State of Tennessee Department of General Services Mission: To provide essential centralized services to support the daily operation of State government.
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State of TennesseeDepartment of
General Services
Mission:To provide essential centralized services to
support the daily operation of State government.
STATE OF TENNESSEEDEPARTMENT OF GENERAL SERVICES
CENTRAL PROCUREMENT OFFICE
PRE-BID CONFERENCESWC 433 Digital Hybrid Key Telephone
(DHKT) SystemsRFI Event: #32110-7321
February 20, 2014 1:30PMMorrow Conference Room
*Please Sign In
Agenda
• Welcome & Introductions• Disclaimer• Tentative Schedule of Events• Terms and Conditions• Diversity Business• Specifications• Bid Evaluation• Additional Question and Answer
Welcome and Introductions
Event CoordinatorRichard Kotler
Department of General ServicesCentral Procurement Office
312 Rosa L Parks Avenue, 3rd FloorNashville, TN 37243
615-253-4723Richard.Kotler@tn.gov
Disclaimer
• All answers provided during the Pre-Bid are not official until the State amends the solicitation.
• Questions must be submitted in writing prior to the “Written Questions & Comments” Deadline in order to receive an official answer from the State.
• Central Procurement policy has been revised to where pre-bid conferences are no longer recorded.
Tentative Schedule of Events
1. Pre-Bid Event Posted 11:00 A.M. February 11, 2014
2. Pre-Bid Conference Held 1:30 P.M. February 20, 2014
3. All Written Question Due 4:30 P.M. February 25, 2014
4. State Response to written Questions 4:30 P.M. February 28, 2014
5. Sourcing Event Posted 2:00 P.M. February 28, 2014
6. Sourcing Event Closing 2:00 P.M. March 7, 2014
7. Bid Analysis Complete - March 14, 2014
8. Vendor(s) Recommended - March 19, 2014
9. Contract Awarded - April 2, 2014
10.Awarded Vendor will Receive Contract - April 11, 2014
11. Contract Term Begins - May 1, 2014
12. Initial Contract Renewal Date - April 30, 2015
Event Details
1. Standard Terms and Conditions2. Special Terms and Conditions3. Specifications4. Evaluation Model Lines and Details
Terms and Conditions
• Bidders Should Review All Standard and Special Terms and Conditions.
• Below are selected Terms and Conditions.• Not all Special Terms and Conditions will be covered.• Please, hold all questions on Terms and Conditions
until the end of this section.
Terms and Conditions
Term of Contract - Multi-Year, pg. 6 of Terms & Conditions
Total Number of Years if all Options are exercised: 3
Start Date: May 1, 2014Initial End Date: April 30, 2015Final End Date: April 30, 2017
Terms and Conditions
Volume, Multi-Year, pg. 6 of Terms & Conditions
The total purchases of any individual item on the contract are not known. The Central Procurement Office has attempted to give an accurate estimate of probable purchases of each item from the current contract period and projected estimates for the new contract period. The Central Procurement Office does not guarantee that the state will buy any or all estimated amounts of any specified item or any total amount.
Projected Spend New Contract Period :• 1st 12 MONTHS: $ 285,000• 2nd 12 MONTHS: $ 285,000• 3rd 12 MONTHS: $ 285,000
Terms and Conditions
Single Award, pg. 10 Terms & Conditions• Single Award• Award by Line Item• Award by Grouped Lines
Award Criteria, pg. 10 of Terms & Conditions An award shall be made to the lowest responsive and responsible bidder considering the following:
- Ability to Perform- Conformity to Specifications-Lowest Cost
Terms and Conditions
Fixed Bid Percentage for contract period (no changes allowed), pg. 8 of Terms & Conditions
Bid percentage (%) discount or surcharge amount per line item must be fixed for the entire term of the contract.
Fixed Bid Price for Contract Period (No Price Increase Allowed), pg. 9 of Terms & ConditionsBid prices must be fixed for the term of the contract, except the state shall be advised of and receive the benefit of any price decrease in excess of five (5) percent automatically. The vendor/contractor must provide written price reduction information within ten (10) days of its effective date.
