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HomeMy WebLinkAbout24801G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC RFP (1/06) COUNTY OF FRESNO REQUEST FOR PROPOSAL NUMBER: 220088--44228822 NORTEL TELEPHONE EQUIPMENT- PURCHASE CONTRACT April 10, 2006 PPUURRCCHHAASSIINNGG UUSSEE ORG/Requisition: 8931/ 8906060646 jol G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC IMPORTANT: SUBMIT PROPOSAL IN SEALED PACKAGE WITH PROPOSAL NUMBER, CLOSING DATE AND BUYER’S NAME MARKED CLEARLY ON THE OUTSIDE TO: COUNTY OF FRESNO, Purchasing 4525 EAST HAMILTON AVENUE FRESNO, CA 93702-4599 CLOSING DATE OF BID WILL BE AT 2:00 P.M., ON JUNE 14, 2006. PROPOSALS WILL BE CONSIDERED LATE WHEN THE OFFICIAL PURCHASING TIME CLOCK READS 2:00 P.M. Proposals will be opened and publicly read at that time. All proposal information will be available for review after contract award. Clarification of specifications are to be directed to: Ken Vozza, phone (559) 456-7110, FAX (559) 456-7831. GENERAL CONDITIONS: See “County Of Fresno Purchasing Standard Instructions And Conditions For Request For Proposals (RFP’S) and Requests for Quotations (RFQ’S)” attached. BIDDER TO COMPLETE UNDERSIGNED AGREES TO FURNISH THE COMMODITY OR SERVICE STIPULATED IN THE ATTACHED PROPOSAL SCHEDULE AT THE PRICES AND TERMS STATED, SUBJECT TO THE “COUNTY OF FRESNO PURCHASING STANDARD INSTRUCTIONS AND CONDITIONS FOR REQUEST FOR PROPOSALS (RFP’S) AND REQUESTS FOR QUOTATIONS (RFQ’S)”ATTACHED. Except as noted on individual items, the following will apply to all items in the Proposal Schedule. 1. Complete delivery will be made within calendar days after receipt of Order. 2. A cash discount of % days will apply. COMPANY ADDRESS CITY STATE ZIP CODE ( ) ( ) TELEPHONE NUMBER FACSIMILE NUMBER E-MAIL ADDRESS TAXPAYER FEDERAL I.D. NO.: SIGNED BY PRINT NAME TITLE Proposal No. 208-4282 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC 1A RFP ( 1/06) CCOOUUNNTTYY OOFF FFRREESSNNOO PPUURRCCHHAASSIINNGG STANDARD INSTRUCTIONS AND CONDITIONS FOR REQUESTS FOR PROPOSALS (RFP'S) AND REQUESTS FOR QUOTATIONS (RFQ'S) Note: the reference to “bids” in the following paragraphs applies to RFP's and RFQ's GENERAL CONDITIONS By submitting a bid the bidder agrees to the following conditions. These conditions will apply to all subsequent purchases based on this bid. 1. BID PREPARATION: A) All prices and notations must be typed or written in ink. No erasures permitted. Errors may be crossed out, initialed and corrections printed in ink by person signing bid. B) Brand Names: Brand names and numbers when given are for reference. Equal items will be considered, provided the offer clearly describes the article and how it differs from that specified. In the absence of such information it shall be understood the offering is exactly as specified. C) State brand or make of each item. If bidding on other than specified, state make, model and brand being bid and attach supporting literature/specifications to the bid. D) Bid on each item separately. Prices should be stated in units specified herein. All applicable charges must be quoted; charges on invoice not quoted herein will be disallowed. E) Time of delivery is a part of the consideration and must be stated in definite terms and must be adhered to. F.O.B. Point shall be destination or freight charges must be stated. F) All bids must be dated and signed with the firm’s name and by an authorized officer or employee. G) Unless otherwise noted, prices shall be firm for 120 days after closing date of bid. 2. SUBMITTING BIDS: A) Each bid must be submitted on forms provided in a sealed envelope with bid number and closing date and time on the outside of the envelope/package. B) Interpretation: Should any discrepancies or omissions be found in the bid specifications or doubt as to their meaning, the bidder shall notify the Buyer in writing at once. The County shall not be held responsible for verbal interpretations. Questions regarding the bid must be received by Purchasing at least 5 working days before bid opening. All addenda issued shall be in writing, duly issued by Purchasing and incorporated into the contract. C) ISSUING AGENT/AUTHORIZED CONTACT: This RFQ has been issued by County of Fresno Purchasing. Purchasing shall be the vendor’s sole point of contact with regard to the RFQ, its content, and all issues concerning it. All communication regarding this RFQ shall be directed to an authorized representative of County Purchasing. The specific buyer managing this RFQ is identified on the cover page, along with his or her telephone number, and he or she should be the primary point of contact for discussions or information pertaining to the RFQ. Contact with any other County representative, including elected officials, for the purpose of discussing this RFQ, its content, or any other issue concerning it, is prohibited unless authorized by Purchasing. Violation of this clause, by the vendor having unauthorized contact (verbally or in writing) with such other County representatives, may constitute grounds for rejection by Purchasing of the vendor’s quotation. The above stated restriction on vendor contact with County representatives shall apply until the County has awarded a purchase order or contract to a vendor or vendors, except as follows. First, in the event that a vendor initiates a formal protest against the RFQ, such vendor may contact the appropriate individual, or individuals who are managing that protest as outlined in the County’s established protest procedures. All such contact must be in accordance with the sequence set forth under the protest procedures. Second, in the event a public hearing is scheduled before the Board of Supervisors to hear testimony prior to its approval of a purchase order or contract, any vendor may address the Board. D) Bids received after the closing time will NOT be considered. E) Bidders are to bid what is specified or requested first. If unable to or willing to, bidder may bid alternative or option, indicating all advantages, disadvantages and their associated cost. 3. FAILURE TO BID: A) If not bidding, return bid sheet and state reason for no bid or your name may be removed from mailing list. 4. TAXES, CHARGES AND EXTRAS: A) County of Fresno is subject to California sales and/or use tax (7.975%). Please indicate as a separate line item if applicable. B) DO NOT include Federal Excise Tax. County is exempt under Registration No. 94-73-03401-K. C) County is exempt from Federal Transportation Tax. Exemption certificate is not required where shipping papers show consignee as County of Fresno. D) Charges for transportation, containers, packing, etc. will not be paid unless specified in bid. Proposal No. 208-4282 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC 1B RFP (1/06) 5. W-9 – REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION: Upon award of bid, the vendor shall submit to County Purchasing, a completed W-9 - Request for Taxpayer Identification Number and Certification if not already a current vendor with The County of Fresno. This form is available from the IRS to complete on line at http://www.irs.gov/pub/irs-pdf/fw9.pdf. 6. AWARDS: A) Subject to the local preference provisions referenced in Paragraph 7 below and more thoroughly set forth in the General Requirements section of this RFQ, award(s) will be made to the most responsive responsible bidder. The evaluation will include such things as life- cycle cost, availability, delivery costs and whose product and/or service is deemed to be in the best interest of the County. The County shall be the sole judge in making such determination. B) Unless bidder gives notice of all-or-none award in bid, County may accept any item, group of items or on the basis of total bid. C) The County reserves the right to reject any