Workstation Computing Devices and Monitors

INVITATION FOR BID

FOR

WORKSTATION COMPUTING DEVICES AND MONITORS

ISSUING OFFICE

OFFICE OF ADMINISTRATION, OFFICE FOR INFORMATION TECHNOLOGY PROCUREMENT

IFB NUMBER

6100031153

DATE OF ISSUANCE

10/24/2014

INVITATION FOR BID

FOR

WORKSTATION COMPUTING DEVICES AND MONITORS

TABLE OF CONTENTS

CALENDAR OF EVENTS / PAGE 3
PART I - GENERAL INFORMATION / PAGE 4
PART II - SPECIFICATIONS / PAGE 13

APPENDIX A, TERMS AND CONDITIONS

APPENDIX B, STATE OF MANUFACTURE

APPENDIX C, COST MATRIX

APPENDIX D, COSTARS PROGRAM ELECTION

APPENDIX E, LOBBYING CERTIFICATION FORM

APPENDIX F, SOFTWARE LICENSE AGREEMENT

APPENDIX G, DEDICATED CONTACTS

APPENDIX H, QUARTERLY REPORT TEMPLATE

APPENDIX I, MONTHLY REPORT TEMPLATE

APPENDIX J, LEASE ACCEPTANCE CERTIFICATE

CALENDAR OF EVENTS

The Commonwealth will make every effort to adhere to the following schedule:

Activity / Responsibility / Date
Deadline to submit questions via email to Raymond A. Jaime, OA-OIT lead: th the subject line “IFB Question” / Bidders / 10/10/2014
Answers to potential questions posted to the eMarketplace website( no later than this date. / Issuing Office / 10/17/2014
Please monitor the eMarketplacewebsite for all communications regarding this IFB. / Bidders / On going
Bids must be received by the Issuing Office at:
PASupplierPortal website
( no later than this date. / Bidders / 10/24/2014
12:00 PM

PART I

GENERAL INFORMATION

I-1.Purpose

This Invitation for Bids (IFB) provides to those interested in submitting bids for the subject procurement (Bidders) sufficient information to enable them to prepare and submit bids for the Office of Administration, Office for Information Technology's consideration on behalf of the Commonwealth of Pennsylvania ("Commonwealth") to satisfy a need for workstation computing devices and monitors ("Project").

I-2.Issuing Office

The Office of Administration (Issuing Office) has issued this IFB on behalf of the Commonwealth. The sole point of contact in the Commonwealth for this IFB is Raymond A. Jaime (), 613 North St., Finance Building Rm. 506, Harrisburg, PA 17120, the Issuing Officer for this IFB. Please refer all inquiries to the Issuing Officer.

From the issue date of this IFB until the Issuing Office selects a bid for award, the Issuing Officer is the sole point of contact concerning this IFB. Any violation of this condition may be cause for the Issuing Office to reject the offending bidders bid. If the Issuing Office later discovers that the bidder has engaged in any violations of this condition, the Issuing Office may reject the offending bidders bid or rescind its contract award. Bidders must agree not to distribute any part of their bids beyond the Issuing Office. Any bidder who shares information contained in its bid with other Commonwealth personnel and/or competing bidder personnel may be disqualified.

I-3.Problem Statement

The Commonwealth intends to award multiple contracts for the purchase and lease of workstation computing devices and monitorsto responsive and responsible Bidders who meet the requirements of this IFB. The Commonwealth is seeking Bidders that can provide competitive pricing on a variety of equipment, respond to purchase orders in a timely fashion and meet or exceed the service level agreements. Additional detail is provided in Part II of this IFB.

I-4.Pre-bid Conference

“There will be no pre-bid conference for this IFB. If there are any questions, please forward them to the Issuing Officer in accordance with Part I-5.”

I-5.Questions and Answers

If a Bidder has any questions regarding this IFB, the Bidder must submit the questions by email (with the subject line "“IFB 6100031153 Question”) to the email address specified in the Calendar of Events. If the Bidder has questions, they must be submitted via email no later than the date and time specified in the Calendar of Events. The Bidder shall not attempt to contact the Issuing Officer by any other means. The Issuing Officer will post the answers to the eMarketplace website. A Bidder who submits a question after the deadline date for receipt of questions indicated on the Calendar of Events assumes the risk that its bid will not be responsive or competitive because the Commonwealth is not able to respond before the bid receipt date or in sufficient time for the Bidder to prepare a responsive or competitive bid. When submitted after the deadline date for receipt of questions indicated on the Calendar of Events, the Issuing Officer mayrespond to questions of an administrative nature by directing the questioning Bidder to specific provisions in the IFB. To the extent that the Issuing Office decides to respond to a non-administrative question afterthe deadline date for receipt of questions indicated on the Calendar of Events, the answer will be provided to all Bidders through an addendum.

