WIRELESS PAGING SERVICES
Invitation for Bid
ISSUING OFFICE
Pennsylvania State Police Bureau of Information Technology
1800 Elmerton Avenue
Harrisburg, PA 17110
IFB NUMBER 6100
DATE OF ISSUANCE
June 2017
CONTRACT SCOPE
The Pennsylvania State Police, is soliciting this Invitation for Bid to provide equipment, service, maintenance and accessories for an Agency Statewide Wireless Paging Service contract. This Invitation to Bid will be a multiple award to all responsive bidders. The Pennsylvania State Police agency will issue a purchase order to the Contractor it determines provides the agency with the best value.
TERM OF CONTRACT
The term of the contracts will commence on the Effective Date and will end in five (5) years following the Effective Date.
CONTRACT REQUIREMENTS
All contract requirements must be met or exceeded by the awarded bidder (Contractor) throughout the term of the contract.
1. Service Plans
· All service plans offered to the Pennsylvania State Police must be submitted with the information requested in Appendix A – Cost Matrix.
· Pricing provided in Appendix A – Cost Matrix shall remain fixed for the term of the contract, except as otherwise provided in this Section. Bidders’ pricing for the service plans shall be INCLUSIVE of all applicable taxes, service fees, federal charges, surcharges, etc. (“Service Fees”). Bidders must identify all such Services Fees in Appendix A – Cost Matrix. Annually on the Effective Date of the contract, the Contractor may request a price increase based on an increase to the Service Fees imposed on the Contractor. The Pennsylvania State Police may grant an increase in its sole discretion. The Contractor shall pass on to the Pennsylvania State Police any reductions in the Service Fees imposed on the Contractor.
· The service plans awarded on this contract are the only service plans authorized for use by Pennsylvania State Police agency users. Contractors cannot offer, and Pennsylvania State Police cannot accept, other service plans without prior authorization by the Pennsylvania State Police.
2. Service Requirements
· Full paging coverage shall be provided under this contract and is defined as the ability to guarantee that 99% of all pages transmitted will be received.
· Service shall be available twenty-four (24) hours a day, seven (7) days a week, three hundred sixty-five (365) days a year.
· Throughput time shall not be greater than three (3) minutes at any time.
3. Equipment Requirements
· All original issue pagers must be equipped with new batteries. Replacement batteries will be the responsibility of Pennsylvania State Police. The quantities and type of batteries utilized by the equipment shall be identified by the bidder.
4. Warranty and Maintenance
· Contractors must provide a one (1) year warranty on all devices purchased through this contract.
· All leased devices procured through this contract must be warranted for the term of the lease.
· The warranty shall include, but not limited to:
o Repair or replacement with a like unit within forty-eight (48) hours of service request.
o A pre-paid shipping package shall be included for the return of the non-functioning equipment.
o Warranty service shall be available twenty-four (24) hours a day, Monday through Friday and from 10:00 AM to 7:00 PM on holidays and weekends.
· Following the warranty period, the Contractor may charge a monthly maintenance fee for equipment procured through the awarded contracts. The fee must be disclosed in Appendix A – Cost Matrix.
5. Loss, Theft and Damage
· Loss, theft and damage coverage for leased pagers shall be the responsibility of the bidder. In the event of loss, theft or damage of leased pagers, bidder shall provide a replacement within forty-eight (48) hours. A replacement fee may be charged for this service. The fee must be disclosed in Appendix A – Cost Matrix.
6. Training
· Training shall be provided to the agencies, at no additional cost, if requested.
7. Transition from existing Services
· Most agencies have existing paging services similar to those listed under this Contract. Upon award of this Contract, the Contractor must convert all Commonwealth accounts, under the Governor’s jurisdiction, receiving service from the previous contract to the new contract, at no charge and without penalty to the customer, within ninety (90) days of the effective date of the contract. All terms of this contract will apply to the converted accounts.
8. Deactivation/Termination of Service
· Paging service accounts may not be deactivated nor may service be discontinued without the prior written request of the authorized user, except as provided in this Section. Deactivation or termination of service requests from the Pennsylvania State Police must be completed by the contractor within twenty-four (24) hours receipt of such request from an authorized user. In the event that a paging service account is delinquent in payment of undisputed charges for a period of more than sixty (60) days, contractor will provide notice to Pennsylvania State Police of the delinquency.
9. Payment Methods
· In addition to submitting standard invoices against Purchase orders, all awarded contractors must agree to accept P-Card payment from Pennsylvania State Police.
10. Account Reports
· Account reports are required to be submitted to the Issuing Officer on a quarterly basis in an electronic format or through web access. Quarters will be by calendar year.
Please Note: If requested, the awarded Bidder(s) may be required to submit monthly Account Reports to Pennsylvania State Police.
11. User Manuals
· User manuals and operating instructions must be provided with each piece of equipment. Delivery is considered complete if one (1) copy of each required manual is delivered or if a web manual or a tutorial is made available online.
12. Deliveries
· All submitted costs in Appendix A – Cost Matrix, shall be F.O.B. Destination to the Pennsylvania State Police. All articles ordered from this contract shall be delivered within a reasonable time, not to exceed ten (10) calendar days after receipt of order, unless otherwise agreed to in writing by the Pennsylvania State Police. All deliveries against the contract shall be securely packaged to avoid breakage or damage in accordance with standard industry practice.
13. New Products, Services and New Technologies
· The awarded bidder(s) must insure that the Pennsylvania State Police will continually be made aware of new innovations and “state-of-the-art” technologies. Education on products, services and technologies must be provided to the Pennsylvania State Police. Websites, Newsletters, user groups and e-mail are acceptable forms of training.
SUBMISSION REQUIREMENTS
The following documents must be submitted with your company’s bid in order to be considered for award:
1. Appendix A – Cost Matrix
The Pennsylvania State Police requires Bidders provide a completed Appendix A -Cost Matrix. Appendix A shall include prices for services, as well as, any optional equipment, installation costs and other services the Bidder provides. Please provide as much costing on optional items as possible.
2. Appendix B – Bidder Qualification
The Pennsylvania State Police Bidders provide a completed Appendix B –Bidder Qualification.
3. Appendix C – State of Manufacturer
The Pennsylvania State Police requires Bidders provide a completed Appendix C –State of Manufacturer.
INQUIRIES
Direct all inquiries regarding this Invitation for Bids to:
Stephanie Ogden | Purchasing Agent
Pennsylvania State Police
Procurement Supply Division
1800 Elmerton Avenue | Harrisburg, PA 17110
E-mail: