Solicitation Electronic Telephone System Trainer. designation: Public. State of California

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1 5 Solicitation Electronic Telephone System Trainer designation: Public State of California 6/2/2015 2:53 PM p. 1 6

2 Electronic Telephone System Trainer 5 Number Title Electronic Telephone System Trainer Start Date Jun 2, :52:47 PM PDT End Date Jun 16, :00:00 PM PDT Question & Answer End Date Jun 9, :00:00 PM PDT Contact Andrea Minning Associate Materials Analyst Contract Duration Contract Renewal Prices Good for One Time Purchase Not Applicable 30 days Standard Disclaimer Comments The State of California advises that prospective bidders periodically check the websites, including but not limited to Bidsync, and/or other state department links for modifications to bid documents. The State of California is not responsible for a prospective bidder's misunderstanding of the bid solicitation or nonresponsive bid due to failure to check these websites for updates or amendments to bid documents, and/or other information regarding the bid solicitations. Failure to periodically check these websites will be at the bidder's sole risk. The information published and/or responded to on these websites is public information. Confidential questions/issues/concerns should be directed to the contact on the ad. The Department of General Services, Procurement Division, One Time Acquisitions Unit is facilitating this purchase on behalf of the California Department of Corrections and Rehabilitation (CDCR) for thirty-two (32) Electronic Telephone Trainers. KEY ACTION DATES Invitation For Bid (IFB) Release June 2, 2015 Last day to submit questions June 9, 2015 Invitation For Bid (IFB) Due June 16, 2015 Item Response Form Item Quantity Unit Price Delivery Location Imported Item Lot: Electronic Telephone System Trainer 32 each State of California Headquarter Sacramento 1515 S Street, 410S Sacramento CA Qty 32 Description Electronic Telephone System Trainer 6 6/2/2015 2:53 PM p. 2

3 IMPORTANT NOTICE TO ALL BIDDERS Solicitation No This solicitation/acquisition is being conducted under Public Contract Code 12125, et seq., the Alternative Protest Process. Submission of a bid constitutes consent of the bidder for participation in the Alternative Protest Process. Any protests filed in relation to the proposed contract award shall be conducted under the procedures in this document for the Alternative Protest Process. Any bidder wishing to protest the proposed award of this solicitation must submit a written Notice of Intent to Protest (facsimile acceptable) to the Coordinator before the close of business on the last day of the protest period, which will be established in the Notice of Intent to Award. Failure to submit a timely, written Notice of Intent to Protest waives the bidder s right to protest. Alternative Protest Process Coordinator/Dispute Resolution Department of General Services Procurement Division Purchasing Authority Management Section 707 Third Street, 2 nd Floor South West Sacramento, CA Voice: 916 / Fax: 916 / /2/2015 Page 2:53 1 of PM 12 DGS Solicitation Document p. 3

4 DUE DATE June 16, 2015 STATE OF CALIFORNIA STATE OF CALIFORNIA DEPARTMENT OF GENERAL SERVICES PROCUREMENT DIVISION Invitation For Bid Responses must be delivered to the Procurement Division before 2:00 PM on the Due Date SUPPLIER NAME AND ADDRESS SOLICITATION NO. DATE DELIVERY DATE Page /2/2015 As Specified 1 of 12 PURCHASE ESTIMATE NO. AGENCY BILLING CODE AGENCY PURCHASE EST NO NAME (PRINT): TITLE: F.O.B. DESTINATION UNLESS BID STATES OTHERWISE % CASH DISCOUNT FOR PAYMENT WITHIN DAYS SEE REQUIRED PAYMENT DATE OF THE GENERAL PROVISIONS PARAGRAPH 30. SHIP TO: See Cost Worksheet and Delivery Locations, Attachment #2 ARE YOU CLAIMING PREFERENCE AS A CALIFORNIA CERTIFIED SMALL BUSINESS? YES NO MANUFACTURER? YES NO ARE YOU A NON-SMALL BUSINESS CLAIMING AT LEAST 25% SMALL BUSINESS SUBCONTRACTOR PREFERENCE? YES NO SIGNATURE DATE FOR FURTHER INFORMATION, CONTACT: SECTION ET SEQ. OF THE CALIFORNIA GOVERNMENT CODE Procurement Official: Andrea Minning ADDRESS: Phone: TELEPHONE NUMBER: FAX NUMBER: Return To: DGS/PROCUREMENT DIVISION FEDERAL EMPLOYER IDENTIFICATION NUMBER RD ST., 2 ND Floor (95605) P.O. BOX W. SACRAMENTO, CA REQUIRES THAT A 5% PREFERENCE BE GIVEN TO BIDDERS WHO QUALIFY AS A SMALL BUSINESS OR BIDDERS WHO QUALIFY AS A NON- SMALL BUSINESS CLAIMING AT LEAST 25% CALIFORNIA CERTIFIED SMALL BUSINESS PARTICIPATION. FOR REQUIREMENTS SEE TITLE 2, CALIFORNIA CODE OF REGULATIONS, SECTION 1896, ET SEQ. THE REQUIREMENTS FOR NONPROFIT VETERAN SERVICE AGENCIES QUALIFYING AS A SMALL BUSINESS ARE CONTAINED IN SECTION ET SEQ. OF THE MILITARY AND VETERANS CODE. Bidder offers and agrees if this response is accepted within 45 calendar days from the date of opening to furnish all of the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified above and subject to the attached General Provisions. DECLARATIONS UNDER PENALTY OF PERJURY: By signing above, with inclusion of the date of signature, the above signed bidder DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) (STATEMENT OF COMPLIANCE). The above signed has complied with the non-discrimination program requirements of Government Code and Title 2, California Administrative Code Section 8103, and such declaration is true and correct. (2) the National Labor Relations Board declaration set forth in Paragraph 43 of the General Provisions is true and correct. (3) If a claim is made for the small business preference, the information set forth within is true and correct. The Department of General Services, Procurement Division, One Time Acquisitions Unit is facilitating this purchase on behalf of the California Department of Corrections and Rehabilitation (CDCR) for thirty-two (32) Electronic Telephone Trainers. KEY ACTION DATES Invitation For Bid (IFB) Release June 2, 2015 Last day to submit questions June 9, 2015 Invitation For Bid (IFB) Due June 16, 2015 METHOD OF AWARD This solicitation shall be awarded on an "All or None" basis to the lowest responsive and responsible bidder meeting all administrative and technical requirements, terms, and conditions of this solicitation. RESPONSIVE BIDDER A supplier who is responsive submits a bid response compliant with the solicitation requirements and indicates performance without material deviation from the terms and conditions of the proposed contract. 6/2/2015 Page 2:53 2 of PM 12 DGS Solicitation Document p. 4