and all bids and to waive informalities or irregularities in bids. D) After award, all bids shall be open to public inspection. The County assumes no responsibility for the confidentiality of information offered in a bid. 7. LOCAL VENDORS A) Local Vendor Preference (applicable to RFQ Process only) The following provisions are applicable only to the County’s acquisition of materials, equipment or supplies through the RFQ process when the funding source does not require an exemption to the Local Vendor Preference. THE PROVISIONS OF THIS PARAGRAPH ARE APPLICABLE, NOTWITHSTANDING ANY OTHER PROVISIONS OF THIS RFQ TO THE CONTRARY If the apparent low bidder is not a local vendor, any local vendor who submitted a bid which was within five percent (5%) of the lowest responsive bid as determined by the purchasing agent shall have the option of submitting a new bid within forty-eight hours (not including weekends and holidays) of County’s delivery of notification. Such new bids must be in an amount less than or equal to the lowest responsive bid as determined by the purchasing agent. If the purchasing agent receives any new bids from local vendors who have the option of submitting new bids within said forty-eight hour period, it shall award the contract to the local vendor submitting the lowest responsible bid. If no new bids are received, the contract shall be awarded to the original low bidder as announced by the purchasing agent. B) Local Vendor Defined “Local Vendor” shall mean any business which: 1. Has its headquarters, distribution point or locally-owned franchise located in or having a street address within the County for at least six (6) months immediately prior to the issuance of the request for competitive bids by the purchasing agent; and 2. Holds any required business license by a jurisdiction located in Fresno County; and 3. Employs at least one (1) full-time or two (2) part-time employees whose primary residence is located within Fresno County, or if the business has no employees, shall be at least fifty percent (50%) owned by one or more persons whose primary residence(s) is located within Fresno County. 8. TIE BIDS: All other factors being equal, the contract shall be awarded to the Fresno County vendor or, if neither or both are Fresno County vendors, it may be awarded by the flip of a coin in the presence of witnesses or the entire bid may be rejected and re-bid. If the General Requirements of this RFQ state that they are applicable, the provisions of the Fresno County Local Vendor Preference shall take priority over this paragraph. 9. PATENT INDEMNITY: The vendor shall hold the County, its officers, agents and employees, harmless from liability of any nature or kind, including costs and expenses, for infringement or use of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention, article or appliance furnished or used in connection with this bid. 10. SAMPLES: Samples, when required, must be furnished and delivered free and, if not destroyed by tests, will upon written request (within 30 days of bid closing date) be returned at the bidder's expense. In the absence of such notification, County shall have the right to dispose of the samples in whatever manner it deems appropriate. 11. RIGHTS AND REMEDIES OF COUNTY FOR DEFAULT: A) In case of default by vendor, the County may procure the articles or service from another source and may recover the cost difference and related expenses occasioned thereby from any unpaid balance due the vendor or by proceeding against performance bond of the vendor, if any, or by suit against the vendor. The prices paid by the County shall be considered the prevailing market price at the time such purchase is made. B) Articles or services, which upon delivery inspection do not meet specifications, will be rejected and the vendor will be considered in default. Vendor shall reimburse County for expenses related to delivery of non-specified goods or services. C) Regardless of F.O.B. point, vendor agrees to bear all risks of loss, injury or destruction to goods and materials ordered herein which occur prior to delivery and such loss, injury or destruction shall not release vendor from any obligation hereunder. 12. DISCOUNTS: Terms of less than 15 days for cash payment will be considered as net in evaluating this bid. A discount for payment within fifteen (15) days or more will be considered in determining the award of bid. Discount period will commence either the later of delivery or receipt of invoice by the County. Standard terms are Net Forty-five (45) days. Proposal No. 208-4282 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC 1C RFP (1/06) 13. SPECIAL CONDITIONS IN BID SCHEDULE SUPERSEDE GENERAL CONDITIONS. The “General Conditions” provisions of this RFP/RFQ shall be superseded if in conflict with any other section of this bid, to the extent of any such conflict. 14. SPECIAL REQUIREMENT: With the invoice or within twenty-five (25) days of delivery, the seller must provide to the County a Material Safety Data Sheet for each product, which contains any substance on “The List of 800 Hazardous Substances”, published by the State Director of Industrial Relations. (See Hazardous Substances Information and Training Act. California State Labor Code Sections 6360 through 6399.7.) 15. RECYCLED PRODUCTS/MATERIALS: Vendors are encouraged to provide and quote (with documentation) recycled or recyclable products/materials which meet stated specifications. 16. YEAR COMPLIANCE WARRANTY Vendor warrants that any product furnished pursuant to this Agreement/order shall support a four-digit year format and be able to accurately process date and time data from, into and between the twentieth and twenty-first centuries, as well as leap year calculations. "Product" shall include, without limitation, any piece or component of equipment, hardware, firmware, middleware, custom or commercial software, or internal components or subroutines therein. This warranty shall survive termination or expiration of this Agreement. In the event of any decrease in product functionality or accuracy related to time and/or date data related codes and/or internal subroutines that impede the product from operating correctly using dates beyond December 31, 1999, vendor shall restore or repair the product to the same level of functionality as warranted herein, so as to minimize interruption to County's ongoing business process, time being of the essence. In the event that such warranty compliance requires the acquisition of additional programs, the expense for any such associated or additional acquisitions, which may be required, including, without limitation, data conversion tools, shall be borne exclusively by vendor. Nothing in this warranty shall be construed to limit any rights or remedies the County may otherwise have under this Agreement with respect to defects other than year performance. 17. PARTICIPATION: Bidder may agree to extend the terms of the resulting contract to other political subdivision, municipalities and tax-supported agencies. Such participating Governmental bodies shall make purchases in their own name, make payment directly to bidder, and be liable directly to the bidder, holding the County of Fresno harmless. 