Computer Hardware, Software and Peripherals

COUNTY OF ALAMEDA

REQUEST FOR QUOTATION No. 900993

SPECIFICATIONS, TERMS & CONDITIONS

for

Computer Hardware, Software and Peripherals

NETWORKING/BIDDERS CONFERENCES

at

RESPONSE DUE

by

2:00 p.m.

on

October 25, 2012

at

Alameda County, GSA–Purchasing

1401 Lakeside Drive, Suite 907

Oakland, CA 94612

COUNTY OF ALAMEDA

REQUEST FOR QUOTATION No. 900993

SPECIFICATIONS, TERMS & CONDITIONS

for

Computer Hardware, Software and Peripherals

TABLE OF CONTENTS

Page 1 of 2

Page

I. ACRONYM AND TERM GLOSSARY 4

II. STATEMENT OF WORK

A.  Intent 5

B.  Scope 5

C.  Vendor Qualifications 6

D.  Debarment / Suspension Policy 7

E.  General Environmental Requirements 8

F.  Deliverables/Report 10

III. INSTRUCTIONS TO BIDDERS

G.  County Contacts 11

H.  Calendar of Events 12

I.  Networking / Bidders Conferences 12

J.  Submittal of Bids 13

K.  Response Format 15

L.  Notice of Intent to Award 15

M.  Bid Protest / Appeals Process 16

IV. TERMS AND CONDITIONS

N.  Term / Termination / Renewal 18

O.  Quantities 18

P.  Pricing 18

Q.  Award 19

R.  Method of Ordering 20

S.  Invoicing 20

T.  County Provisions 21

U.  Online Contract Compliance System 25

V.  Compliance Information and Records 26

W.  Account Manager / Support Staff 26

X.  General Requirements 26

COUNTY OF ALAMEDA

REQUEST FOR QUOTATION No. 900993

SPECIFICATIONS, TERMS & CONDITIONS

for

Computer Hardware, Software and Peripherals

TABLE OF CONTENTS

Page 2 of 2

ATTACHMENTS

Exhibit A – Acknowledgement

Exhibit B – Bid Form

Exhibit C –Intentionally Omitted

Exhibit D1 – Current References

Exhibit D2 – Former References

Exhibit E – SLEB Certification Application Package

Exhibit F – Small Local Emerging Business (SLEB) Partnering Information Sheet

Exhibit G – Request for Bid Preference

Exhibit H – First Source Agreement

Exhibit I – Exceptions, Clarifications, Amendments

Exhibit J – Standard Services Agreement Template

Exhibit K – Environmental Certification

Exhibit L – RFQ Vendor Bid List

Exhibit M – Response Content and Submittals Completeness Checklist

Exhibit N – Debarment and Suspension Certification

Exhibit O – Computer Hardware, Software and Peripherals

Product Item Types

Exhibit P – The Iran Contracting Act (ICA) of 2010

Specifications, Terms & Conditions

for Computer Hardware, Software and Peripherals

I.  ACRONYM AND TERM GLOSSARY

Unless otherwise noted, the terms below may be upper or lower case. Acronyms will always be uppercase.

II.  STATEMENT OF WORK

A.  INTENT

It is the intent of these specifications, terms and conditions to describe computer hardware, software and peripherals required by the County of Alameda Behavioral Health Care Services (BHCS).

The primary objective is to establish a Permissive Price Agreement with a contractor who will be able to provide specific personal computer and related products, so that BHCS may order products appropriate for their needs.

The County intends to award a three-year contract (with option to renew) to the bidder selected as the lowest responsible bidder whose response meets the County’s requirements.

It is the intent of these specifications, terms and conditions to procure the most environmentally preferable products with equivalent or higher performance and at equal or lower cost than traditional products. Specific requirements from the County’s Sustainability Program that are related to this Bid are included in the appropriate Bid sections.

B.  SCOPE

Behavioral Health Care Services (BHCS) provides mental health and substance use services to the residents of Alameda County through a community-based provider, and community and County program sites. BHCS administration, approximately 300 staff members, provides programmatic and financial management support to the delivery system. Behavioral Health Care Services-Information Systems (BHCS-IS) manages a computer network with approximately 500 internal and 1,500 external users and purchases, configures, maintains and supports all hardware, software, etc. for all internal BHCS users.

A list of the general types of product items that BHCS-IS will be purchasing over the next fiscal year (FY) is provided within the Exhibit P to this Request for Quotation (RFQ) and includes the following types of items:

1.  Hardware items

2.  Software items

3.  Items specific to the Windows Server

4.  Items specific to the Citrix Server environment technology

5.  Communications parts and equipment

6.  Miscellaneous items including electrical parts and small tools

To facilitate the ongoing purchase of these product items in the future, BHCS plans to procure them through a competitive bid contract. This RFQ will include specific configurations on which the vendors will bid.

BHCS expenditures in the past five (5) years were approximately $350,000 annually. It is projected that FY 2012/13 expenditures will exceed $500,000. The Department does not guarantee a minimum annual purchase amount. BHCS-IS has very limited storage capabilities, thus the timing of product ordering and the ability to deliver orders within an average window of 48 hours is extremely important.