5 RESPONSIBLE BIDDER A supplier who is responsible and submits a responsive bid is one who clearly indicates compliance without material deviation from the solicitation s terms and conditions and who possesses the experience, facilities, reputation, financial resources and other factors existing at the time of contract award. ADDITIONAL TERMS AND CONDITIONS The state objects to and will not evaluate or consider any additional terms or conditions submitted by a bidder. This applies to any language appearing in documents attached as part of the bidder s response. In signing and submitting a bid, the bidder agrees that any additional terms and conditions whether submitted intentionally or inadvertently, shall have no force or effect. Bids with terms and conditions attached may be subject to rejection. QUESTIONS REGARDING THE IFB Bidders requiring clarification of the intent or content of this IFB or on procedural matters regarding the competitive IFB process may request clarification by submitting questions by the date(s) identified in the key action dates or two days prior to the bid due date (if no key action dates), to the Procurement Official identified in this IFB. If a Bidder submits a question after the scheduled date(s), the State will attempt to answer the question but does not guarantee that the answer will be prior to the bid due date. Note: Questions are to be submitted and answers will be provided via the e-procurement system located at REQUEST TO CHANGE REQUIREMENTS OF THE IFB Bidders may request to change requirements of the IFB if the Bidder believes that one or more of the IFB requirements is onerous, unfair, or imposes unnecessary constraints on the Bidder in proposing less costly or alternate solutions. The Bidder shall submit recommended change(s) and facts substantiating the recommended change by the date(s) identified in the key action dates or two days prior to the bid due date (if no key action dates), in an or envelope clearly marked Request to Change Requirements of the IFB to the Procurement Official identified in this IFB. ATTACHMENTS The following documents are attached, or attached by reference, and part of this solicitation: 1. Specification ( ) for Electronic Telephone System Trainer of two (2) pages, dated May 19, Cost Worksheet of three (3) pages 3. CDCR Special Terms and Conditions of four (4) pages 4. Bidder s Instructions (GSPD-451) of three (3) pages, dated 11/09/2011** 5. General Provisions (GSPD-401) of seven (7) pages, dated 06/08/2010** 6. Bidder Declaration Form (GSPD REV 08/09) of two (2) pages 7. California Disabled Veteran Business Enterprise (DVBE) Bid Incentive Instructions of three (3) pages, dated 09/03/09 8. Disabled Veteran Enterprise Declarations (Std. 843) of one (1) page, dated 05/2006 (if applicable)** 9. Postconsumer Content Certification Form (CIWMB 74) of two (2) pages, dated 4/ Darfur Contracting Act Certification of one (1) page 11. Payee Data Record (STD. 204), of two (2) pages** 12. TACPA Preference Forms** Alternative Protest Process Regulations of ten (10) pages ** These documents are incorporated by reference and located at the link provided. Please note that items #2, #6, #8 (if applicable), #9, #10 AND #11 MUST be returned with the bid or the bid may be rejected. 6/2/2015 Page 2:53 3 of PM 12 DGS Solicitation Document p. 5