18. CONFIDENTIALITY: All services performed by vendor shall be in strict conformance with all applicable Federal, State of California and/or local laws and regulations relating to confidentiality, including but not limited to, California Civil Code, California Welfare and Institutions Code, Health and Safety Code, California Code of Regulations, Code of Federal Regulations. Vendor shall submit to County’s monitoring of said compliance. Vendor may be a business associate of County, as that term is defined in the “Privacy Rule” enacted by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). As a HIPAA Business Associate, vendor may use or disclose protected health information (“PHI”) to perform functions, activities or services for or on behalf of County as specified by the County, provided that such use or disclosure shall not violate HIPAA and its implementing regulations. The uses and disclosures if PHI may not be more expansive than those applicable to County, as the “Covered Entity” under HIPAA’S Privacy Rule, except as authorized for management, administrative or legal responsibilities of the Business Associate. Vendor shall not use or further disclose PHI other than as permitted or required by the County, or as required by law without written notice to the County. Vendor shall ensure that any agent, including any subcontractor, to which vendor provides PHI received from, or created or received by the vendor on behalf of County, shall comply with the same restrictions and conditions with respect to such information. 19. APPEALS Appeals must be submitted in writing within five (5) working days after the review committee notification of proposed recommendations. Appeals should be submitted to County of Fresno Purchasing, 4525 E. Hamilton Avenue, Fresno, California 93702-4599. Appeals should address only areas regarding RFP contradictions, procurement errors, quotation rating discrepancies, legality of procurement context, conflict of interest in rating process, and inappropriate or unfair competitive procurement grievance regarding the RFP process. The Purchasing Manager will provide a written response to the complaint within five (5) working days unless the complainant is notified more time is required. If the protesting bidder is not satisfied with the decision of the Purchasing Manager, he/she shall have the right to appeal to the Purchasing Agent within five (5) business days after notification of the Purchasing Manager’s decision. If the protesting bidder is not satisfied with Purchasing Agent decision, the final appeal is with the Board of Supervisors. 20. OBLIGATIONS OF CONTRACTOR: A) CONTRACTOR shall perform as required by the ensuing contract. CONTRACTOR also warrants on behalf of itself and all subcontractors engaged for the performance of the ensuing contract that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. B) CONTRACTOR shall obey all Federal, State, local and special district laws, ordinances and regulations. Proposal No. 208-4282 Page 2 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC TABLE OF CONTENTS PAGE OVERVIEW..................................................................................................................... 3 KEY DATES.................................................................................................................... 3 PROPOSAL IDENTIFICATION SHEET .......................................................................... 4 TRADE SECRET ACKNOWLEDGEMENT ..................................................................... 5 REFERENCE LIST.......................................................................................................... 7 GENERAL REQUIREMENTS ......................................................................................... 8 PARTICIPATION........................................................................................................... 15 SPECIFIC TERMS AND CONDITIONS........................................................................ 16 SCOPE OF WORK........................................................................................................ 17 COST PROPOSAL........................................................................................................ 19 PROPOSAL CONTENT REQUIREMENTS .................................................................. 21 AWARD CRITERIA....................................................................................................... 23 CRITERIA MATRIX....................................................................................................... 24 Proposal No. 208-4282 Page 3 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC OVERVIEW The County of Fresno is Soliciting Sales Proposals for the Nortel Meridian 2008 and 2616 telephone instruments for use on a number of Nortel Option 11, 61, 71, 81 and Succession PBX’s operating with Succession 3 or 4 software releases. The quantities shown for each type of instrument are estimates. Instruments will be ordered as the need arises; therefore, the actual number of instruments ordered over the term of the agreement may vary. The term of this agreement shall be for one year with options for two additional one-year renewal periods. KEY DATES RFP Issue Date: May 22, 2006 June 5, 2006 Deadline for Written Questions e-mail: kvozza@co.fresno.ca.us Fax No. (559) 456-7831 RFP Closing Date: Submit to: June 14, 2006 at 2:00 P.M. County of Fresno Purchasing 4525 E. Hamilton Avenue, 2nd Floor Fresno, CA 93702 Proposal No. 208-4282 Page 4 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC PROPOSAL IDENTIFICATION SHEET RESPONDENT TO COMPLETE AND RETURN WITH PROPOSAL Our proposal is attached and identified as: The undersigned agrees to furnish the service stipulated at the prices and terms stated in the cost proposal. Work services will commence within contract. calendar days after signing of the final Company: Address: Zip: Signed by: Print Name Print Title ( ) ( ) Telephone Fax Number E-mail Address Date: Taxpayer Identification No.: Proposal No. 208-4282 Page 5 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC TRADE SECRET ACKNOWLEDGEMENT All proposals received by the County shall be considered "Public Record" as defined by Section 6252 of the California Government Code. This definition reads as follows: "...Public records" includes any writing containing information relating to the conduct of the public's business prepared, owned, used or retained by any state or local agency regardless of physical form or characteristics "Public records" in the custody of, or maintained by, the Governor's office means any writing prepared on or after January 6, 1975." Each proposal submitted is Public record and is therefore subject to inspection by the public per Section 6253 of the California Government Code. This section states that "every citizen has a right to inspect any public record". The County will not exclude any proposal or portion of a proposal from treatment as a public record except in the instance that it is submitted as a trade secret as defined by the California Government Code. Information submitted as proprietary, confidential or under any other such terms that might suggest restricted public access will not be excluded from treatment as public record. "Trade secrets" as defined by Section 6254.7 of the California Government Code are deemed not to be public record. This section defines trade secrets as: "...Trade secrets," as used in this section, may include, but are not limited to, any formula, plan, pattern, process, tool, mechanism, compound, procedure, production data or compilation of information that is not patented, which is known only to certain individuals within a commercial concern who are using it to fabricate, produce, or compound an article of trade or a service having commercial value and which gives its user an opportunity to obtain a business advantage over competitors who do not know or use it." Information identified by bidder as "trade secret" will be reviewed by County of Fresno's legal counsel to determine conformance or non-conformance to this definition. Examples of material not considered to be trade secrets are pricing, cover letter, promotional materials, etc. Such material should be submitted in a separate binder not marked "Trade Secret". INFORMATION THAT IS PROPERLY IDENTIFIED AS