changes, the State expects to update the products within the categories periodically. We estimate that this may take place approximately every six (6) months to twelve (12) months. The awarded respondent(s) will be expected to support this effort and to maintain consistent price discounts on any new or replacement equipment throughout the life of the contract. If, in the opinion of the State, discount levels are not maintained (as original or better), the State may terminate the Agreement with the Awardee.
Awards will be made to one or more vendors on a PER CATEGORY basis. Winning vendors will be authorized to sell products WITHIN THEIR AWARDED CATEGORY ONLY.
Items excluded from this ITN, and any contract resulting from this ITN are:
- PCs, Laptops, Monitors.
- Routers, servers, gateways
- IT professional and consulting services (except training included with purchase).
- IT application and database software (unless it is integral to the operation of the equipment to be purchased and included at no additional charge).
- Any item that is available on existing State Term Contracts other than the contract this ITN is replacing
1.3 Contact
The Procurement Official at the State of Florida, Department of Management Services – Division of State Purchasing is listed below. All inquiries and questions must be directed to only this person, unless otherwise identified in this ITN or changed by addendum to this ITN.
Oral communications directly with department officers and employees concerning this ITN are prohibited. Respondents should only rely on written statements issued by the Procurement Official.
The contact for this solicitation is:
Michelle MacVicar, FCCM
Purchasing Specialist, Information Technology Team
Department of Management Services
4050 Esplanade Way, Suite 360
Tallahassee, FL 32399-0950
1.4 Lobbying
In accordance with Section 216.347, Florida Statutes, and as provided herein, the Manufacturer (Contractor) may not lobby this Department, the legislature, the executive branch, or any other State Agency relating to any aspect of this ITN during the procurement process. Violation of this restriction can be cause for disqualification from the procurement process.
1.5 Event Timeline
The following timeline applies to this solicitation:
Event / Time (EDT) / DateITN Release / 17–Nov-08
MyFloridaMarketPlace (MFMP) Training
(Non-Mandatory, see Section 3.2.1 for details) / 2:00 PM / 21-Nov-08
Deadline for Questions Submitted via the Q&A Board within MyFloridaMarketPlace / 2:00 PM / 25-Nov-08
Answers to Respondents Questions Posted / 2-Dec-08
ITN Submission Deadline / 2:00 PM / 17-Dec-08
Evaluation / 17-Dec thru 8-Jan-09
Evaluation Scoring Session / 2:00 PM / 9-Jan-08
Electronic Posting of Promotion to Stage 2 (Pricing and Negotiation) / 9-Jan-08
Final Pricing and Negotiation (if required) / 14-Jan thru 16-Jan-09
Posting of Intent to Award / 19-Jan-09
Intended Contract Start Date / 22-Jan-09
DO NOT RELY ON THE MYFLORIDAMARKETPLACE SOUrCING TOOL’S TIME REMAINING CLOCK. THE OFFICIAL SOLICITATION CLOSING TIME SHALL BE AS REFLECTED IN the table ON THIS PAGE.