6 ALTERNATIVE PROTEST PROCESS This solicitation/acquisition is being conducted under the provisions of the Alternative Protest Process (Public Contract Code Section 12125, et seq.) By submitting a bid or proposal to this solicitation, the bidder consents to participation in the Alternative Protest Process, and agrees that all protests of the proposed award shall be resolved by binding arbitration pursuant to the California Code of Regulations, Title 1, Division 2, Chapter 5. The link to the regulations is: A Notice of Intent to Award for this solicitation will be publicly posted in the Procurement Division reception area and sent via facsimile to any bidder who submits a written request for notice and provided a facsimile number. During the protest period, any participating bidder may protest the proposed award on the following grounds: 1. For major information technology acquisitions that there was a violation of the solicitation procedure(s) and that the protesting bidder s bid should have been selected; or 2. For any other acquisition that the protesting bidder s bid or proposal should have been selected in accordance with the selection criteria in the solicitation document. A written Notice of Intent to Protest the proposed award of this solicitation must be received (facsimile acceptable) by the Coordinator before the close of business 5 p.m. PST/PDT on the 1 st working day after issuing the notice of intent, as specified in the solicitation. Failure to submit a timely, written Notice of Intent to Protest waives bidder s right to protest. Bidder is to send the notice of protest to: Alternative Protest Process Coordinator/Dispute Resolution Department of General Services Procurement Division Purchasing Authority Management Section 707 Third Street, 2nd Floor South West Sacramento, CA Fax: 916 / Within seven (7) working days after the last day to submit a Notice of Intent to Protest, the Coordinator must receive from the protesting bidder the complete protest filing including the signed, written detailed statement of protest including exhibits, filing fee and deposit or small business certification as applicable. Untimely submission of the complete protest filing waives the bidder s right to protest. Protest bond requirement: bond amount for this Alternative Protest Process shall be ten percent (10%) of the contract amount as specified in the solicitation. See California Code of Regulations, Title 1, Section DELIVERY Delivery is to be completed in full within one hundred and twenty (120) calendar days After Receipt of Purchase Order. Supplier shall deliver the specified equipment to all CDCR destination sites detailed in Cost Worksheet and Delivery Locations, Attachment #2. Note: In accordance with paragraph 15 of the General Provisions entitled Delivery, the contractor shall strictly adhere to the delivery terms and completion schedule as specified in this solicitation. Failure to comply with the delivery requirements, as stated, may be considered a breach of contract and subject the contractor to General Provisions 26, entitled Rights and Remedies of the State for Default. WARRANTY Electronic Telephone System Trainers shall be warranted against defects in materials, workmanship of all component parts through normal use for a minimum period of one (1) year from the date of acceptance by the State. Normal use is defined as per the application for which the trainers were designed. PRICES Prices shall be submitted both electronically and hard copy on Cost Worksheet. Prices are to be entered into BIDSYNC for electronic submission and Cost Worksheet shall be included with hard copy bid submission. Pricing shall be all inclusive. Only the prices/charges submitted in the bid response shall be accepted and included in the awarded contract. For the purpose of this bid, only bids quoted F.O.B. Destination, Freight Prepaid, will be accepted. No charge for delivery, drayage, express, parcel post, packing, cartage, insurance, license fees, permits, cost of bonds, or for any other purpose will be paid by the State unless expressly included and itemized in the Contract. International shipments will be Delivered Duty Paid (DDP). Import Costs, duties, 6/2/2015 Page 2:53 4 of PM 12 DGS Solicitation Document p. 6

7 taxes, value added tax or any other transportation or customs costs will not be paid by the State unless expressly included and itemized in the Contract. Sales tax is not to be included on the bid or in the bid pricing. If awarded this bid, sales tax should be added at time of invoicing. The sales tax rate applied should be based on the rate of the area where the product is to be delivered, unless the deliverable is a vehicle, in which case the sales tax rate applied should be based on the rate where the vehicle will be registered with the California Dept. of Motor Vehicles (DMV). DESCRIPTIVE LITERATURE Bidders are required to forward complete descriptive literature with the bid and are to note their brand name and catalog or model number on the bid. Descriptive literature shall be annotated to specify the applicable page, brand, model and item(s). At the State s option prior to award, bidders may be required to submit additional written clarifying information. FAILURE TO SUBMIT DESCRIPTIVE LITERATURE MAY RESULT IN YOUR BID BEING CONSIDERED NON-RESPONSIVE AND NOT ACCEPTED. OPERATION MANUALS Supplier shall provide two (2) copies of necessary functional manuals, adjustment manuals, schematic diagrams and parts catalogues. Supplier may substitute an electronic manual in lieu of hard copy manual. Parts for equipment are to be available for each model and available for purchase by the State at no greater cost than published list prices. MANUALS ARE TO BE IN THE ENGLISH LANGUAGE. TRAINING The supplier shall provide a minimum of five (5) consecutive days forty (40) hour training session to a maximum of thirty-five (35) participants at a central location in the state of California for training that is designed for Career Technical Education training. The training facility shall include a shop area for trainer demonstration and a classroom for theory training. The training will cover the components of each Electronic Telephone System Trainer and their purpose and importance in the trainer s overall system design. Training will occur Monday through Friday, except State holidays, for eight (8) hours a day between the hours of 7:00 a.m. and 6:00 p.m., PST. The training schedule will be coordinated with and approved by the CDCR/OCE Coordinator. Training shall include, but is not limited to, the following: A minimum of three (3) subject matter experts/engineers who can provide and assist participants on the use of the products. Demonstration and training on the use of all the manuals, aides or workbooks associated with the Electronic Telephone System Trainers. Demonstration on the use of each Electronic Telephone System Trainer, classroom theory on each trainer, and the trainer s use in the career field. Time for each participant to individually operate the Electronic Telephone System Trainer to practice the use of the trainer (hands on activities). A certificate of training for each participant stating participant is trained in the use of the system and is a certified Train the Trainer for the system. FACTORY AUTHORIZED DISTRIBUTOR REQUIREMENT The supplier must be either the manufacturer or a Factory Authorized Distributor/Dealer for the manufacturer. The manufacturer shall have experience in the design and fabrication of the training equipment equivalent to those specified in bid specification Only bids submitted by a manufacturer or an "Authorized Distributor/Dealer" will be accepted. An "Authorized Distributor/Dealer" is a supplier who is normally and regularly engaged in the business of selling the products of the manufacturer. To qualify as an Authorized Distributor/Dealer", a supplier must have technical expertise in the product line(s) being offered for sale, employ individuals who are knowledgeable in/with the products, maintain an inventory of finished product and/or spare parts, and offer technical assistance and repair capabilities. All "Authorized Distributors/Dealers" must provide substantially the same level of service. "Authorized Distributors/Dealers" must either be listed on the manufacturer's website OR submit a signed agreement or other documentation from the manufacturer indicating its status as "factory authorized". A "one-time agreement" is not acceptable. Please provide the manufacturer website address here: 6/2/2015 Page 2:53 5 of PM 12 DGS Solicitation Document p. 7

