Washington Military Department Statement of Work Microsoft Surface Professional Tablet Computer RFP-14-PUR-015

Transcription

1 Washington Military Department Statement of Work Microsoft Surface Professional Tablet Computer RFP-14-PUR-015 The Washington Military Department s mission is to minimize the impact of emergencies and disasters on people, property, environment, and the economy of Washington State throughout the region; provide trained and ready forces for state and federal missions; and provide structured alternative education opportunities for at risk youth. The Washington Military Department seeks vendor bids for an unlimited quantity of the Microsoft Surface 2 Professional Tablet. Please provide bid estimates for Microsoft Surface Professional tablets. To be considered, all bid estimates must be submitted for the following technology products, services and accessories specifications and must be received on or before January 16, 2014: Microsoft Surface 2 Professional Tablet Computer and subsequent versions - that provide a portable computing device that includes touch-screen functionality and capability for our mobile professional staff. The following product requirements and specifications must be met for a vendor to be awarded: Microsoft Surface Professional Tablet Computer Requirements and Specifications: Microsoft Surface Pro 2 with Windows 8.1 Professional Exterior Runs current Windows 7 desktop applications and integrates with our existing Microsoft Windows enterprise management infrastructure x 6.81 x 0.53in, Less than 2lbs, Vapor Magnesium casing, Dark Titanium Color, Volume and Power Buttons, Integrated Kick Stand 128 GB SSD Hard Drive 4GB RAM Storage Memory Display 10.6 Clear Type Full HD Display 1920x1080 pixels, 16:9 widescreen, 10-point multi-touch Pen Input Pen input and pen (included with purchase) CPU 4 th Generation Intel Core i5 Processor with TPM Chip for security Wireless Connectivity Wi-Fi (802.11a/b/g/n), Bluetooth 4.0 Low Energy technology Battery 42 W-h Cameras Two 720p HD cameras, front-facing and rear-facing Video Microphone Audio Stereo speakers with Dolby sound RFP-14-PUR-015 Page 1 of 9 Microsoft Surface Pros

2 Ports Sensors Power Supply Warranty Additional Power Supply External Microsoft Keyboard External Microsoft Bluetooth Mouse AC/DC Power Converter Docking Station RGB/DVI/HDMI Dual Monitor Capability Full-size USB 3.0, Micro SDXC Card Reader, Headset Jack, Mini Display Port, Cover Port Ambient light sensor, Accelerometer, Gyroscope, Magnetometer 48W power supply (including 5W USB for accessory charging) 3 Year Complete Replacement & Accidental Damage Coverage 48W power supply (including 5W USB for accessory charging) One Type 2 Cover (Black in color) Microsoft Arc Touch Mouse Microsoft Surface Car Charger with USB Port Toshiba Dynadock 3.0 Docking Station Expansion for Microsoft Surface Pro 2 or compatible docking station that provides additional USB 3.0 ports, RJ-45 Ethernet jack and external speaker plugin. Need the ability to provide dual monitor capability with either dual VGA, DVI or HDMI. Training and Technical Assistance: The awarded vendor must provide online or instructor-led user training and technical assistance on the usage and capabilities of the Microsoft Surface Pro 2 device and Windows 8.1 operating system at no additional cost. It is preferred that this training be offered on-site at our location for multiple groups of staff that may be in excess of 25 at each session. Equipment Vendor Capabilities: The awarded vendor must be the original equipment manufacturer (OEM) or an authorized reseller or distributor for the OEM or a manufacturer s representative for the OEM or its authorized distributor. If an authorized reseller or distributor or a manufacturer s representative is submitting a bid on behalf of the OEM, it must either: Be listed on the OEM s website as an authorized distributor or an authorized manufacturer s representative, or provide a letter (upon request) from the OEM or its distributors stating it is authorized to sell the product and that all OEM equipment warranties are applicable. The awarded vendor will be solely responsible for coordinating all warranty issues with the OEM. Buying Off WSCA Contract: This bid request does not prohibit the Washington Military Department from using the Western States Contracting Alliance (WSCA) contracts or a designated local purchasing authority to procure similar goods and services from other vendors PERIOD OF PERFORMANCE The proposed period of performance of any contract resulting from this RFP is January 22, 2014 to January 30, Amendments extending the period of performance, if any, shall be at the sole discretion of the AGENCY. The AGENCY reserves the right to change or modify the proposed performance period. RFP-14-PUR-015 Page 2 of 9 Microsoft Surface Pros