TRADE SECRET AND CONFORMS TO THE ABOVE DEFINITION WILL NOT BECOME PUBLIC RECORD. COUNTY WILL SAFEGUARD THIS INFORMATION IN AN APPROPRIATE MANNER. Information identified by bidder as trade secret and determined not to be in conformance with the California Government Code definition shall be excluded from the proposal. Such information will be returned to the bidder at bidder's expense upon written request. Trade secrets must be submitted in a separate binder that is plainly marked "Trade Secrets." The County shall not in any way be liable or responsible for the disclosure of any proposals or portions thereof, if they are not (1) submitted in a separate binder that is plainly marked "Trade Secret" on the outside; and (2) if disclosure is required under the provision of law or by order of Court. Vendors are advised that the County does not wish to receive trade secrets and that vendors are not to supply trade secrets unless they are absolutely necessary. Proposal No. 208-4282 Page 6 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC TRADE SECRET ACKNOWLEDGEMENT I have read and understand the above "Trade Secret Acknowledgement." I understand that the County of Fresno has no responsibility for protecting information submitted as a trade secret if it is not delivered in a separate binder plainly marked "Trade Secret." Enter company name on appropriate line: (Company Name) has submitted information identified as Trade Secrets (Company Name) has not submitted information identified as Trade Secrets ACKNOWLEDGED BY: ( ) Signature Telephone Print Name and Title Date Address City State Zip Proposal No. 208-4282 Page 7 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC Firm: REFERENCE LIST Provide a list of at least five (5) customers for whom you have recently provided similar services (preferably California State or local government agencies). Be sure to include addresses and phone numbers. Reference Name: City: Contact Phone No.: ( ) Date: Service Provided: Reference Name: City: Contact Phone No.: ( ) Date: Service Provided: Reference Name: City: Contact Phone No.: ( ) Date: Service Provided: Reference Name: City: Contact Phone No.: ( ) Date: Service Provided: Reference Name: City: Contact Phone No.: ( ) Date: Service Provided: Failure to provide a list of at least five (5) customers may be cause for rejection of this RFP. Proposal No. 208-4282 Page 8 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC GENERAL REQUIREMENTS DEFINITIONS: The terms Bidder, Proposer, Contractor and Vendor are all used interchangeably and refer to that person, partnership, corporation, organization, agency, etc. which is offering the proposal and is identified on the "Provider" line of the Proposal Identification Sheet. LOCAL VENDOR PREFERENCE: The Local Vendor Preference does not apply to this Request for Quotation. RFP CLARIFICATION AND REVISIONS: Any revisions to the RFP will be issued and distributed as written addenda. FIRM PROPOSAL: All proposals shall remain firm for at least one hundred eighty (180) days. PROPOSAL PREPARATION: Proposals should be submitted in the formats shown under "PROPOSAL CONTENT REQUIREMENTS" section of this RFP. SUPPORTIVE MATERIAL: Additional material may be submitted with the proposal as appendices. Any additional descriptive material that is used in support of any information in your proposal must be referenced by the appropriate paragraph(s) and page number(s). Bidders are asked to submit their proposals in a binder (one that allows for easy removal of pages) with index tabs separating the sections identified in the Table of Contents. Pages must be numbered on the bottom of each page. Any proposal attachments, documents, letters and materials submitted by the vendor shall be binding and included as a part of the final contract should your bid be selected. TAXES: The quoted amount must include all applicable taxes. If taxes are not specifically identified in the proposal it will be assumed that they are included in the total quoted. SALES TAX: Fresno County pays California State Sales Tax in the amount of 7.975% regardless of vendor's place of doing business. INTERPRETATION OF RFP: Vendors must make careful examination of the requirements, specifications and conditions expressed in the RFP and fully inform themselves as to the quality and character of services required. If any person planning to submit a proposal finds discrepancies in or omissions from the RFP or has any doubt as to the true meaning or interpretation, correction thereof may be requested in writing from Purchasing, a minimum of seven (7) County business days prior to the bid closing date. Any change in the RFP will be made only by written addendum, duly issued by the County. The County will not be responsible for any other explanations or interpretations. RETENTION: County of Fresno reserves the right to retain all proposals, excluding proprietary documentation submitted per the instructions of this RFP, regardless of which response is selected. ORAL PRESENTATIONS: Each finalist may be required to make an oral presentation in Fresno County and answer questions from County personnel. Proposal No. 208-4282 Page 9 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC AWARD/REJECTION: The award will be made to the vendor offering the overall proposal deemed to be to the best advantage of the County. The County shall be the sole judge in making such determination. The County reserves the right to reject any and all proposals. The lowest bidders are not arbitrarily the vendors whose proposals will be selected. County Purchasing will chair or co-chair all award, evaluation and contract negotiation committees. Award may require approval by the County of Fresno Board of Supervisors. NEGOTIATION: The County will prepare and negotiate its own contract with the selected vendor, giving due consideration to the stipulation of the vendor's standard contracts and associated legal documents. WAIVERS: The County reserves the right to waive any informalities or irregularities and any technical or clerical errors in any quote as the interest of the County may require. TERMINATION: The County reserves the right to terminate any resulting contract upon written notice. MINOR DEVIATIONS: The County reserves the right to negotiate minor deviations from the prescribed terms, conditions and requirements with the selected vendor. PROPOSAL REJECTION: Failure to respond to all questions or not to supply the requested information could result in rejection of your proposal. ASSIGNMENTS: The ensuing proposed contract will provide that the vendor may not assign any payment or portions of payments without prior written consent of the County of Fresno. BIDDERS LIABILITIES: County of Fresno will not be held liable for any cost incurred by vendors in responding to the RFP. CONFIDENTIALITY: Bidders shall not disclose information about the County's business or business practices and safeguard confidential data which vendor staff may have access to in the course of system implementation. DISPUTE RESOLUTION: The ensuing contract shall be governed by the laws of the State of California. Any claim which cannot be amicably settled without court action will be litigated in the U. S. District Court for the Eastern District of California in Fresno, CA or in a state court for Fresno County. NEWS RELEASE: Vendors shall not issue any news releases or otherwise release information to any third party about this RFP or the vendor's quotation without prior written approval from the County of Fresno. BACKGROUND REVIEW: The County reserves the right to conduct a background inquiry of each proposer/bidder which may include collection of appropriate criminal history information, contractual and business associations and practices, employment histories and reputation