8 CALIFORNIA SELLER S PERMIT Bidders must provide their California retailer s seller s permit or certification of registration and, if applicable, the permit or certification of all participating affiliates, issued by California s State Board of Equalization (BOE), pursuant to all requirements as set forth in Sections 6487, 7101 and Sections , , of the Revenue and Taxation Code, and Section of the Public Contract code. In order to expedite the process of verifying the validity of the permit, provide the BOE permit number in the space provided below (or attach a copy of the permit with your bid.) For instructions on how to obtain a California Sellers Permit number or register to do business in the State of California, visit the Board of Equalization website at Retailer s Seller s Permit Number: POSTCONSUMER-CONTENT CERTIFICATION State agencies are required to report purchases in many product categories. In order to comply with those requirements, bidders are required to complete and return the attached Postconsumer-Content Certification form (CIWMB 74) with their bid response. BIDDER DECLARATION FORM All bidders must complete the Bidder Declaration Form GSPD and include it with the bid response. When completing the declaration, bidders must identify all subcontractors proposed for participation in the contract; this includes equipment manufacturers, equipment distributors and resellers. A subcontractor is any person, firm, corporation, or organization contracting to perform any part of the prime s contract. Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment to the contract. If claiming the non-small business subcontractor preference, the form must list all the California small businesses with which you commit to subcontract in an amount of at least twenty-five percent (25%) of the net bid price. All certified small businesses must perform a commercially useful function in the performance of the contract as defined in Government Code Section (d)(4). DARFUR CONTRACTING ACT CERTIFICATION Effective January 1, 2009, all Invitations for Bids (IFB) or Requests for Proposals (RFP) for goods or services must address the requirements of the Darfur Contracting Act of 2008 (Act). (Public Contract Code sections 10475, et seq.; Stats. 2008, Ch. 272). The Act was passed by the California Legislature and signed into law by the Governor to preclude State agencies generally from contracting with scrutinized companies that do business in the African nation of Sudan (of which the Darfur region is a part), for the reasons described in Public Contract Code section A scrutinized company is a company doing business in Sudan as defined in Public Contract Code section Scrutinized companies are ineligible to, and cannot, bid on or submit a proposal for a contract with a State agency for goods or services. (Public Contract Code section 10477(a)). Therefore, Public Contract Code section (a) requires a company that currently has (or within the previous three years has had) business activities or other operations outside of the United States to certify that it is not a scrutinized company when it submits a bid or proposal to a State agency. (See # 1 on the Attachment). A scrutinized company may still, however, submit a bid or proposal for a contract with a State agency for goods or services if the company first obtains permission from the Department of General Services (DGS) according to the criteria set forth in Public Contract Code section 10477(b). (See # 2 on the Attachment). PAYEE DATA RECORD Bidders shall complete and sign the Payee Data Record (STD. 204) and submit with IFB submittal. An electronic version of this form can be found at: PROHIBITION ON TAX DELINQUENTS BIDDING (AB 1424) Public Contract Code section provides that a state agency shall not enter into any contract for goods or services with a contractor whose name appears on either list of the 500 largest tax delinquencies pursuant to Section 7063 or of the Revenue and Taxation Code. This section applies to contracts executed on or after July 1, The Franchise Tax Board (FTB) and the California Board of Equalization (BOE) will post and periodically update lists of the 500 largest tax delinquencies on their websites as 6/2/2015 Page 2:53 6 of PM 12 DGS Solicitation Document p. 8

