DepartmentofGeneral Services

Department of Rehabilitation

State ofCalifornia

INTERIM STATE PRICE SCHEDULE USER INSTRUCTIONS

***NON-MANDATORY***

ISSUEANDEFFECTIVEDATE:03/24/2017 (Rev. 6.25.18)
SPS NUMBER:2-13-99-01
DESCRIPTION:AssistiveTechnologyandRelatedServices forPersonswithDisabilities
SPS ApprovedSupplierListing
SUPPLIER(S):Location:
EFFECTIVE:02/1/2013throughDecember 31, 2018
SPS ADMINISTRATOR:Tamara Skeens
Telephone: 916-558-5680
Email:

ThisStatePriceSchedule(SPS)isnon-mandatory. Departmentsarenotrequiredtopurchasefrom aStatePriceScheduleiflikeitemsand brands are available elsewhere ata lowerprice.Should departmentsrequirealargequantityofanitemlistedonanSPS,itmay betothedepartment’s advantagetosubmitanestimateforpurchaseonacompetitivebasis. Allpurchasedocuments issuedunderthisSPSincorporate thecontracttermsandapplicableCalifornia General Provisions.

SignatureonFile

Sallianne Salinas,Contract Administrator

Date: 03/24/2017

1.SCOPE

ThegoalofthisStatePriceSchedule(SPS)istopromotethetimelydeliveryofassistivetechnology and relatedservices(ITandnon-IT)sothatstateemployeeswithdisabilitiesorconsumers servedbythe CaliforniaDepartmentofRehabilitationcangainthebenefitsofreasonableaccommodations inaprompt manner.ThisSPSisalsodesignedtomakeuseofqualifiedsupplierswhoprovidetheveryspecialized productsandservicesdesignedforpersonswithdisabilities.Forfurtherinformationonthedefinitionof assistivetechnology,thescopeofpurchasespermissible underthisSPS,andsuppliereligibility requirements,seetheSPSSupplierApplicationTermsandConditionsdocumentwhichis availableat:

Purchasesof“integratedsystems”canbemadeunderthisSPSifdesired,sothatevaluation,hardware, software,installation,andtrainingcanbe includedin a singleorder. An “integratedsystem”isacollectionof equipmentand/orsoftwarewhichisdesignedtomeetthedisability-related needsofapersonwitha disability. Atypicalexampleofanintegratedsystemisacomputerwhichistobeadaptedthroughuseof specializedsoftwareandperipherals. Someofthenecessarycomponentsofthesystemmaybegeneric equipment orsoftware (e.g.cables,scanners,etc.)solongasthesystemincludesoneormorepiecesof assistivetechnology.

Itemstobeincorporated intoaneworexistingintegrated system,whichfitintothescopeofthisSPS, may bepurchasedthroughtheSPSeventhoughtheymayalsobeobtainablethroughastatewidestandard contract. Inparticular,theSPSmaybeusedtopurchaseacomputer orlaptopthatrequirestheinstallation orreinstallation ofATsoftware. Thisisconsideredtobeacomputerpurchase for“ATuse”oracomputer, whichis partof an“integratedsystem.”

However,thepurchaseofintegratedsystemsisnotrequiredifmakingpurchasesofindividual components fromseparatesupplierscanbedonewithoutadversely affectingthetimelinessandqualityofthefinal outcome.

Individualproductsorservicesmayalsobepurchasedsuchasevaluation/consultationonwhatassistive technologyproductsand/orservicesmaybeappropriate.Trainingontheuseofassistivetechnology may alsobepurchasedseparately.Serviceorrepairofassistivetechnologyproducts,includinganintegrated system,maybepurchasedunderthisSPS. ThisSPSmayalsobeusedtopurchaseinterpreting services forpeoplewhoaredeaf orhardofhearing.Whenconsideringtheuseofthe SPSforpurchaseof interpreter services,orderingdepartmentsshouldbeawarethataMasterServiceAgreement(MSA)isalsoavailable forpurchaseofsuchservices. ForinformationregardingtheMSAforAmericanSignLanguage(ASL) InterpretiveServices,goto Adepartment maychoosetousetheSPSinsteadoftheMSAtoobtaininterpreter services,butthepricetobepaidshall notexceedthatauthorizedundertheMSA. Inaddition,beforeplacinganorderforinterpreterservices,a departmentneedstoensure thatithascomplied withtherequirementsofGovernmentCode section 19130 relatedtocontractingoutof workwhichmightbeperformedbycivilserviceemployees.