All questions and responses as posted on the eMarketplacewebsite are considered as an addendum to, and part of, this IFB. Each Biddershall be responsible to monitor the eMarketplace website for new or revised IFB information. The Issuing Office shall not be bound by any verbal information nor shall it be bound by any written information that is not either contained within the IFB or formally issued as an addendum by the Issuing Office. The Issuing Office does not consider questions to be a protest of the specifications or of the solicitation.

I-6.Addenda to IFB

If the Issuing Office deems it necessary to revise any part of this IFB before the due date, the Issuing Office will post an addendum to the eMarketplacewebsite. Answers to the questions asked during the questions and answer period will also be posted to the eMarketplacewebsite as an addendum to the IFB.

I-7.Electronic Version of IFB

This IFB is being made available by electronic means. The Bidder acknowledges and accepts full responsibility to insure that no changes are made to the IFB. In the event of a conflict between a version of the IFB in the Bidder's possession and the Issuing Office's version of the IFB, the Issuing Office's version shall govern.

I-8.Response Date

A bidder’s electronic bid must be submitted via the PASupplierPortal website on or before the due date specified in the Calendar of Events. Any bid submitted to the Issuing Office in hardcopy format will be rejected.

I-9.Incurring Costs

The Issuing Office is not liable for any costs the Bidder incurs in preparation and submission of its bid, in participating in the IFB process or in anticipation of award of a purchase order.

I-10.Restriction of Contact

I-11.Prime Contractor Responsibilities

The Awarded Bidder will be required to assume responsibility for all services offered in its bid whether it produces them itself or by subcontract. The Issuing Office and Project Manager will consider the Contractor to be the sole point of contact with regard to contractual and purchase order matters.

I-12.Bid Submission

Bids must be submitted electronically via the PASupplier Portal website on or before the due date specified in the Calendar of Events.Any bid submitted to the Issuing Office in hardcopy format will be rejected. The following documentation must be completed and submitted with a bid.

Appendix B - State of Manufacture

Appendix C - Cost Matrix
Appendix D - Costars Program Election ( if applicable)
Appendix E - Lobbying Certification Form
Appendix F - Software License Agreement (if applicable)
Appendix G - Dedicated Contacts

I-13.Bidder Eligibility

To be eligible to submit a Bid, a Bidder must be an Original Equipment Manufacturer ( “OEM”) or an authorized Reseller of Equipment that appears within the Gartner Magic Quadrant for Global Enterprise Desktops, published November 21, 2013. Those manufacturers are as follows:

Acer
Apple
Dell
Fujitsu
HP
Lenovo
Panasonic
Samsung
Toshiba

Bidders must propose at least one (1) but no more than two (2) models per OEM that meets or exceeds the specifications in Appendix C Cost Matrix. Bidders may only propose one (1) OEM.

I-14.Discussions for Clarification

Bidders may be required to make an oral or written clarification of their bid to the Issuing Office to ensure thorough mutual understanding and bidder responsiveness to the solicitation requirements. The Issuing Office will initiate requests for clarification. Clarifications may occur at any stage of the evaluation and selection process prior to issuance of a purchase order.

I-15.Term

The contracts resulting from this IFB will commence on the effective date, as defined in Appendix A – Terms and Conditions, and will end in two (2) years with three (3) one (1) year renewal options. The Commonwealth, in its sole discretion, may renew the contracts. Renewals may be for single or multiple year terms.

I-16.Terms and Conditions

The requirements and terms and conditions of Appendix A – Terms and Conditions shall govern any contract(s)resulting from this IFB.

I-17.Method of Award

This will be a multiple-award IFB. An award will be made to responsive and responsible Bidders ("Contractors") who meet the requirements specified in this IFB.

I-18. Information Technology Bulletins

This IFB is subject to the Information Technology Policies (ITP’s){formerly known as Information technology Bulletins} issued by the Office of Administration, Office for Information Technology (OA-OIT). ITP’s may be found at

All bids must be submitted on the basis that all ITPs are applicable to this procurement. It is the responsibility of the Bidder to read and be familiar with the ITPs. Notwithstanding the foregoing, if the Bidder believes that any ITP is not applicable to this procurement, it must list all such ITPs in its bid, and explain why it believes the ITP is not applicable. The Issuing Office may, in its sole discretion, accept or reject any request that an ITP not be considered to be applicable to the procurement. The Bidder’s failure to list an ITP will result in its waiving its right to do so later, unless the Issuing Office, in its sole discretion, determines that it would be in the best interest of the Commonwealth to waive the pertinent ITP.

I-19.Costars Program Clause

COSTARS Purchasers. Section 1902 of the Commonwealth Procurement Code, 62 Pa.C.S. § 1902 (“Section 1902”), authorizes local public procurement units and state-affiliated entities (together, “COSTARS Members”) to participate in Commonwealth procurement contracts that the Department of General Services (“DGS”) may choose to make available to COSTARS Members. DGS has identified this Contract as one which will be made available for COSTARS Members’ participation.

Only those entities registered with DGS are authorized to participate as COSTARS Members in this Contract. A COSTARS Member may be either a local public procurement unit or a state-affiliated entity.