3 The WA Military Department intends to use a task order contract with the winning vendor, each order will be paid with a purchase order referencing this RFP, no funds will be attached to this contract DEFINITIONS Definitions for the purpose of this RFP include: Agency / Department The Military Department is the Washington State agency issuing this RFP. Apparent Successful Bidder The Bidder selected by the evaluation team as the best qualified to perform the project. Consultant Individual or company whose proposal has been accepted by the AGENCY and is awarded a fully executed, written contract. Contractor Individual or company submitting a proposal in order to attain a contract with the AGENCY. RFP Coordinator A Department employee selected to perform the roles and responsibilities outlined in this RFP. Request for Proposals (RFP) Formal procurement where a service or need is planned but no specific service or method has been chosen. The purpose of an RFP is to permit the consultant community to suggest various approaches to meet the need at a given price. Proposer - Individual or company that submits a proposal in order to attain a contract with the AGENCY CONTRACTING WITH CURRENT OR FORMER STATE EMPLOYEES Specific restrictions apply to contracting with current or former state employees pursuant to chapter of the Revised Code of Washington. Proposers should familiarize themselves with the requirements prior to submitting a proposal that includes current or former state employees ADA The AGENCY complies with the Americans with Disabilities Act (ADA). The ADA provides comprehensive civil rights protection to individuals with disabilities in the areas of employment, public accommodations, state and local government services, and telecommunication. Consultants may contact the RFP Coordinator to receive this Request for Proposals in Braille or on tape. 2. GENERAL INFORMATION FOR CONSULTANTS 2.1. RFP COORDINATOR The RFP Coordinator is the sole point of contact in the AGENCY for this procurement. All communications between the Consultant and the AGENCY upon receipt of this RFP shall be with the RFP Coordinator, as follows: Name: Mark Glenn Agency: Military Department, Chief Information Security Officer & IT Plans Manager Address: mark.glenn@mil.wa.gov RFP-14-PUR-015 Page 3 of 9 Microsoft Surface Pros

4 The Bidder must submit all questions to the RFP Coordinator in writing via only, on or before 10:00 am January 9, The RFP Coordinator will issue an amendment (through WEBS) that responds to all questions by 5:00 pm January 10, Any other communication will be considered unofficial and non-binding on the AGENCY. Consultants are to rely on written statements issued by the RFP Coordinator. Communication directed to parties other than the RFP Coordinator may result in disqualification of the Consultant SUBMISSION OF PROPOSALS. The proposal is to be sent to the RFP Coordinator at the address noted in Section 2.1 above. All proposals must be submitted via and be in Word or PDF format. The AGENCY must receive proposal responses no later than 4:30 p.m., local time, on January 16, Late proposals will not be accepted and will be automatically disqualified from further consideration. All proposals and any accompanying documentation become the property of the AGENCY and will not be returned ESTIMATED SCHEDULE OF ACTIVITIES Issue Request for Proposals... January 6, 2013 Bidders Submit Question by 10:00 am... January 9, 2014 Respond to Bidders Questions via Amendment by 5:00 pm... January 10, 2014 Proposal Due date, no later than 4:30pm... January 16, 2014 Evaluate Proposals... January 17, 2014 Announce Apparent Successful Consultant: and send via WEBS... January 17, 2014 Notification of Unsuccessful Consultant via WEBS... January 17, 2014 Host Debriefing Conference (if requested)... January 17, 2014 Negotiate Contract... January 21, 2014 Begin Contract Work on or before... January 22, 2014 The AGENCY reserves the right to change or modify the above mentioned schedule of activities FAILURE TO COMPLY The Consultant is specifically notified that failure to comply with any part of the Request for Proposals may result in rejection of the proposal as non-responsive REVISIONS TO THE RFP The AGENCY reserves the right to revise the RFP and to issue addenda to the RFP. The AGENCY also reserves the right to cancel or to reissue the RFP in whole or part, prior to the execution of a contract. In the event it becomes necessary to revise any part of the RFP, addenda will be provided to all those who received the RFP via WEBS. Amendments to the work plan, if any, shall be at the sole discretion of the AGENCY. RFP-14-PUR-015 Page 4 of 9 Microsoft Surface Pros

