STATE OF CALIFORNA DEPARTMENT OF GENERAL SERVICES
STATEWIDE CONTRACT - SUPPLEMENT 7
CONTRACT NO. 1-22-70-31C
PC SPECIALIST, INC. DBA TECHNOLOGY INTEGRATION
GROUP (TIG)
CITY OF MERCED
A California Charter Municipal
Corporation
BY:
D. Scott McBride,
City Manager
ATTEST:
D. SCOTT MCBRIDE, CITY CLERK
SO CALIFORNA
ByDejanha meda 688
Assistant/Deputy City Clerk
APPROVED AS TO FORM: INCORPORITE RED,
CRAIG J. CORNWELL, CITY ATTORNEY
3x: Craig Cornwell 4111124
city Attorne
963
ACCOUNT DATA:
M. VENUS RODRIGUEZ
BY: MUnsca
Verified by Finance Officer V-1057
Funds to be encumbered as
needed.ac 7/22/24
Not to exceed $99, 000.00
121/22/24
OF
SEAL
EUREKA Department of General Services
Procurement Division
707 Third Street, 2nd Floor
West Sacramento, CA 95605-2811
State of California
STATEWIDE CONTRACT
USER INSTRUCTIONS
MANDATORY
*Supplement 7*
*Incorporates Supplements 1-7*
ISSUE AND EFFECTIVE DATE: *October 10, 2023*
CONTRACT NUMBER: 1-22-70-31C
DESCRIPTION: PC Goods - Dell Laptops
CONTRACTOR: PC Specialists, Inc. dba Technology
Integration Group (TIG)
CONTRACT TERM: 07/01/2022 through 06/30/2025
STATE CONTRACT ADMINISTRATOR: Eileen Tardiff
(279) 946-8013
Eileen. [email protected]
The contract user instructions, products, and pricing are included herein. All purchase documents issued under this contract incorporate the contract terms and applicable California General Provisions:
IT General Provisions, rev 09/05/2014
(https://www.dgs.ca.gov/-/media/7DC4270A6D324C8FB923562A0AC482AD.ashx) Cal eProcure link: www.caleprocure.ca.gov
ORDER PLACEMENT INFORMATION
Contact Information:
Mailing Address: PC Specialists, Inc. dba
PC Specialists, Inc. dba Technology Integration
Technology Integration Group Fax/Email: Group (TIG)
(TIG) Fax: (858) 790-0027 TIG State of CA Team
*11860 Community Road, Email: [email protected]
Suite 160 Phone: (916) 449-3902 OR
Poway, CA 92064* (916) 449-3903
Email: [email protected]
Contractor Website: https://b2c.tig.com/?uid=CADELL
OEM MSRP/Price List is contained within the Contractor's website.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
All changes to most recent Supplement are in bold red italic. Additions are enclosed in asterisks; deletions are enclosed in brackets.
SUMMARY OF CHANGES
Supplement Supplement
Description/Sections Date
Number
*6* *Subject contract for PC Goods, Dell is hereby modified *10/10/2023* to reflect the following changes:
• *Front page, Article 18, and Article 32: Update order placement address. *
6 Subject contract for PC Goods, Dell is hereby modified to 5/26/2023 reflect the following changes:
• Attachment A - Contract Pricing Page, (Laptops),
Configuration tab: Correct Display specification - Add
LCD; update Network Connection and Docking Station
specification.
• Attachment B - PC Goods Specification (70-31C):
Jpdate Display, Network Connection, and Docking
Station specification throughout configurations where
applicable.
5 Subject contract for PC Goods, Dell, is hereby modified to 5/1/2023 reflect the following changes:
• Attachment A - Contract Pricing (Laptops) Supplement 5:
Refresh of Laptops.
> Attach. C - PCRC: Add new products.
4 Subject contract for PC Goods, Dell, is hereby modified to 3/9/2023 reflect the following changes:
• Article 4: Update Evaluation section to include "within 5 percent" language.
3 Subject contract for PC Goods, TIG - Dell, is hereby 12/5/2022 modified to reflect the following changes:
• Front page and Article 32: Change State Contract
Administrator.
• Attachment A — Contract Pricing (Laptops) Supplement 3:
Add descriptive information.
2 Subject contract for PC Goods, TIG - Dell, is hereby 10/12/2022 modified to reflect the following changes:
• Article 17: Clarify purchasing guidelines for optional accessories, VAS, and extended warranties.
• Article 47: Clarify that all VAS are included for the 25 percent DVBE participation spend
1 Subject contract for PC Goods, PC Specialists dba TIG - 8/18/2022 Dell, is hereby modified to reflect the following changes:
• Article 4: Correct SCM volume #.
• Article 12: Add timeframe for quotes.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
Supplement Supplement
Description/Sections Date
Number
> Article 17: Clarify minimum order requirements.
• Attachment A - Contract Pricing (Laptops) Supplement
31: Add Microsoft Auto-Pilot Service/Registration to the VAS; update OEM URL background links; correct Unit of
Measure for D&L and Emergency Services.