9 required by law. Starting on July 1, 2012 prior to executing contracts state agencies must check the FTB and BOE lists to ensure the proposed awardee/supplier is not on either list. If the proposed awardee is on either list the bid may be considered non-responsive. CHANGE ORDERS Any Purchase Order resulting from this bid may be amended, modified, or terminated at any time by mutual agreement of the parties in writing. Change orders amending, modifying or terminating the Purchase Order, including any modifications of the compensation payable, may be issued only by the Department of General Services State Procurement Officer. All such change orders shall be in writing and issued only upon written concurrence of the supplier. Termination, as that term is used in this section, does not include termination for default of the supplier. CALIFORNIA CERTIFIED SMALL BUSINESS AND PREFERENCE(S) INFORMATION SMALL BUSINESS PREFERENCES AND CERTIFICATION Bidders claiming the small business preference must be certified by California as a small business or must commit to subcontract at least twenty-five percent (25%) of the net bid price with one or more California certified small businesses. Small Business Nonprofit Veteran Services Agencies (SB/NVSA) prime bidders meeting requirements specified in the Military and Veterans Code Section et seq. and obtaining a California certification as a small business are eligible for the five percent (5%) small business preference. If applicable, claim the preference in the box on the right hand side of the first page of this solicitation. Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the bid due date and the OSDS must be able to approve the application as submitted. Questions regarding certification should be directed to the OSDS at (916) SMALL BUSINESS REGULATIONS The Small Business regulations, located in the California Code of Regulations (Title 2, Division 2, Chapter 3, Subchapter 8, Section 1896 et seq.), concerning the application and calculation of the small business preference, small business certification, responsibilities of small business, department certification, and appeals are revised, effective 9/09/04. The new regulations can be viewed at Access the regulations by clicking on the Small Business Regulations in the right sidebar. For those without internet access, a copy of the regulations can be obtained by calling the Office of Small Business and DVBE Services (OSDS) at (916) SMALL BUSINESS PARTICIPATION REPORTING REQUIREMENTS Per Government Code 14841, if a contract/purchase order is awarded from this solicitation with a commitment from the prime bidder to achieve small business participation, the contractor must within sixty (60) days of receiving final payment under this agreement (or within such other time period as may be specified elsewhere in this agreement) report to the awarding department the actual percentage of small business participation achieved. NON-SMALL BUSINESS SUBCONTRACTOR PREFERENCE A five percent (5%) bid preference is available to a non-small business claiming twenty-five percent (25%) California Certified small business subcontractor participation. If applicable, claim the preference in the box on the right hand side of the first page of this solicitation. If claiming the non-small business subcontractor preference, the bid response must include a list of the small business(es) with which you commit to subcontract in an amount of at least twenty-five percent (25%) of the net bid price with one of more California certified small businesses. Each listed certified small business must perform a commercially useful function in the performance of the contract as defined in Government Code Section 14837(d)(4). The required list of California certified small business subcontracts must be attached to the bid response and must include the following: 1) subcontractor name, 2) address, 3) phone number, 4) a description of the work to be performed and/or products supplied, 5) and the dollar amount or percentage of the net bid price (as specified in the solicitation) per subcontractor. Bidders claiming the five percent (5%) preference must commit to subcontract at least twenty-five percent (25%) of the net bid price with one or more California certified small businesses. Completed certification applications and required support documents must submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the bid due date, and the OSDS must be able to approve the application as submitted. Questions regarding certification should be directed to the OSDS at (916) /2/2015 Page 2:53 7 of PM 12 DGS Solicitation Document p. 9

10 TACPA CONTRACT PREFERENCE This solicitation contains the Target Area Contract Preference Act (TACPA) preference request forms. Please carefully review the forms and requirements. If applying for this preference, bidders must submit the preference request forms listed in the Attachments section of this document. Denial of TACPA preference requests is not a basis for rejection of the bid. The State as part of its evaluation process reserves the right to verify, validate, and clarify all information contained in the bid. This may include, but is not limited to, information from bidders, manufacturers, subcontractors and any other sources available at the time of bid evaluation. Bidder refusal to agree to and/or comply with these terms, or failure to provide additional supporting information at the State s request may result in the denial of the preference requested. Contracts awarded with applied preference will be monitored throughout the life of the contract for compliance with statutory, regulatory, and contractual requirements. The State will take appropriate corrective action and apply sanctions as necessary to enforce the preference program. Any questions regarding TACPA preference should be directed to the Department of General Services, Procurement Division at (916) TACPA Preference Request (STD 830): Bidder s Summary of Contract Activities and Labor Hours: Manufacturer s Summary of Contract Activities and Labor Hours: 6/2/2015 Page 2:53 8 of PM 12 DGS Solicitation Document p. 10