in the business community. By submitting a proposal/bid to the County, the vendor consents to such an inquiry and agrees to make available to the County such books and records the County deems necessary to conduct the inquiry. Proposal No. 208-4282 Page 10 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC EXCEPTIONS: Identify with explanation, any terms, conditions, or stipulations of the RFP with which you CAN NOT or WILL NOT comply with by proposal group. ADDENDA: In the event that it becomes necessary to revise any part of this RFP, addenda will be provided to all agencies and organizations that receive the basic RFP. SUBCONTRACTORS: If a subcontractor is proposed, complete identification of the subcontractor and his tasks should be provided. The primary contractor is not relieved of any responsibility by virtue of using a subcontractor. CONFLICT OF INTEREST: The County shall not contract with, and shall reject any bid or proposal submitted by the persons or entities specified below, unless the Board of Supervisors finds that special circumstances exist which justify the approval of such contract: 1. Employees of the County or public agencies for which the Board of Supervisors is the governing body. 2. Profit-making firms or businesses in which employees described in Subsection (1) serve as officers, principals, partners or major shareholders. 3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of Subsection (1), and who were employees in positions of substantial responsibility in the area of service to be performed by the contract, or participated in any way in developing the contract or its service specifications. 4. Profit-making firms or businesses in which the former employees described in Subsection (3) serve as officers, principals, partners or major shareholders. 5. No County employee, whose position in the County enables him to influence the selection of a contractor for this RFP, or any competing RFP, and no spouse or economic dependent of such employee, shall be employees in any capacity by a bidder, or have any other direct or indirect financial interest in the selection of a contractor. 6. In addition, no County employee will be employed by the selected vendor to fulfill the vendor’s contractual obligations to the County. ORDINANCE 3.08.130 – POST-SEPARATION EMPLOYMENT PROHIBITED No officer or employee of the County who separates from County service shall for a period of one year after separation enter into any employment, contract, or other compensation arrangement with any County consultant, vendor, or other County provider of goods, materials, or services, where the officer or employee participated in any part of the decision making process that led to the County relationship with the consultant, vendor or other County provider of goods, materials or services. Pursuant to Government Code section 25132(a), a violation of the ordinance may be enjoined by an injunction in a civil lawsuit, or prosecuted as a criminal misdemeanor. EVALUATION CRITERIA: Respondents will be evaluated on the basis of their responses to all questions and requirements in this RFP and product cost. The County shall be the sole judge in the ranking process and reserves the right to reject any or all bids. False, incomplete or unresponsive statements in connection with this proposal may be sufficient cause for its rejection. Proposal No. 208-4282 Page 11 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC SELECTION PROCESS: All proposals will be evaluated by a team consisting of representatives from appropriate County Department(s), and Purchasing. It will be their responsibility to make the final recommendations. Purchasing will chair or co-chair the evaluation or evaluation process. Organizations that submit a proposal may be required to make an oral presentation to the Selection Committee. These presentations provide an opportunity for the individual, agency, or organization to clarify its proposal to ensure thorough, mutual understanding. INDEPENDENT CONTRACTOR: In performance of the work, duties, and obligations assumed by Contractor under any ensuing Agreement, it is mutually understood and agreed that Contractor, including any and all of Contractor's officers, agents, and employees will at all times be acting and performing as an independent contractor, and shall act in an independent capacity and not as an officer, agent, servant, employee, joint venturer, partner, or associate of the County. Furthermore, County shall have no right to control, supervise, or direct the manner or method by which Contractor shall perform its work and function. However, County shall retain the right to administer this Agreement so as to verify that Contractor is performing its obligations in accordance with the terms and conditions thereof. Contractor and County shall comply with all applicable provisions of law and the rules and regulations, if any, of governmental authorities having jurisdiction over matters the subject thereof. Because of its status as an independent contractor, Contractor shall have absolutely no right to employment rights and benefits available to County employees. Contractor shall be solely liable and responsible for providing to, or on behalf of, its employees all legally required employee benefits. In addition, Contractor shall be solely responsible and save County harmless from all matters relating to payment of Contractor's employees, including compliance with Social Security, withholding, and all other regulations governing such matters. It is acknowledged that during the term of the Agreement, Contractor may be providing services to others unrelated to the COUNTY or to the Agreement. HOLD HARMLESS CLAUSE: Contractor agrees to indemnify, save, hold harmless and at County's request, defend the County, its officers, agents and employees, from any and all costs and expenses, damages, liabilities, claims and losses occurring or resulting to County in connection with the performance, or failure to perform, by Contractor, its officers, agents or employees under this Agreement and from any and all costs and expenses, damages, liabilities, claims and losses occurring or resulting to any person, firm or corporation who may be injured or damaged by the performance, or failure to perform, of Contractor, its officers, agents or employees under this Agreement. PRICE RESPONSIBILITY: The selected vendor will be required to assume full responsibility for all services and activities offered in the proposal, whether or not they are provided directly. Further, the County of Fresno will consider the selected vendor to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. The contractor may not subcontract or transfer the contract, or any right or obligation arising out of the contract, without first having obtained the express written consent of the County. ADDRESSES AND TELEPHONE NUMBERS: The vendor will provide the business address and mailing address, if different, as well as the telephone number of the individual signing the contract. Proposal No. 208-4282 Page 12 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC ASSURANCES: Any contract awarded under this RFP must be carried out in full compliance with The Civil Rights Act of 1964, The Americans With Disabilities Act of 1990, their subsequent amendments, and any and all other laws protecting the rights of individuals and agencies. The County of Fresno has a zero tolerance for discrimination, implied or expressed, and wants to ensure that policy continues under this RFP. The contractor must also guarantee that services, or workmanship, provided will be performed in compliance with all applicable local, state, or federal laws and regulations pertinent to the types of services, or project, of the nature required under this RFP. In