2.TERM

Thecontracttermisforfive(5)yearswiththeoptiontoextendthecontractforone(1)additionalyear period,orportionthereof. TheStatereservestherighttoterminatetheSPSforconvenienceuponthirty (30)dayswrittennotice.

Thelistofapproved SPSsuppliersisvalidfortheSPSterm. ShouldtheSPSbeextended, theState may extendtheSPSsupplierlistormayelecttorequiresupplierstosubmitarenewalapplicationtocontinueto belistedasanapprovedSPSsupplier.

3.SPSUSAGE/RULES

A. StateDepartments

•Theuseof thisSPSis non-mandatoryforallStateof Californiadepartments.

•ExceptwheretheseinstructionsortheSPSsuppliertermsandconditionsprovideotherwise, orderingdepartments mustadheretoallapplicable Statelaws,regulations, policies,best practices,andpurchasingauthorityrequirements,e.g.CaliforniaCodes,CodeofRegulations, PublicContractCode,StateAdministrativeManual,Management Memos,andStateContracting ManualVolume(SCM)Volumes2and3,asapplicable.

•Priortoplacingordersagainstthiscontract,departmentsmusthavebeengrantedpurchasing authority bytheDepartmentofGeneralServices,ProcurementDivision(DGS/PD)fortheuseof thisSPS.Thedepartment’scurrentpurchasingauthority numbermustbeenteredinthe appropriatelocationoneachpurchasedocument. Departments thathavenotbeengranted purchasingauthoritybyDGS/PDfortheuseofStatePriceSchedulesmayaccessthe Purchasing AuthorityApplicationat ormay contactDGS/PD’.

•DepartmentsmusthaveaDepartmentofGeneralServices(DGS)agencybillingcodepriorto placingordersagainstthiscontract.OrderingdepartmentsmaycontacttheirPurchasingAuthority contactortheirdepartment’sfiscalofficetoobtainthisinformation.

B. LocalGovernmentalAgencies

•LocalgovernmentalagencyuseofthisSPSis notallowed.

4. DGSADMINISTRATIVEFEES

TheDGSwillbilleachStatedepartmentanadministrativefeeforuseofthisSPS. Theadministrative fee shouldNOTbeincludedintheordertotal,norremittedbeforeaninvoiceis receivedfrom DGS.

CurrentfeesareavailableonlineintheProcurementDivisionPriceBooklocatedat:

5. SPS ADMINISTRATION

TheDepartmentofRehabilitationSPSAdministratorlistedbelowisthesinglepointofcontactfor applicationquestionsandissuesregardingtermsandconditionsof theSPS; and supplierperformanceissues,problemresolution,maintenanceof supplierpricelistsandrelatedSPSissues.

Administrator
Information / DepartmentofRehabilitation
(SPS Administrator)
ContactName: / Tamara Skeens
Telephone: / (916)558-5680
Facsimile: / (916)558-5681
Email: /
Address: / DOR/Contracts and Procurement Section
Attn:Tamara Skeens
721CapitolMall
Sacramento,CA95814

6. APPROVEDSUPPLIERS

TheDORmaintainsalistingofsuppliersapproved forpurchase execution throughthisSPS. Anorder forassistivetechnology productsorservicesmayonlybeplacedwithsupplierslistedonthecurrentSPS ApprovedSupplierListing.

SPSApprovedSupplierListing:

AdditionalsuppliersmaybeaddedtotheSPSApprovedSupplierListingduringthelifeofthisSPS. Rules foradditionareprovidedintheSPSSupplierApplicationtermsandConditions.

7. ORDERINGPROCEDURE

PriceListsforallapprovedsuppliersareavailableatthefollowingDepartmentof Rehabilitationwebsite:

A. Transactionslessthan$10,000

ForSPStransactions valuedlessthan$10,000,departments may executeorderstoasupplieronthe currentSPSApprovedSupplierListingwithoutobtainingmultipleoffersiffairandreasonable pricing has beenestablishedanddocumented.BuyersshouldmakeeveryefforttopurchasefromaSmall BusinessorDisabledVeteranBusinessEnterprisefirmwheneverpossible.