11 DISABLED VETERAN BUSINESS ENTERPRISE INCENTIVE INFORMATION DVBE PARTICIPATION REQUIREMENTS The Department elects to waive the DVBE program requirements in this solicitation, but opts to include the DVBE Incentive. To be considered for the incentive, bidders must complete and return the Bidder Declaration GSPD (08/09), the DVBE Declarations, STD. 843 (5/2006), and signed, written confirmation (described below). The California DVBE Bid Incentive Instructions (09/03/09) include information about the DVBE incentive. Supplier agrees to provide verification, in a form agreed to by the state, that DVBE subcontractor participation under this agreement is in compliance with the goals specified at the time of award of contract/purchase order, or with any subsequent amendment. DVBE COMPLIANCE AND VERIFICATION Written Confirmation: A written confirmation from each DVBE subcontractor identified on the Bidder Declaration must be provided. The written confirmation must include the solicitation number and be signed by the Bidder and DVBE subcontractor(s). The written confirmation shall include but is not limited to the DVBE scope of work, work to be performed by the DVBE, term of intended subcontract with the DVBE, anticipated dates the DVBE will perform required work, rate and conditions of payment and total amount to be paid to the DVBE. Failure to submit signed confirmations shall render the bid non-responsive. If further verification is necessary, the state will obtain additional information to verify compliance with the above requirements. Disabled Veteran Business Enterprise Declarations (Std. 843): Per the Military and Veterans Code Section 999.2, this form must be completed and signed by all disabled veteran owner(s) and disabled veteran manager(s) when a DVBE contractor or subcontractor will provide materials, suppliers, services or equipment. The completed form should be included with the bid response. Should the form not be included with the IFB, contact the State contracting official or obtain a copy online from the Department of General Services, Procurement Division, Office of Small Business and DVBE Services (OSDS) website at At the State s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the requested written information as specified may be grounds for bid rejection. DVBE PARTICIPATION REPORTING REQUIREMENTS If a contract/purchase order is awarded from this solicitation with a commitment from the prime bidder to achieve disabled veteran business enterprise (DVBE) participation, pursuant to Military and Veterans Code Section 999.5, the prime contractor must within sixty (60) days of receiving final payment under this agreement (or within such other time period as may be specified elsewhere in this agreement) certify the information contained in the Prime Contractor s DVBE Subcontracting Report (Rev. April 2014) * The state reserves the right to verify all of the above information. Any person or entity that knowingly provides false information shall be subject to a civil penalty for each violation as stated in Military and Veterans Code Section 999.5(d). *This form should be provided by and returned to the ordering agency by the prime contractor. It is the prime contractor s responsibility to ensure the form is received, completed and returned within the stated time frame. DVBE SUBCONTRACTOR SUBSTITUTION The supplier understand and agrees that should award of this contract be based in part on their commitment to use the Disabled Veteran business Enterprise (DVBE) subcontractor(s) identified in their bid offer, per Military and Veterans Code section (e), a DVBE subcontractor may only be replaced by another DVBE subcontractor and must be approved by the Department of General Services (DGS). Changes to the scope of work that impact the DVBE subcontractor(s) identified in the bid or offer and approved DVBE substitutions will be documented by contract amendment. Failure of Contractor to seek substitution and adhere to the DVBE participation level identified in the bid or offer may be cause for contract termination, recovery of damages under rights and remedies due to the State, and penalties as outlined in M&VC section 999.9; Public Contract Code (PCC) section /2/2015 Page 2:53 9 of PM 12 DGS Solicitation Document p. 11

12 SPECIFICATION COMPLIANCE The bidder must indicate below if the product or products offered on this bid complies in all respects with the attached specifications. YES NO* If the bidder has indicated that the product offered does not comply in all respects with the attached specifications, he is to list below, in detail, any and all deviations. *If the product does not comply you may request modifications, revisions or possible alternatives to be reviewed PRIOR to the bid submission date by submitting your request to the Procurement Official. Any deviations listed below may cause your bid to be deemed non-compliant. LIST DEVIATIONS: 6/2/2015 Page 2:53 10 of PM12 DGS Solicitation Document p. 12

13 RESPONSE CHECKLIST The following checklist identifies the applicable items that must be completed and returned in order to be evaluated for award: Signed State of California DGS Procurement Division - solicitation document (with all fill-in spaces completed) Cost Worksheet of three (3) pages Bidder Declaration Form (GSPD REV 08/09) of two (2) pages Disabled Veteran Enterprise Declarations (Std. 843) of one (1) page, dated 05/2006 (if applicable) DVBE signed, written certification (if applicable) Postconsumer Content Certification Form (CIWMB 74) of two (2) pages, dated 4/2007 Darfur Contracting Act Certification Payee Data Record (Std. 204) Descriptive Literature Seller Permit Information Electronic BIDSYNC Submission Failure to return any of these items with your bid response may result in your bid being considered non-responsive. The following items must be returned with the bid response only if your intention is to claim the applicable bidder preference, if you are not claiming the preference you are not obligated to fill out and/or return any of the following forms. Target Area Contract Preference Act (TACPA), request form (Std. 830). Manufacturer s Summary, form (DGS/PD 525) for goods only. Bidder s Summary, form (DGS/PD 526) for goods and services. Note: The State makes no warranty that the checklist is a full and comprehensive listing of every requirement specified in the IFB. Checking off the items on the checklist does not establish your firm s intent nor does it constitute responsiveness to the requirement(s). The checklist is only a tool to assist participating bidders in compiling their final bid response. Bidders are encouraged to carefully read the entire IFB. The need to verify all documentation and responses prior to the submission of final bids cannot be over emphasized. 6/2/2015 Page 2:53 11 of PM12 DGS Solicitation Document p. 13