addition, the contractor may be required to provide evidence substantiating that their employees have the necessary skills and training to perform the required services or work. INSURANCE: Without limiting the COUNTY's right to obtain indemnification from CONTRACTOR or any third parties, CONTRACTOR, at its sole expense, shall maintain in full force and effect the following insurance policies throughout the term of the Agreement: A. Commercial General Liability Commercial General Liability Insurance with limits of not less than One Million Dollars ($1,000,000) per occurrence and an annual aggregate of Two Million Dollars ($2,000,000). This policy shall be issued on a per occurrence basis. COUNTY may require specific coverages including completed operations, products liability, contractual liability, Explosion-Collapse-Underground, fire legal liability or any other liability insurance deemed necessary because of the nature of this contract. B. Automobile Liability Comprehensive Automobile Liability Insurance with limits for bodily injury of not less than Two Hundred Fifty Thousand Dollars ($250,000.00) per person, Five Hundred Thousand Dollars ($500,000.00) per accident and for property damages of not less than Fifty Thousand Dollars ($50,000.00), or such coverage with a combined single limit of Five Hundred Thousand Dollars ($500,000.00). Coverage should include owned and non- owned vehicles used in connection with this Agreement. C. Professional Liability If CONTRACTOR employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W., M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less than One Million Dollars ($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00) annual aggregate. This coverage shall be issued on a per claim basis. Contractor agrees that it shall maintain, at its sole expense, in full force and effect for a period of three (3) years following the termination of this Agreement, one or more policies of professional liability insurance with limits of coverage as specified herein. D. Worker's Compensation A policy of Worker's Compensation insurance as may be required by the California Labor Code. CONTRACTOR shall obtain endorsements to the Commercial General Liability insurance naming the County of Fresno, its officers, agents, and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned. Such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by COUNTY, its officers, agents and Proposal No. 208-4282 Page 13 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC employees shall be excess only and not contributing with insurance provided under CONTRACTOR's policies herein. This insurance shall not be cancelled or changed without a minimum of thirty (30) days advance written notice given to COUNTY. Within Thirty (30) days from the date CONTRACTOR executes this Agreement, CONTRACTOR shall provide certificates of insurance and endorsement as stated above for all of the foregoing policies, as required herein, to the County of Fresno, Purchasing Manager, stating that such insurance coverage have been obtained and are in full force; that the County of Fresno, its officers, agents and employees will not be responsible for any premiums on the policies; that such Commercial General Liability insurance names the County of Fresno, its officers, agents and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned; that such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by COUNTY, its officers, agents and employees, shall be excess only and not contributing with insurance provided under CONTRACTOR's policies herein; and that this insurance shall not be cancelled or changed without a minimum of thirty (30) days advance, written notice given to COUNTY. In the event CONTRACTOR fails to keep in effect at all times insurance coverage as herein provided, the COUNTY may, in addition to other remedies it may have, suspend or terminate this Agreement upon the occurrence of such event. All policies shall be with admitted insurers licensed to do business in the State of California. Insurance purchased shall be purchased from companies possessing a current A.M. Best, Inc. rating of A FSC VII or better. AUDITS AND INSPECTIONS: The Contractor shall at any time during business hours, and as often as the County may deem necessary, make available to the County for examination all of its records and data and respect to the matters covered by this Agreement. The Contractor shall, upon request by the County, permit the County to audit and inspect all of such records and data necessary to ensure Contractor's compliance with the terms of this Agreement. If this Agreement exceeds Ten Thousand and No/100 dollars ($10,000.00), Contractor shall be subject to the examination and audit of the Auditor General for a period of three (3) years after final payment under contract (Government Code Section 8546.7). County of Fresno will not be held liable for any cost incurred by bidders in responding to RFP. DEFAULT: In case of default by the selected bidder, the County may procure materials and services from another source and may recover the loss occasioned thereby from any unpaid balance due the selected bidder, or by any other legal means available to the County. BREACH OF CONTRACT: In the event of breach of contract by either party, the other party shall be relieved of its obligations under this agreement and may pursue any legal remedies. CONFIDENTIALITY All services performed by vendor shall be in strict conformance with all applicable Federal, State of California and/or local laws and regulations relating to confidentiality, including but not limited to, California Civil Code, California Welfare and Institutions Code, Health and Safety Code, California Code of Regulations, Code of Federal Regulations. Vendor shall submit to County’s monitoring of said compliance. Proposal No. 208-4282 Page 14 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC Vendor may be a Business associate of County, as that term is defined in the “Privacy Rule” enacted by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). As a HIPAA Business Associate, vendor may use or disclose protected health information (“PHI”) to perform functions, activities or services for or on behalf of County, as specified by the County, provided that such use or disclosure shall not violate HIPAA and its implementing regulations. The uses and disclosures of PHI may not be more expansive than those applicable to County, as the “Covered Entity” under HIPAA’S Privacy Rule, except as authorized for management, administrative or legal responsibilities of the Business Associate. Vendor shall not use or further disclose PHI other than as permitted or required by the County, or as required by law without written notice to the County. Vendor shall ensure that any agent, including any subcontractor, to which vendor provides PHI received from, or created or received by the vendor on behalf of County, shall comply with the same restrictions and conditions with respect to such information. APPEALS Appeals must be submitted in writing within five (5) working days after the review committee notification of proposed recommendations. Appeals should be submitted to County of Fresno Purchasing, 4525 E. Hamilton Avenue, Fresno, California 93702-4599. Appeals should address only areas regarding RFP contradictions, procurement errors, quotation rating discrepancies, legality of procurement context, conflict of interest, and inappropriate or unfair competitive procurement grievance regarding the RFP process. The Purchasing Manager will provide a written response to the complaint within five (5) working days unless the complainant is notified more time is required. If the protesting bidder is not satisfied with the decision of the Purchasing Manager, he/she shall have