The StateContractManual(SCM)Volume2,Chapter4,SectionC,Topic2providesfive(5)techniques thatadepartmentmayusetodetermine whetherornotasupplier’spricecanbedeterminedtobefair andreasonable:

Fair andreasonablepricingmaybedeterminedbyusingpricecomparisons,catalog/marketpricesfrom othersuppliers(whetherornotapprovedto participatein this SPS)and /orhistoricalpricing. However, whenusingthesetechniques,departmentsmustbasethecomparisonsonidenticalsituations orthose withsmallvariationswhichdonotaffectpricing. Useofcurrentpricelistsorupdatedquotationsis highlyrecommended.

Whenevaluatingfairandreasonable pricingforanintegrated system,genericequipmentorsoftware neednotbeconsidered,solongasthetotalcostforsuchcomponentsdoesnotexceed25%ofthe costof theentiresystem.

Theprocurementfilemust containsufficientdocumentationtosupportthetechniqueusedto determine thepricingreceivedis fairandreasonable.

ImportantNote:Iffair andreasonablepricingcannotbe establishedanddocumented,usinganyof the techniquesidentifiedabove,thedepartmentmustfollowtheorderingprocedures for purchases$10,000 and above(Article7Bor7Cbelow).

B. Transactions$10,000 and abovebutlessthan$249,999.

TheSmallBusiness(SB)and/orDisabledVeteranBusinessEnterprise (DVBE)Optionisthe recommendedprocurementmethodwheneithertwoSBortwoDVBEfirmscanprovideasolution. Thisrequiresobtainingcurrentquotesfromtwo(2)certifiedSB/DVBEsuppliers. Thisisinaccordance withGCsection14838.5(a).

C. TransactionswheretheSB/DVBEOptionIsNotAvailable

Circumstancesmayoccurwhere Option Bisnotviablebecauseofthelackofeithertwo(2)SBortwo (2)DVBE suppliers whocanprovidetheneededproduct orservice. Thedepartmentmust thenobtain offersfromaminimumoftwo(2) supplierson thecurrentSPSApprovedSupplierListing,regardlessof the SB/DVBEstatusofthefirms. Departmentsmustmakeavalidattemptto secureoffersfrom viable supplierswhoareabletosupplythegoodsand/orprovideservices.

Purchasesfromanon-SB/DVBEsupplierwhichexceedadepartment’sPurchasingAuthority

ApprovalwillrequireDGS/PDapproval.

Thesolicitationmethodology(formalorinformal)isdependent upontheestimated transaction valueinconjunction withthetypeofproductsandorservicesneededforaspecificsolution. QuestionsregardingapproacharetobeaddressedbythedepartmentPurchasingAuthority Contact(PAC)orPurchasingContractOfficer(PCO).

Orderingdepartmentsmayconsider“bestvalue”or“value-effective”selectioncriteriawhen theevaluationcriteriahavebeenincludedintheRequestForOffer(RFO).

“Bestvalue”relatestorequirementsandsupplierselectioncriterionorotherfactorsforaparticular transaction thatareestablished byadepartmenttoensurethatitsbusinessneedsandgoalsare effectively metandthatthestateobtainsthebestvalue.Todeterminesupplierselectionusingbest value,thefollowingminimumstepsarerequired.Departmentsshall:

•Definebusinessrequirements(forexample,inaStatementofWorkforservices) forinclusionin theRFO.

•Compareoffersfrom SPSsuppliers

•AwardtotheSPSsupplierwithdocumented“bestvalue”thatmeetsrequirements

The“bestvalue”selectioncriteriamayinclude,butnotbelimitedto,supplierexperience, product availability,promptdeliveryrequirements,maintenanceservice,trainingandprice.Regardlessof other criteriabeingusedtoacceptanoffer,pricemustbeamong thebestvalue criteria. Additionalpossible criteriafactorsareoutlinedinStateContract Manual (SCM)Volume 2,Chapter6,Section A,Topic3, Paragraph6.A3.3.