14 BID SUBMISSION INSTRUCTIONS This document is intended to assist bidders with standard instructions for how and where to submit a bid. The state makes no warranty that following these instructions will ensure a compliant submission. Bidders are required to carefully read the solicitation document and adhere to any other submission requirements. If there is a question regarding how to submit a bid, contact the Procurement Official listed on the first page of the solicitation document for assistance. Bidders are required to submit a complete Paper Bid and Electronic Bid Price (via Bidsync) by the due date and time identified in this solicitation. Award Note: In order to receive an award, Bidder must register their company with BidSync and must be in Locked status. Locked status requires all requested company information must be entered, especially the company Federal ID Number (FEIN). In case of a delay in the processing time, do not wait until the bid due date to verify company status. PAPER BID SUBMISSION For evaluation purposes, the paper bid shall be complete and include all of the required bid submittals in order to be deemed responsive to the bid requirements. Please make sure that you have included either pricing worksheet, if applicable or screen prints of the pricing pages from BIDSYNC included in your paper bid. If the paper bid response is incomplete and/or includes discrepancies, you may be deemed non-responsive and subject to the rejection process. States Own Bid Form: Only bids quoted on the State's own bid form will be considered. Bids submitted referencing supplier attachments which include legal terms and conditions that conflict with the State's General Provisions shall be considered nonresponsive and such bids may be rejected. Unless otherwise stated in the bid document, please DO NOT submit bids in binders or using plastic combs. Submission Methods: Bidder may submit their paper bid using the following methods unless stated otherwise in the bid documents. Identify all mailed/couriered/hand-delivered bid packages by clearly writing on the outside of the envelope the Invitation for Bid Number (Ex: IFB # ). POSTAL MAIL COURIER (FED EX/UPS/ETC.) OR HAND DELIVER DGS Procurement Division Attn: Bid Opening Official, 2 ND Floor P.O. Box DGS Procurement Division Attn: Bid Opening Official rd Street, 2 nd Floor West Sacramento, Ca West Sacramento, Ca BID/IFB #: BID/IFB #: FACSIMILE (FAX) Faxed bids will be considered for the solicitation only if they are sent to (916) Bids sent to any other fax number will not be considered. Only pages of the faxed bid received prior to the bid opening time specified in the solicitation will be considered the complete bid. Please be advised that there is a heavy demand placed on the fax machine receiving bids and the State assumes no responsibility if a supplier cannot transmit their bid via fax or if the entire bid is not received prior to the bid opening time. bid submissions are NOT accepted. ELECTRONIC BID PRICE SUBMISSION Bidders must use the BidSync system to submit an electronic bid price only. Include screen prints of the pricing pages with the hard copy paper bid submission unless otherwise directed within this solicitation. If you need assistance and/or have trouble submitting an electronic bid price, please contact a BidSync representative at (801) /2/2015 Page 2:53 12 of PM12 DGS Solicitation Document p. 14

15 STATE OF CALIFORNIA Bid Specifications Electronic Telephone System Trainer 1. GENERAL 1.1. INTRODUCTION The California Department of Corrections and Rehabilitation (CDCR) is procuring Electronic Telephone System Trainers to train personnel on the operation, installation, maintenance, and repair of electronic key telephone systems. Training topics shall include but not be limited to: Telephone system and network technology Telephone system and network components, e.g. key telephone systems, analog telephone sets, digital telephone sets, etc. Troubleshooting techniques and methodology Test equipment Wiring installation and repair The trainers will physically duplicate the customer premise portion of an electronic key telephone system network and will include, but not be limited to the following components: Electronic key telephone system Electronic telephone sets Punch down blocks Modular telephone jacks 2. PRODUCT REQUIREMENTS 2.1. ELECTRONIC TELEPHONE SYSTEM TRAINER Trainer shall have a commercial grade, painted steel frame Trainer shall be floor-standing with wheels. At least two wheels shall be lockable Trainer shall be one physically contiguous unit Trainer shall be capable of being wheeled through a 36 W by 84 H doorway without any disassembly or modifications to the trainer Components shall include but not be limited to electronic key telephone system, punch down blocks, modular telephone outlets, analog telephone sets, and digital telephone sets Training provided through software simulation only is not acceptable Any computer system shall be integrated into the trainer. Computer systems separate from the trainer are not acceptable Electronic key telephone system shall be processor based and shall include switching Wong, N. Page 1 of 2 May 19, 2015 PE Electronic Telephone System Trainer 6/2/2015 2:53 PM p. 15

16 circuitry, telephone set line cards, power supply, etc Electronic key telephone system, punch down blocks, wiring guide spools, and modular telephone outlets shall be mounted onto the body of the trainer Minimum two (2) analog telephone sets shall be supplied Minimum two (2) digital telephone sets shall be supplied. Digital telephone sets shall operate with the supplied electronic key telephone system Minimum ten (10) modular telephone outlets shall be installed Minimum two (2) 25-pair split type 66 punch down blocks and minimum two (2) type 110 punch down blocks shall be installed to simulate the customer premise inside wiring between the electronic key telephone system and the modular telephone outlets All wiring and cables shall be pre-installed and all cross connects made to connect all modular telephone outlets to the electronic key telephone system Minimum eight (8) instructor-activated switched faults. The following faults shall be capable of being inserted: Opens Shorts Reversals Ground noise Cross wired Missed connections Trainer shall operate on 120 VAC, 60 Hz The following items shall be included with the trainer and shall have been manufactured for telecommunications industry standard use: Punch down tools for type 66 and type 110 punch down blocks Cable splicing tools Tone and probe kit Digital multimeter Single twisted pair, 24 AWG copper cross connect wire for type 66 punch down block, 1000 foot spool 24 AWG, 4-pair, CAT 3 communication riser cable, 1000 foot spool 100 bridging clips for type 66 punch down block Tool box Telephone line cord with open fault Telephone line cord with short fault Electronic key telephone system documentation including programming manual Operating manual for the trainer Wong, N Page 2 of 2 May 19, 2015 PE Electronic Telephone System Trainer 6/2/2015 2:53 PM p. 16