the right to appeal to the Purchasing Agent within five (5) business days after notification of Purchasing Manager’s decision. If the protesting bidder is not satisfied with Purchasing Agent decision, the final appeal is with the Board of Supervisors. Proposal No. 208-4282 Page 15 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC BIDDER TO COMPLETE THE FOLLOWING: PARTICIPATION The County of Fresno is a member of the Central Valley Purchasing Group. This group consists of Fresno, Kern, Kings, and Tulare Counties and all governmental, tax supported agencies within these counties. Whenever possible, these agencies co-op (piggyback) on contracts put in place by one of the other agencies. Any agency choosing to avail itself of this opportunity, will make purchases in their own name, make payment directly to the contractor, be liable to the contractor and vice versa, per the terms of the original contract, all the while holding the County of Fresno harmless. If awarded this contract, please indicate whether you would extend the same terms and conditions to all tax supported agencies within this group as you are proposing to extend to Fresno County. Yes, we will extend contract terms and conditions to all qualified agencies within the Central Valley Purchasing Group. No, we will not extend contract terms to any agency other than the County of Fresno. (Authorized Signature) Title Proposal No. 208-4282 Page 16 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC SPECIFIC TERMS AND CONDITIONS ISSUING AGENT: This RFP has been issued by County of Fresno Purchasing. Purchasing shall be the vendor’s sole point of contact with regard to the RFP, its content, and all issues concerning it. AUTHORIZED CONTACT: All communication regarding this RFP shall be directed to an authorized representative of County Purchasing. The specific buyer managing this RFP is identified on the cover page, along with his or her telephone number, and he or she should be the primary point of contact for discussions or information pertaining to the RFP. Contact with any other County representative, including elected officials, for the purpose of discussing this RFP, it content, or any other issue concerning it, is prohibited unless authorized by Purchasing. Violation of this clause, by the vendor having unauthorized contact (verbally or in writing) with such other County representatives, may constitute grounds for rejection by Purchasing of the vendor’s quotation. The above stated restriction on vendor contact with County representatives shall apply until the County has awarded a purchase order or contract to a vendor or vendors, except as follows. First, in the event that a vendor initiates a formal protest against the RFP, such vendor may contact the appropriate individual, or individuals who are managing that protest as outlined in the County’s established protest procedures. All such contact must be in accordance with the sequence set forth under the protest procedures. Second, in the event a public hearing is scheduled before the Board of Supervisors to hear testimony prior to its approval of a purchase order or contract, any vendor may address the Board. NUMBER OF COPIES: Submit one (1) original and 4 copies of your proposal no later than the proposal acceptance date and time as stated on the front of this document to County of Fresno Purchasing. The cover page of each document is to be appropriately marked “Original” or “Copy”. SELECTION COMMITTEE: All proposals will be evaluated by a team co-chaired by Purchasing. All proposals will be evaluated by a review committee that may consist of County of Fresno Purchasing, department staff, community representatives from advisory boards and other members as appropriate. The proposals will be evaluated in a multi-stage selection process. Some bids may be eliminated or set aside after an initial review. If a proposal does not respond adequately to the RFP or the bidder is deemed unsuitable or incapable of delivering services, the proposal maybe eliminated from consideration. It will be the selection committee’s responsibility to make the final recommendation to the Department Head. CONTRACT TERM: It is County's intent to contract with the successful bidder for a term of one year with the option to renew for up to two (2) additional one (1) year periods. County will retain the right to terminate the Agreement upon giving thirty (30) days advance written notification to the Contractor. PAYMENT: The County of Fresno may use Procurement Card to place and make payment for orders under the ensuing contract. Proposal No. 208-4282 Page 17 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC SCOPE OF WORK General: The County of Fresno is interested in purchasing the Nortel Meridian 2008 and 2616 telephone instruments for use on a number of Nortel Option 11, 61, 71, 81 and Succession PBX’s as the need arises. All PBX’s are operating with Succession 3 or 4 software releases. The quantities shown for each type of instrument are estimates. The actual number of instruments ordered over the term of the agreement may vary based upon actual needs at the time. The term of this agreement shall be for one year with options for two additional one-year renewal periods. I. Specifications and Requirements: 1. Quote a unit price for new instruments and a unit price for refurbished instruments. Price is to include shipping to 2048 N. Fine St, Fresno CA 93727-1511. 2. All instruments are to be ADA compliant. 3. All instruments must be able to function with Succession 4 software. 4. All instruments are to be of a single color. The preferred color is Ash; however, black is acceptable. 5. All instruments are to be fully modular with a 6-foot handset cord and a 14-foot line cord. 6. A user guide will be included with each instrument shipped. 7. All instruments are to be line-powered. II. Estimated Types of new and used equipment and total estimated quantities that will be purchased annually are: A. M2008 Instrument: A. Basic, 300 each. B. Hands-free only, 100 each. C. Display only, 200 each D. Hands-free and Display, 100 each. B. M2616 Instrument: E. Basic, with hands-free, 150 each. F. Hands-free and Display, 100 each. G. 22-button add-on Module, 75 each. III. Warranty: Please fully describe the procedure for replacing instruments under warranty. Include such things as how you expect to be notified an instrument needs to be replaced, how you determine the instrument is one originally purchased from you, how you get the new instrument to the County, how the County should return the non- functioning instrument and who is expected to incur what expenses of the exchange. IV. Reference List: Please provide a list of at least three references by filling out the attached form for companies or organizations currently purchasing telephone equipment from you. Preference should be given to California government organizations. V. Price Sheet: Please fill out the attached price sheet and be sure to include the warranty period for each type of instrument. Prices should be quoted for a period of one year and be based upon single item purchases. Any discounts to the single-unit prices (for quantity as an example) should be explained at the bottom of the Price Sheet. Also state Proposal No. 208-4282 Page 18 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC under what circumstances you may increase (after the first year), or decrease, pricing; how much prior written notice will be received by the County and; what maximum (percentage) amount the price change will be in the second and third years. VI. Delivery Time: Please provide the time the County can expect delivery of the ordered equipment under normal circumstances from the time the order has been received. If there is more than one option for delivery, please