Departmentsmustdocumentallsuppliersthatwerecontacted,providearecapoftheiroffers,and recordhowtheselectionwasmade,includingcriteriafordetermining “bestvalue”withinthe procurementfile.

8. PURCHASEEXECUTION

StatedepartmentsmustusethePurchasingAuthorityPurchaseOrder(Std.65) forallpurchasesunder this SPSforallgoodsandservices. AnelectronicversionoftheStd.65isavailableattheOfficeofState Publishingwebsite:

StatedepartmentsshallsubmitacompletedPurchasingAuthorityPurchaseOrder(Std.65),containing the followinginformation,directlytotheapprovedSPSsupplier:

•DepartmentOrderNumber(PurchaseOrderNumber)

•OrderingDepartmentName

•AgencyBillingCode

•PurchasingAuthorityNumber

•LeveragedProcurementNumber(SPSNumber)

•SupplierInformation(ContactName,Address,PhoneNumber,FaxNumber,E-mail)

•AgencyContactInformation(ContactName,PhoneNumber,FaxNumber,E-mail)

•Descriptionof GoodsorServices

•Quantity

•Unitof Measure

•UnitPrice

•ExtensionPrice

•Specialinstructionsregardingdeliveryhours,securitymeasures,palletsizes(if applicable)

AllordersmustbeexecutedinaccordancewiththeStateContractingManualVolume2and3,Chapter8.

9. MAXIMUMORDER

ThemaximumordervalueshallbedependentuponthesolicitationmethodusedinSection7.

10.STATEDEPARTMENTREPORTINGREQUIREMENTS(No longer required)

Allorderingdepartmentsmustsubmitacopyofexecutedpurchasedocumentsto:

DGS- ProcurementDivision(IMS#Z-1)Attn:SallianneSalinas

707ThirdStreet,2ndFloor,MS201

WestSacramento,CA95605-2811

10.GENERALPROVISIONS

ExceptwheretheseinstructionsortheSPSSupplierTermsandConditionsprovideotherwise,thefollowing

GeneralProvisionsareeffectiveforthisSPS:

•Non-ITCommoditiesGeneralProvisions(RevisedandEffective06/08/2010)

•IT GeneralProvisions(RevisedandEffective09/05/2014)

IT General Provisions

11.SUPPLIERPERFORMANCE/PROBLEMRESOLUTION

Allorderingdepartmentsshouldreportnon-complianceissues,technicaland/ororcontractualdifficulties encounteredtotheDORSPSAdministratorinatimely manner(refertoSection5,Contract Administration). Thisincludesandisnotlimitedtoinformaldisputes,supplierperformance,outstanding deliveries,etc.

12.CALIFORNIASELLER’SPERMIT

TheCaliforniasellerpermitnumbers,for suppliersprovidingtangiblegoods,are listedon the SPSApproved SupplierListing. Statedepartmentscanverifythatpermitsarecurrentlyvalidatthefollowingwebsite: Statedepartmentsmustadheretothefiledocumentation requiredidentifiedintheState ContractManualVolume2andVolume3,asapplicable.

13.PAYEEDATARECORD

EachStateaccounting officemusthaveacopy ofthePayeeDataRecord(Std.204)inordertoprocess payments. StatedepartmentsshouldforwardacopyoftheStd.204totheiraccounting office(s). Without theStd.204,paymentmaybeunnecessarilydelayed. Statedepartmentsshouldcontactsuppliersfor copiesof thePayeeDataRecord.

14.SMALLBUSINESS/DISABLEDVETERANBUSINESSENTERPRISECERTIFICATIONS

Theapplicablesmallbusiness(SB)and/ordisabledveteranbusinessenterprise (DVBE)certifications for eachsupplierarelistedontheSPSApprovedSupplierListing.Statedepartmentscanverify thatthe certificationsarecurrently validatthefollowingwebsite:

15.SUPPLIERAPPLICATION

SuppliersinterestedinapplyingforinclusiononthisSPS asan approvedsuppliermustprovidea completed

SPSSupplierApplicationandanyapplicableattachmentstotheDOR SPS Administrator.

Thesupplierapplicationdocumentsareavailableat:

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