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State of Tennessee Department of General Services

State of Tennessee Department of General Services . Mission: To provide essential centralized services to support the daily operation of State government. STATE OF TENNESSEE DEPARTMENT OF GENERAL SERVICES CENTRAL PROCUREMENT OFFICE PRE-BID CONFERENCE

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State of Tennessee Department of General Services

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

  2. STATE OF TENNESSEEDEPARTMENT OF GENERAL SERVICESCENTRAL PROCUREMENT OFFICE PRE-BID CONFERENCE SWC 433 Digital Hybrid Key Telephone (DHKT) Systems RFI Event: #32110-7321 February 20, 2014 1:30PM Morrow Conference Room *Please Sign In

  3. Agenda • Welcome & Introductions • Disclaimer • Tentative Schedule of Events • Terms and Conditions • Diversity Business • Specifications • Bid Evaluation • Additional Question and Answer

  4. Welcome and Introductions Event Coordinator Richard KotlerDepartment of General Services Central Procurement Office312 Rosa L Parks Avenue, 3rd Floor Nashville, TN 37243 615-253-4723Richard.Kotler@tn.gov

  5. 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.

  6. Tentative Schedule of Events

  7. Event Details 1. Standard Terms and Conditions 2. Special Terms and Conditions 3. Specifications 4. Evaluation Model Lines and Details

  8. 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.

  9. 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, 2014 Initial End Date: April 30, 2015 Final End Date: April 30, 2017

  10. 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

  11. 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

  12. 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 & Conditions Bid 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.

  13. Diversity Business Language concerning Diversity Business with the State of Tennessee can be found on pages 15-18 in the Terms and Conditions Jessica Starling Diversity Business Liaison 615-532-0352 Jessica.Starling@tn.gov

  14. 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.

  15. Specifications • Analog and Digital Centrex Telephones: • Analog/Digital phones must be industry standard • Color coordinated coil hand set cords no less than 12 feet • Line cord no less than 14 feet with modular plug termination - Digital Centrex add on modules/accessories: • 18, 22 and 36 Button modules • Stand/Backplate for module/telephone connection • AC power adapter • Cordless Telephones

  16. 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

  17. Specifications • Answering Machine Requirements • Digital recording caller ID compatibility • Voice prompts • Time/day stamp • Call screening • Skip and repeat .

  18. 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

  19. 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

  20. Evaluation Model and Bidding • 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.

  21. Evaluation Model and Bidding

  22. Evaluation Model and Bidding

  23. Question and Answer Event Coordinator Richard KotlerDepartment of General Services Central Procurement Office312 Rosa L Parks Avenue 3rd Floor Nashville, TN 37243 615-253-4723Richard.Kotler@tn.gov

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