17 IFB # Attachment #2 COST WORKSHEET AND DELIVERY LOCATIONS Line Item 1 Description: Electronic Telephone System Trainers Total Quantity = 32 To be delivered in the following quantities to the following locations. NOTE: INCLUDE ALL COSTS INCLUDING SHIPPING IN YOUR UNIT PRICE Qty Ship To: Proposed Brand and Model Unit Price Extended Price (unit price x quantity + shipping) 2 Avenal State Prison Rod Braly x6853 #1 Kings Way Avenal, CA Calipatria State Prison Anthony Sigala x Blair Road Calipatria, CA CA Correctional Center Richard Tice x Center Road Susanville, CA CA Correctional Institution Patricia Medved x Hwy 202 Tehachapi, CA California City Principal, Education Unit Virginia Boulevard California City, CA Central CA Women's Facility Ovidio Gonzalez x Road 22 Chowchilla, CA Centinela State Prison Stephanie Caffarella x Brown Road Imperial, CA CA Institution for Men Genevie Candelaria Central Avenue Chino, CA CA Institution for Women Les Johnson x Chino-Corona Road Corona, CA Page 1 of 3 6/2/2015 2:53 PM p. 17

18 IFB # Attachment #2 COST WORKSHEET AND DELIVERY LOCATIONS 1 CA Men's Colony Robert Green Highway 1 San Luis Obispo, CA CA State Prison-Corcoran Bernice Van Klaveren x King Avenue Corcoran, CA CA Rehabilitation Center Mike Weaver th Street and Western Norco, CA Correctional Training Facility Gerald Athley Highway 101 North Soledad, CA Chuckawalla Valley State Prison Tina Redway x Wiley's Well Road Blythe, CA Folsom State Prison Dawn Adams Prison Road Repressa, CA Ironwood State Prison Julia Dogonyaro x Wiley's Well Road Blythe, CA Kern Valley State Prison Stacey Hoffman West Cecil Avenue Delano, CA CA State Prison-LA County Leda Medearis x th Street, West Lancaster, CA Mule Creek State Prison Russ Harris x Highway 104 Ione, CA Pelican Bay State Prison Valarie Anderson x Lake Earl Drive Crescent City, CA Page 2 of 3 6/2/2015 2:53 PM p. 18

19 IFB # Attachment #2 COST WORKSHEET AND DELIVERY LOCATIONS 1 Pleasant Valley State Prison Cheryl Lopez West Jayne Avenue Coalinga, CA Richard J. Donovan Correctional Facility Kathy Balakian x Alta Road San Diego, CA CA State Prison-Solano Kenya Williams x Peabody Road Vacaville, CA CA Substance Abuse Treatment Facility Wayne Tilley x Quebec Avenue Corcoran, CA Sierra Conservation Center Debra Haworth x O'Byrnes Ferry Road Jamestown, CA San Quentin State Prison Anthony Beebe #1 Main Street San Quentin, CA Valley State Prison for Women Zack Patrick x Avenue 24 Chowchilla, CA Wasco State Prison Matthew Koop Scofield Avenue Wasco, CA Total Cost (including shipping): Page 3 of 3 6/2/2015 2:53 PM p. 19

20 IFB # Attachment #3 CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION SPECIAL TERMS AND CONDITIONS 1. Clothing Restrictions While on institution grounds, contractor and all its agents, employees, and/or representatives shall be professionally and appropriately dressed in clothing distinct from that worn by inmates at the institution. Specifically, blue denim pants and blue chambray shirts, orange/red/yellow/white/chartreuse jumpsuits and/or yellow rainwear shall not be worn onto institution grounds, as this is inmate attire. The contractor should contact the institution regarding clothing restrictions prior to requiring access to the institution to assure the contractor and their employees are in compliance. 2. Tobacco-Free Environment Pursuant to Penal Code Section , the use of tobacco products by any person on the grounds of any institution or facility under the jurisdiction of CDCR is prohibited. 3. Prison Rape Elimination Policy CDCR is committed to providing a safe, humane, secure environment, free from sexual misconduct. This will be accomplished by maintaining a program to ensure education/prevention, detection, response, investigation and tracking of sexual misconduct and to address successful community re-entry of the victim. CDCR shall maintain a zero tolerance for sexual misconduct in its institutions, community correctional facilities, conservation camps and for all offenders under its jurisdiction. All sexual misconduct is strictly prohibited. As a contractor with CDCR, you and your staff are expected to ensure compliance with this policy as described in Department Operations Manual, Chapter 5, Article Security Regulations a. Unless otherwise directed by the entrance gate officer and/or Contract Manager, the contractor, contractor s employees and subcontractors shall enter the institution through the main entrance gate and park private and nonessential vehicles in the designated visitor s parking lot. Contractor, contractor s employees and subcontractors shall remove the keys from the ignition when outside the vehicle and all unattended vehicles shall be locked and secured while on institution grounds. b. Any State- and contractor-owned equipment used by the contractor for the provision of contract services, shall be rendered temporarily inoperative by the Contractor when not in use, by locking or other means unless specified otherwise. c. In order to maintain institution safety and security, periodic fire prevention inspections and site searches may become necessary and contractor must furnish keys to institutional authorities to access all locked areas on the worksite. The State shall in no way be responsible for contractor s loss due to fire. d. Due to security procedures, the contractor, contractor s employees and subcontractors Page 1 of 4 6/2/2015 2:53 PM p. 20

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