1. A “local public procurement unit” is:

Any political subdivision (local government unit), such as a municipality, school district, or commission;
Any public authority (including authorities formed under the Municipality Authorities Act of 1955 or other authorizing legislation, such as the Public Transportation Law or the Aviation Code);
Any tax-exempt, nonprofit educational institution or organization;
Any tax-exempt, nonprofit public health institution or organization;
Any nonprofit fire, rescue, or ambulance company; and
Any other entity that spends public funds for the procurement of supplies, services, and construction (such as a council of governments, an area government, or an organization that receives public grant funds).

The Department reserves the right to review and determine eligible applicants as Local Public Procurement Units on a case-by-case basis.

2.A state-affiliated entity is a Commonwealth authority or other Commonwealth entity that is not a Commonwealth agency. The term includes:

The Pennsylvania Turnpike Commission;
The Pennsylvania Housing Finance Agency;
The Pennsylvania Municipal Retirement System;
The Pennsylvania Infrastructure Investment Authority;
The State Public School Building Authority;
The Pennsylvania Higher Education Facilities Authority, and
The State System of Higher Education.

The COSTARS Program is not available for use by Executive Agencies and Independent Agencies as defined by the Commonwealth Procurement Code, or any agency or entity using funds appropriated to the Department of General Services through Capital Budget Project Itemization legislation for the procurement of furniture, fixtures, and equipment.

3.A complete list of local public procurement units and state-affiliated entities that have registered with DGS and that are authorized to procure items from the Contract can be found at

B.COSTARS Members have the option to purchase from this Contract, from any DGS contract established exclusively for COSTARS Members in accordance with the requirements of Section 1902, from any other cooperative procurement contracts, or from their own procurement contracts established in accordance with the applicable laws governing such procurements. The Contractor understands and acknowledges that there is no guarantee that a COSTARS Member will place an order under this Contract, and that the decision to procure from this Contract is within the sole discretion of each COSTARS Member.

C.DGS is acting as a facilitator for COSTARS Members who may wish to purchase under this Contract. COSTARS Members that participate in this Contract and issue purchase orders (“POs”) to Contractors are third party beneficiaries who have the right to sue and be sued for breach of this Contract without joining the Commonwealth or DGS as a party. The Commonwealth will not intervene in any action between a Contractor and a COSTARS Member unless substantial interests of the Commonwealth are involved.

D.COSTARS Members electing to participate in this Contract will order items directly from the Contractor and be responsible for payment directly to the Contractor.

E.Those Contractors electing to permit COSTARS Members to procure from this Contract shall pay the Required Administrative Fee applicable to the Contractor’s classification:

Contractor Classification / Required Administrative Fee
Department of General Services
Self-Certified Small Business Bidder / $500
All Other Bidders / $1,500

1.Each bidder electing to permit COSTARS Members to participate in the Contract must submit the COSTARS Program Election to Participate form with its bid submittal and pay the applicable Administrative Fee upon Contract award in order to sell the awarded items/services to COSTARS Members. If the bidder is a Department of General Services Self-Certified Small Business, a copy of its active Small Business Procurement Initiative (SBPI) certificate must be included with the bid submittal.

2.At the beginning of each Contract year and upon any Contract renewal, the Contractor shall submit a check for the required amount, payable to “Commonwealth of PA”. The Contractor must pay the Administrative Fee at each contract renewal date to continue to sell the awarded items/services to COSTARS Members. If the bidder is a Department of General Services Self-Certified Small Business, a copy of its active SBPI certificate must be included with the Administrative Fee for each contract year and upon each renewal.

F.DGS has registered the COSTARS name and logo (together, the “COSTARS Brand”) as a trademark with the Pennsylvania Department of State. Therefore, the Contractor may use the COSTARS Brand only as permitted under in this Subsection.

1.The Contractor shall pay the Administrative Fee covering its participation in the program, including without limitation any use of the COSTARS Brand, for each year of the Contract period. The fee is payable upon Contract award and prior to the renewal date for each succeeding Contract period.

2. DGS grants the Contractor a nonexclusive license to use the COSTARS Brand, subject to the following conditions:

a.The Contractor agrees not to transfer to any third party, including without limitation any of its subcontractors or suppliers, any privileges it may have to use the COSTARS Brand under this Contract.

b.The Contractor agrees not to use the COSTARS Brand to represent or imply any Commonwealth endorsement or approval of its products or services.

c.The Contractor is permitted to use the COSTARS Brand in broadcast, or Internet media solely in connection with this Contract and any other Contract with the Commonwealth under which it has agreed to make sales to COSTARS Purchasers. The Contractor may use the COSTARS Brand on business cards, brochures, and other print publications so long as the purpose is to identify the Contractor as a COSTARS vendor, and only so long as the required Contract fee is kept current.

d.Should this Contract terminate for any reason, the Contractor agrees promptly to remove the COSTARS Brand from any and all print and electronic media and to refrain from using the COSTARS Brand for any purpose whatsoever from the date of Contract termination forward.