Diversity Business
Language concerning Diversity Business with the State of Tennessee can be found on pages 15-18 in the
Terms and Conditions
Jessica StarlingDiversity Business Liaison
615-532-0352 Jessica.Starling@tn.gov
Specifications
• Below are a listing of highlighted specifications.• Not all specifications are covered below.• It is the Bidder’s responsibility to review all
specifications.• Please, hold all questions on specifications until the
end of the section.
• Analog and Digital Centrex Telephones:- Analog/Digital phones must be industry standardColor coordinated coil hand set cords no less than 12 feetLine cord no less than 14 feet with modular plug
termination- Digital Centrex add on modules/accessories: 18, 22 and 36 Button modulesStand/Backplate for module/telephone connectionAC power adapter• Cordless Telephones
Specifications
• Cordless Telephone features: 5.8 GHZ Digital Technology Caller ID Call Waiting Handset and base speakerphone capability Belt clip & headset jack capability Minimum 30 name & number phone directory Wall mountable Mute Conference calling on multi-unit models
Specifications
• Answering Machine Requirements Digital recording caller ID compatibility Voice prompts Time/day stamp Call screening Skip and repeat
.
Specifications
• Headset Units and Accessories: Base and power for hard wired headsets Top of ear – dual receiver for hard wired headset Band type single receiver for hard wired headset Adapter, AC power supply for amplifier 9 hour talk time for battery usage Headset, wireless, office, range up to 350 feet, over ear style, security,
privacy, 64 bit digital Up to 0.75 oz weight Headset, wireless, office, bluetooth capability, range standard 33 feet,
over ear style, 0.75 oz weight—compatible for use with HL 10 lifter
Specifications
Specifications
• Catalog Requirements: IP, Digital, Cordless and Analog Telephones Single line answering machines Headsets Audio conferencing equipment• Only Items within scope of contract with accessories• Compatibility with existing product base• Warranty of 2 years- vendor to maintain data base of
equipment and serial numbers• Delivery: 5 to 30 business days or less
• Below is an explanation of how to bid on this Sourcing Event.
Do not bid any lines in Edison. Instead complete and attach the evaluation model.
Prospective bidders should follow registration instructions in the RFI package in order to be eligible to bid on the upcoming event for this SWC.
Paper Bids are acceptable, online bids preferred.
Evaluation Model and Bidding
Evaluation Model and Bidding Sourcing Event # 7321- Telephones and Accessories
Bidder Name:___________________________________________
All pricing and calculations will be verified for correctness and accuracy by the State. In the event of a discrepancy between the pricing and/or percentages on the bidder's Evaluation Model and the pricing and/or percentages on the sourcing event, the pricing on the sourcing event shall prevail. The State of Tennessee will verify all entries on the Evaluation Model submitted with the bid and correct inconsistencies between the Evaluation Model spreadsheet and the pricing and/or percentages on the sourcing event and between the Evaluation Model spreadsheet and the pricing catalog/price list submitted with the bid.
Line Item Description Part Number
MSRP Price
(Each)Percentage
BidBid Price
(Each) Quantity Extended Bid Price
Category 1 IP TELEPHONES AND ACCESSORIES 0.000000 1 Multi-Line Video Phone CP9951 $0.00 0.000000 $0.00 5 $0.00