5 2.6. ACCEPTANCE PERIOD Proposals providing less than 60 days for acceptance by the AGENCY from the due date set for receipt of proposals will be considered non-responsive and will be rejected. Proposals that do not address all areas requested by this RFP may be deemed non-responsive and may not be considered for a possible contract resulting from this RFP REJECTION OF PROPOSALS The AGENCY reserves the right at its sole discretion to reject any and all proposals received without penalty and not to issue a contract as a result of this RFP. The AGENCY also reserves the right at its sole discretion to waive minor administrative irregularities contained in any proposal MOST FAVORABLE TERMS The AGENCY reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms which the Consultant can propose. There will be no best and final offer process. The Consultant should be prepared to accept this RFP for incorporation into a contract resulting from this RFP. Contract negotiations may incorporate some or all of the Contractor s proposal. It is understood that the proposal will become a part of the official file on this matter without obligation to the AGENCY CONTRACT AND GENERAL TERMS & CONDITIONS The apparent successful contractor will be expected to enter into a task order contract, which is substantially the same as the sample contract and it s attached as Exhibit A. In no event is a Consultant to submit its own standard contract terms and conditions in response to this solicitation. The AGENCY will review requested exceptions and accept or reject the same at its sole discretion NO OBLIGATION TO CONTRACT This RFP does not obligate the state of Washington or the AGENCY to contract for service(s) specified herein. If the contract is awarded, the Department reserves the right to make modifications to the original scope of work AND negotiate with the winning bidder on the final costs, terms and conditions of the contract COSTS TO PROPOSE The AGENCY will not be liable for any costs incurred by the Consultant in preparation of a proposal submitted in response to this RFP, in conduct of a presentation, or any other activities related to responding to this RFP COMMITMENT OF FUNDS The Director of the AGENCY or his delegate are the only individuals who may legally commit the AGENCY to the expenditures of funds for a contract resulting from the RFP. No cost chargeable to the proposed contract may be incurred before receipt of a fully executed contract and a Notice to Proceed letter is issued. RFP-14-PUR-015 Page 5 of 9 Microsoft Surface Pros

6 2.13. RESPONSIVENESS All proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in the RFP. Only responsive proposals that meet the minimum requirements will be forwarded to the evaluation team for further review. 3. EVALUATION AND CONTRACT AWARD 3.1. EVALUATION TEAM The evaluation of the RFP response will be based only upon information provided, or associated, with the Consultant s response to this document RESPONSIVENESS All proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in the RFP. Only responsive proposals which meet the minimum requirements will be forwarded to the evaluation team for further review AWARD BASED ON MULTIPLE FACTORS As stated previously, the evaluation process is designed to award the contract to the Consultant whose proposal best meets the requirements of this RFP. The final selection, if any, will be based upon rated response; and cost elements of the proposal, and oral presentations EVALUATION SCORING AND CRITERIA The following weights will be assigned to the proposal for evaluation purposes: Cost Proposal 100 percent 3.5. NOTIFICATION TO UNSUCCESSFUL PROPOSERS Firms whose proposals have not been selected for further negotiation or award will be notified via at the address given in the management proposal DEBRIEFING OF UNSUCCESSFUL PROPOSERS Any Consultant who has submitted a proposal and been notified that they were not selected for contract award may request a debriefing. The request for a debriefing conference must be received by the RFP Coordinator within three (3) business days after the Unsuccessful Consultant Notification is ed or faxed to the Consultant. Debriefing requests must be received by the RFP Coordinator no later than 5:00 PM, local time, in Olympia, Washington on the third business day following the transmittal of the Unsuccessful Consultant Notification. The debriefing must be held within three (3) business days of the request. Discussion at the debriefing conference will be limited to the following: Evaluation and scoring of the firm s proposal; Critique of the proposal based on the evaluation; RFP-14-PUR-015 Page 6 of 9 Microsoft Surface Pros