state those options and the effect, if any, on costs. VII. Work Orders: Once an agreement has been established, separate work orders will be issued by the Fresno County Information Technology Services Department for equipment as needed. Each work order will be identified by a unique work order number. Orders may be emailed or faxed. VIII. Invoicing: All invoices will be sent to: ITSD-Telecommunications, 2048 N. Fine Ave, Fresno CA 93727-1511. Each invoice sent will include a reference to the work order number issued by the County for the equipment being billed on that invoice. The County will pay correct invoices within 45 days of receipt. Incorrect invoices will not be authorized for payment until a correction (debit or credit) is received by the County. IX. Selection Criteria: Vendor selection will be based upon a number of factors including completeness of responses to this RFP, equipment purchase cost, warranty period, delivery times, shipping costs, quality of product received, etc. The County may, at its discretion, enter into agreements with more than one vendor should it be determined (single vs quantity discount, new vs refurbished equipment, delivery times, etc.) to be in the best interests of the County. X. Rejection: The County reserves the right to reject any proposal that is incomplete, unresponsive and/or late. Proposal No. 208-4282 Page 19 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC COST PROPOSAL INSTRUMENTS UNIT COST QNTY TOTAL TOTAL WARRANTY PERIOD REFURBISHED: State color: M2008, basic $ 300 $ M2008, hands-free only $ 100 $ M2008, display only $ 200 $ M2008, hands-free and display $ 100 $ M2616, basic with hands-free $ 150 $ M2616, with hands-free and display $ 100 $ 22-Button add-on Module $ 75 $ Sub Total: $ Sales tax (7.975%) $ GRAND TOTAL $ NEW: State color: M2008, basic $ 300 $ M2008, hands-free only $ 100 $ M2008, display only $ 200 $ M2008, hands-free and display $ 100 $ M2616, basic with hands-free $ 150 $ M2616, with hands-free and display $ 100 $ 22-Button add-on Module $ 75 $ Sub Total: $ Sales tax (7.975%) $ GRAND TOTAL $ Proposal No. 208-4282 Page 20 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC DISCOUNTS: ALL OTHER CHARGEABLE PRODUCTS AND OR SERVICES PRICE ESCALATION CRITERIA: Second Year _______ Third Year _______ DELIVERY TIME: Proposal No. 208-4282 Page 21 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC PROPOSAL CONTENT REQUIREMENTS Bidders are requested to submit their proposals in a binder (one that allows for easy removal of pages) with index tabs separating the sections identified. Each page should be numbered. Merely offering to meet the specifications is insufficient and will not be accepted. Each bidder shall submit a complete proposal with all information requested. Supportive material may be attached as appendices. All pages, including the appendices, must be numbered. The content and sequence of the proposals will be as follows: I. PROPOSAL IDENTIFICATION SHEET (as provided) II. COVER LETTER: A one-page cover letter and introduction including the company name and address of the bidder and the name, address and telephone number of the person or persons to be used for contact and who will be authorized to make representations for the bidder. A. Whether the bidder is an individual, partnership or corporation shall also be stated. It will be signed by the individual, partner, or an officer or agent of the corporation authorized to bind the corporation, depending upon the legal nature of the bidder. A corporation submitting a proposal may be required before the contract is finally awarded to furnish a certificate as to its corporate existence, and satisfactory evidence as to the officer or officers authorized to execute the contract on behalf of the corporation. III. TABLE OF CONTENTS IV. CONFLICT OF INTEREST STATEMENT: The Contractor may become involved in situations where conflict of interest could occur due to individual or organizational activities that occur within the County. In this section the bidder should address the potential, if any, for conflict of interest and indicate plans, if applicable, to address potential conflict of interest. This section will be reviewed by County Counsel for compliance with conflict of interest as part of the review process. The Contractor shall comply will all federal, state and local conflict of interest laws, statutes and regulations. V. TRADE SECRET ACKNOWLEDGMENT: A. Sign and return VI. EXCEPTIONS: This portion of the proposal will note any exceptions to the requirements and conditions taken by the bidder. If exceptions are not noted, the County will assume that the bidder's proposals meet those requirements. The exceptions shall be noted as follows: A. Exceptions to General Requirements. B. Exceptions to Background/Scope of Work. C. Exceptions to Specific Terms and Conditions. Proposal No. 208-4282 Page 22 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC D. Exceptions to Proposal Content Requirements. VII. VENDOR COMPANY DATA: This section should include: A. A narrative which demonstrates the vendor’s basic familiarity or experience with problems associated with this service/project. B. Descriptions of any similar or related contracts under which the bidder has provided services. C. Descriptions of the qualifications of the individual(s) providing the services. D. Any material (including letters of support or endorsement) indicative of the bidder's capability. E. A brief description of the bidder's current operations, and ability to provide the services. F. Reference List (form provided) VIII. SCOPE OF WORK: Bidders are to use this section to describe the essence of their proposal. A. A general discussion of your understanding of the project, the Scope of Work proposed and a summary of the features of your proposal. B. Submit a detailed response to items I through VI of this RFP’s SCOPE OF WORK section. C. State all other elements offered under your proposal. IX. COST PROPOSAL: Completed “COST PROPOSAL” Section of this RFP. Proposal No. 208-4282 Page 23 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC AWARD CRITERIA COST As submitted under the "COST PROPOSAL" section, cost will be one of the primary factors in determining the final selection of a vendor. CAPABILITY AND QUALIFICATIONS A. Does the bidder reply address all the areas identified in the RFP? Will the proposed equipment, method of delivery and return satisfy County's needs and to what degree? B. Does the bidder demonstrate knowledge or awareness of the problems associated with providing the services proposed and knowledge of laws, regulations, statutes and effective operating principles required to provide this service? C. Do bidder references demonstrate experience in providing the equipment and services desired to government agencies? Do bidder references demonstrate ability to deliver equipment and services in a timely manner? RATINGS The attached Criteria Matrix Worksheet will be used in the evaluation of Proposals. The greatest weight will be placed on availability of all equipment and cost. However, a significant portion of the ratings will be placed upon the warranty and the delivery plan which should include a timeline framed in terms of days and weeks, rather than specific dates. Proposal No. 208-4282 Page 24 G:\RFP\208-4282 TELEPHONE INSTRUMENTS-NORTEL.DOC CRITERIA MATRIX Company Name: Item Present (Y/N) Explanation Hardware, New 1. 2008, standard 2. 2008, display 3. 2008, handsfree 4. 2008, handsfree display 5. 2616, standard 6. 2616, display Hardware, Refurbished 7. 2008, standard 8. 2008, display 9. 2008, handsfree 10. 2008, handsfree display 11. 2616, standard 12. 2616, display Other 13. 14 foot line cord 14. 6 foot handset cord 15. User Manual 16. Warranty 17. References 18. Delivery