2 Cisco IP Unified Conference Station-Charcoal CP7937G $0.00 0.000000 $0.00 10 $0.00
3 Telephone IP Unified Cisco CP7965G $0.00 0.000000 $0.00 100 $0.00
4 Telephone IP Unified Cisco CP7962G $0.00 0.000000 $0.00 50 $0.00
5 Telephone Expansion Module (sidecar), Cisco CP7916 $0.00 0.000000 $0.00 75 $0.00
6 IP Phone, Mainstream Desktop for Microsoft Lync CX600 $0.00 0.000000 $0.00 20 $0.00
7 Footstand, single for Cisco CP7916 module CP-SINGLEFOOTSTAND $0.00 0.000000 $0.00 10 $0.00
8 12 Foot Charcoal Handset Cord- match Cisco CP-HANDSET-CORD-12 $0.00 0.000000 $0.00 15 $0.00
TOTAL Cost Category 1 $0.00
Category 2 CENTREX PHONES AND ADD-ON MODULES AND ACCESSORIES 0.000000
9 Nortel Meridian Centrex Digital Mult-Line Phone-Black M5316 $0.00 0.000000 $0.00 20 $0.00
10 22 button Add-on Module for M5316 M522 $0.00 0.000000 $0.00 5 $0.00
11 Aastra Single Line Telephone-charcoal M9116LP $0.00 0.000000 $0.00 60 $0.00
12 Telephone, Aastra Meridian 7 Prog M9110 $0.00 0.000000 $0.00 90 $0.00
13 Aastra Black Telephone 2 line M9120 $0.00 0.000000 $0.00 20 $0.00
14 Telephone, Aastra Meridian M5008 $0.00 0.000000 $0.00 15 $0.00
15 Telephone, Aastra Meridian M9417 $0.00 0.000000 $0.00 15 $0.00
16 Series A/C Power Adapter for Centrex Sets M5000 $0.00 0.000000 $0.00 20 $0.00
TOTAL Cost Category 2 $0.00
Evaluation Model and Bidding
Category 3 CORDLESS TELEPHONES, BASIC PHONES, ANSWERING MACHINES, CONFERENCE PHONES AND ACCESSORIES
0.000000
17 Basic Desk Telephone Set-Ash 2500 $0.00 0.000000 $0.00 50 $0.00
18 Basic Wall Set-Black Telephone 2554 $0.00 0.000000 $0.00 10 $0.00
19 Answering Machine AT7T Model 1739 $0.00 0.000000 $0.00 5 $0.00
20 Conference Phone, Wireless Soundstation 2200-07880-001 $0.00 0.000000 $0.00 5 $0.00
21 Cordless Answering Machine and Phone-ATT CL82209 $0.00 0.000000 $0.00 10 $0.00
TOTAL Cost Category 3 $0.00Category 4 HEADSETS AND HEADSET ACCESSORIES 0.000000
22Headset Blackwire USB Noice Canceling Binauural Plantronics
C620 $0.00 0.000000 $0.00 120 $0.00
23 Headset Blackwire Convertible Plantronics 435 $0.00 0.000000 $0.00 200 $0.00
24 Headset Voyager Pro UC Bluetooth, Dual Mic. Plantronics B230 $0.00 0.000000 $0.00 15 $0.00
25 Headset Wireless 3 in 1 convertible Plantronics CS540 $0.00 0.000000 $0.00 10 $0.00
26 Headset Wireless Dect 6.0 convertible PC Plantronics SAVI W440 $0.00 0.000000 $0.00 150 $0.00
27 Headset Plantronics HW251N $0.00 0.000000 $0.00 10 $0.00
28 Headset Binaural Plantronics HW261N $0.00 0.000000 $0.00 100 $0.00
29 Wireless Headset Plantronics CS70 $0.00 0.000000 $0.00 20 $0.00
30 Wireless Headset Dect 6.0 over ear Plantronics SAVI W730 $0.00 0.000000 $0.00 15 $0.00
31 Wireless Headset Dect 6.0 over ear Plantronics SAVI W720 $0.00 0.000000 $0.00 20 $0.00
32 Wireless Headset Dect 6.0 Plantronics SAVI W740 $0.00 0.000000 $0.00 20 $0.00
33 Adapter Control Hookswitch APC40 $0.00 0.000000 $0.00 75 $0.00
34 Wireless Headset Plantronics CS530 $0.00 0.000000 $0.00 10 $0.00
35 Wireless Headset Plantronics H251N $0.00 0.000000 $0.00 10 $0.00
36 Wireless Headset Plantronics H261N $0.00 0.000000 $0.00 70 $0.00
TOTAL Cost Category 4 $0.00
Summary PricingTOTAL Cost Category 1 $0.00TOTAL Cost Category 2 $0.00TOTAL Cost Category 3 $0.00TOTAL Cost Category 4 $0.00
GRAND TOTAL Evaluated Bid Price $0.00
Question and Answer
Event CoordinatorRichard Kotler
Department of General ServicesCentral Procurement Office
312 Rosa L Parks Avenue 3rd FloorNashville, TN 37243
615-253-4723Richard.Kotler@tn.gov
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