State of Tennessee Department of General Services Mission: To provide essential centralized services to support the daily operation of State government.

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

[email protected]

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 [email protected]

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

[email protected]