7 Review of proposer s final score in comparison with other final scores without identifying the other firms. Comparisons between proposals or evaluations of the other proposals will not be allowed. Debriefing conferences may be conducted in person or on the telephone and will be scheduled for a maximum of one hour PROTEST PROCEDURE This procedure is available to Consultants who submitted a response to this solicitation document and who have participated in a debriefing conference. Upon completing the debriefing conference, the Consultant is allowed three (3) business days to file a protest of the acquisition with the RFP Coordinator. Consultants protesting this procurement shall follow the procedures described herein. Protests that do not follow these procedures shall not be considered. This protest procedure constitutes the sole administrative remedy available to Consultants under this procurement. All protests must be in writing and signed by the protesting party or an authorized agent. The protest must state the grounds for the protest with specific and complete statements of the action(s) being protested. A description of the relief or corrective action being requested should also be included. All protests shall be addressed to the RFP Coordinator. Only protests stipulating an issue of fact concerning the following subjects shall be considered: A matter of bias, discrimination, or conflict of interest on the part of the evaluator. Errors in computing the score. Non-compliance with procedures described in the procurement document or AGENCY policy. Upon receipt of a protest, a protest review will be held by the AGENCY. All available facts will be considered and a decision will be issued by the AGENCY Director or his delegate within five business days of receipt of the protest. If additional time is required, the protesting party will be notified of the delay. In the event a protest may affect the interest of another Consultant which submitted a proposal, such Consultant will be given an opportunity to submit its views and any relevant information on the protest to the RFP Coordinator. The final determination of the protest shall: Find the protest lacking in merit and uphold the AGENCY s action; or Find only technical or harmless errors in the AGENCY s acquisition process and determine the AGENCY to be in substantial compliance an reject the proposal; or Find merit in the protest and provide the AGENCY options which may include: Correct the errors and re-evaluate all proposals, and/or Reissue the solicitation document and begin a new process, or Make other findings and determine other courses of action as appropriate. RFP-14-PUR-015 Page 7 of 9 Microsoft Surface Pros

8 If the AGENCY determines that the protest is without merit, the AGENCY will enter into a contract with the apparently successful Consultant. If the protest is determined to have merit, one of the alternatives noted in the preceding paragraph will be taken PROPRIETARY INFORMATION/PUBLIC DISCLOSURE All proposals submitted in response to this competitive procurement shall become property of the Military Department and are public records subject to public disclosure under the Public Records Act (PRA), ch RCW. The PRA is a strongly worded mandate for broad disclosure of public records unless a specific statutorily authorized exemption applies, is liberally construed in favor of disclosure, and its exemptions are narrowly construed. Any document(s) or information, or portions thereof, in a proposal that the Consultant believes is proprietary or otherwise exempt from disclosure under the PRA must be clearly identified in the proposal and the proposal transmittal letter. The transmittal letter must identify the proposal page number(s) on which information is claimed to be exempt, the specific information claimed to be exempt on each page, and the specific statutory exemption(s) from disclosure upon which the Consultant is making each of its claim of exemption. Further, each page of the proposal claimed to be exempt in whole or in part must be clearly identified by the words Proprietary/Exempt printed on the lower right-hand corner of the page. Designating the entire proposal exempt is not acceptable and will not be honored. If a public record request is received by the Military Department for information the Consultant has marked as Proprietary/Exempt, the Department will notify the Consultant of the request and the date that the records will be released to the requestor unless the Consultant obtains a court order enjoining disclosure of the records. If the Consultant fails to obtain a court order enjoining disclosure, the Department will release the requested information on the date specified. If the Consultant obtains a court order from a court of competent jurisdiction enjoining disclosure pursuant to the PRA, the Department shall comply with the court order. WMD follows RCW states exemption until announcement of the successful bidder), before releasing any requested records. RFP-14-PUR-015 Page 8 of 9 Microsoft Surface Pros

9 TASK ORDER STATE OF WASHINGTON MILITARY DEPARTMENT TASK ORDER Exhibit A Contract Number Task Order # This Task Order is issued under the provisions of the named contract. The services authorized are within the scope of services set forth in the Statement of Work of the contract. All rights and obligations of the parties shall be subject to and governed by the terms of the contract including any subsequent modifications, which are hereby incorporated by reference. Purpose: (Attach additional sheets if necessary) Statement of Work Deliverables: Start Date Deliverables are subject to review and approval by DEPARTMENT prior to payment. (Attach additional sheets if necessary) End Date Budget Description / Task Quantity Unit (Hrs.) Unit Cost Total 1. Annual OWS services throughout the state 1 $ $ 2. $ $ Business Project Supported: Agency shall pay an amount not to exceed $ Cost Codes Prog Index Org Code Fund Appn Index Object Sub-Object Dollars Contractor: IN WITNESS WHEREOF, the parties have executed this Task Order. Department Approval: (Signature) (Date) (Signature) (Date) T/O MGR TELEPHONE NO. T/O MGR TELEPHONE NO. RFP-14-PUR-015 Page 9 of 9 Microsoft Surface Pros