It should be noted that BHCS has standardized the majority of the current product line as follows:

Desktop Personal Computers Hewlett Packard

Citrix Desktop Devices Wyse

Desktop Deskjet and Laser Printers Hewlett Packard

C.  VENDOR QUALIFICATIONS

1.  Vendor Minimum Qualifications

a. Bidder shall be regularly and continuously engaged in the business of providing for delivery of computer hardware, software, peripherals, communication equipment, etc. for at least five (5) years.

b. Bidder shall be a verifiable Hewlett Packard Platinum Certified Business Partner for at least five (5) years.

c. Bidder shall be a verifiable Cisco Gold Certified partner for at least five (5) years.

d. Bidder shall be a verifiable Microsoft Gold Certified Partner for at least five (5) years.

e. Bidder shall possess all permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFQ.

f. Bidder shall participate in the Western States Contracting Alliance (WSCA) and be able to accept equipment configurations directly from WSCA.

2.  Specific Requirements
Vendor shall provide Laptops, Wyse Devices, Monitors, PCs, San Nodes, Blade Servers, Network Printers, Local Printers, Tablets, Keyboard/Mouse, Catalyst Switches, Routers and Software Renewals (Microsoft EA) at a discount based on a percent (%) deduction from Vendor’s catalog pricing. Accessibility of Vendor Catalog pricing must be readily available to the County during the term of the contract. All hardware provided shall include three-year warranties.

3.  EPEAT® Gold Registration

All desktops, laptops, and computer monitors provided under this contract are required to have achieved Gold registration in the EPEAT® system in the United States as revised in 2009.

4.  Block non-EPEAT registered products

The County reserves the right to require Contractors to block non-EPEAT registered products from purchase on any electronic catalog or web portal that customers may buy equipment from as a result of this contract.

D.  DEBARMENT / SUSPENSION POLICY

1.  In order to prohibit the procurement of any goods or services ultimately funded by Federal awards from debarred, suspended or otherwise excluded parties, each bidder will be screened at the time of RFQ response to ensure bidder, its principal and their named subcontractors are not debarred, suspended or otherwise excluded by the United States Government in compliance with the requirements of 7 Code of Federal Regulations (CFR) 3016.35, 28 CFR 66.35, 29 CFR 97.35, 34 CFR 80.35, 45 CFR 92.35 and Executive Order 12549.

a.  The County will verify bidder, its principal and their named subcontractors are not on the Federal debarred, suspended or otherwise excluded list of vendors located at www.epls.gov; and

b.  Bidders are to complete a Debarment and Suspension Certification form, Exhibit N attached, certifying bidder, its principal and their named subcontractors are not debarred, suspended or otherwise excluded by the United States Government.

E.  GENERAL ENVIRONMENTAL REQUIREMENTS: The requirements outlined in this section apply to all product categories contained in this bid.

1.  Measure D Requirements:

It is the objective of the County to purchase products with the lowest overall environmental impact from manufacturing through end of life and to procure services that achieve this same objective. To meet this objective, environmental factors and product attributes are evaluated in the procurement process. The County is mandated under Measure D to divert at least seventy five percent (75%) of material from landfill through recycling and source reduction and to encourage markets for environmentally preferable goods through its procurement process.

2.  Environmental Compliance:

Manufacturers and service providers will be in compliance with all local, state, and federal environmental and worker health and safety regulations that apply to their operation. Please see Exhibit K (Environmental Certification).

3.  Recycled Content:

All products for which the EPA has established minimum recycled content standard guidelines, such as those for printing and janitorial papers, construction, parks and recreational materials, etc., will contain the highest post-consumer content practicable, but no less than the minimum recycled content standards established by the EPA Guidelines. See the EPA website at http://www.epa.gov/epawaste/conserve/tools/cpg/index.htm for a list of recycled content guidelines.

4.  Source Reduction and Packaging:

The County has a strong commitment to source reduction, minimizing waste generation, and reducing the County’s expenditure on waste disposal and recycling. Bidders shall provide bulk packaging, reusable, or minimal packaging in providing products to the County. Packaging will be both made from recycled materials and be recyclable. Contractors should explore and provide opportunities for the reuse of packaging materials. In the bid response, Bidders shall include a written summary of their planned efforts to minimize the amount of packaging and shipping materials and should describe the post-consumer recycled content of those materials. Please see Exhibit K (Environmental Certification)

Packaging shall not contain inks, dyes, pigments, stabilizers, or any other additives to which any lead, cadmium, mercury, and hexavalent chromium has been intentionally introduced. The sum of the concentration levels of lead, cadmium, mercury, and hexavalent chromium shall not exceed one hundred (100) parts per million by weight. Packaging is discussed further in the “Technical and Performance Specification” section.

5.  Pallets and Large-Volume Packaging:

Pallets and large-volume packaging materials will be taken back by the Contractors. The County encourages the use of pallets that meet the EPA’s minimum post-consumer recycled content guidelines for pallets that can be found at http://www.epa.gov/epaoswer/non-hw/procure/products/pallets.htm. In the case of large-volume packaging, the County prefers that the vendor reuse or recycle the material.

6.  Persistent Bioaccumulative Toxins:

In January 2002, the County passed a resolution “to encourage the reduction and where feasible, the elimination of [persistent, bioaccumulative and toxic chemical] (PBT) emissions…” The United States Environmental Protection Agency has established a list of twelve priority PBTs including dioxins, polychlorinated biphenyls, mercury and its compounds, lead and others. The most current list can be found at the EPA’s website at www.epa.gov/opptintr/pbt/. Additionally, PBTs are listed in the CCR in Section 66261.24.