N/A Original Contract Posted 7/1/2022
All other terms and conditions remain the same.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
TABLE OF CONTENTS
SCOPE 6
2. CONTRACT USAGE/RULES .6
3. DGS ADMINISTRATIVE FEES ...7
4. SB/DVBE OFF-RAMP PROVISION .. ..7
5. EXEMPT PURCHASES ..10
PROBLEM RESOLUTION/SUPPLIER PERFORMANCE ..10
7. CONTRACT ITEMS .10
8. SPECIFICATIONS 11
oj CUSTOMER SERVICE 11
10. ELECTRONIC CATALOG/CONTRACT WEBSITE CONTENTS ….. 12
11. PRE-ORDER CONFIGURATION CONSULTATION (OFFER GENERATION).. 12
12. OFFER FORMAT.. 12
13. PRODUCT SUBSTITUTIONS . 13
14. PROMOTIONAL PRICING... ..13
15. STATE AGENCY INFORMATION TECHNOLOGY CERTFICATION REQUIREMENT... 13
16. PURCHASE EXECUTION ..14
17. MINIMUM ORDER 14
18. ORDERING PROCEDURE 15
19. ORDER ACCEPTANCE 16
20. ORDER RECEIPT CONFIRMATION .16
21. OUT OF STOCK REMEDY. 16
22. DISCONTINUED ITEM REMEDY ... ...17
23. DELIVERY SCHEDULES ..17
24. FREE ON BOARD (F.O.B.) DESTINATION 18
25. PALLETS 18
26. SHIPPED ORDERS 18
27. PACKING SLIP 18
28. PACKING LABEL 19
29. INSTALLATION ..19
30. INSPECTION AND ACCEPTANCE .. .19
31. CUSTOM PRODUCT ACCEPTANCE PROCESS . •19
32. CONTRACT ADMINISTRATION. ..20
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
33. RETURN POLICY 20
34. CUSTOM PRODUCT RETURN POLICY .20
35. CREDIT POLICY 21
36. RESTOCKING FEES 21
37. INVOICING 21
38. PAYMENT ..22
39. CAL-CARD INVOICING ..22
40. CALIFORNIA SELLER'S PERMIT .. .23
41. ACCESSIBILITY COMPLIANCE/ VOLUNTARY PRODUCT ACCESSIBILITY TEMPLATE (VPAT) .23
42. WARRANTY.. .23
43. QUALITY ASSURANCE GUARANTEES 24
44. EQUIPMENT REPLACEMENT DURING WARRANTY 24
45. WARRANTY REPAIR RESPONSE TIME 24
46. RECYCLED CONTENT. .25
47. SB/DVBE PARTICIPATION 25
48. CERTIFICATION OF PAYMENTS TO DVBE SUBCONTRACTORS. .26
49. BIDDER DECLARATION/COMMERCIALLY USEFUL FUNCTION (CUF) .26
50. TAKE-BACK/TRADE IN 26
51. ELECTRONIC WASTE RECYCLING 27
52. ATTACHMENTS 27
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
1. SCOPE
The State's contract with PC Specialists, Inc. dba Technology Integration Group (TIG) (Contractor) provides Dell PC Goods, Laptops at contracted pricing to the State of California and local governmental agencies in accordance with the requirements of Contract # 1-22-70-31C. The Contractor shall supply the entire portfolio of products as identified in the contract and will be the primary point of contact for data collection, reporting, and distribution of this contract to the State.
The contract term is for three (3) years with an option to extend the contract for two (2) additional one (1) year period or portion thereof. The terms, conditions, and prices for the contract extension option shall be by mutual agreement between the Contractor and the State. It a mutual agreement cannot be met the contract may be terminated at the end of the current contract term.
2. CONTRACT USAGE/RULES
A. State Departments
• The use of this contract is mandatory for all State of California departments. • State departments must adhere to all applicable State laws, regulations, policies, best practices, and purchasing authority requirements, e.g., California Codes, Code of Regulations, State Administrative Manual, Management Memos, and State Contracting Manual Volume 2, as applicable.
• Prior to placing orders against this contract, State departments must have been granted IT purchasing authority by the Department of General Services, Procurement Division (DGS-PD) for the use of this statewide contract. State departments that have not been granted purchasing authority by DGS-PD for the use of the State's statewide contracts may contact DGS-PD's Purchasing Authority Management Section by e-mail at [email protected].
• State departments must have a Department of General Services (DGS) agency billing code prior to placing orders against this contract. Ordering departments may contact their Purchasing Authority contact or their department's fiscal office to obtain this information.
B. Local Governmental Agencies
• Local governmental agency use of this contract is optional. • Local government agencies are defined in Public Contract Code Chapter 2, Section 10298 (a) (b) and 10299 (b); this includes the California State Universities (CSU) and University of California (UC) systems, K-12 schools and community colleges empowered to expend public funds for the acquisition of products While the State makes this contract available to local governmental agencies, each local governmental agency should determine whether this contract is consistent with its procurement policies and regulations.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
• Local governmental agencies shall have the same rights and privileges as State departments under the terms of this contract. Any local governmental agencies desiring to participate shall be required to adhere to the same responsibilities as do State departments and have no authority to amend, modify or change any condition of the contract.
• A DGS issued billing code is not required for local governmental agencies to place orders against this contract.
C. Unless otherwise specified within this document, the term "ordering agencies" will refer to all State departments and/or local governmental agencies eligible to utilize this contract. Ordering and/or usage instructions exclusive to State departments or local governmental agencies shall be identified within each section.
3. DGS ADMINISTRATIVE FEES
A. State Departments
The DGS will bill each State department an administrative fee for use of this statewide contract. The administrative fee should NOT be included in the order total, nor remitted before an invoice is received from DGS.
Current fees are available online in the Price Book & Directory of Services (go to Price Book Download and click on Purchasing under Procurement Division).
B. Local Governmental Agencies
For all local government agency transactions issued against the contract, the Contractor is required to remit the DGS-PD an Incentive Fee of an amount equal to
1.25 percent of the total purchase order amount excluding taxes and freight. This Incentive Fee shall not be included in the local governmental agency's purchase price, nor invoiced or charged to the local governmental agency. All prices quoted to local governmental agencies shall reflect State contract pricing, including any and all applicable discounts, and shall include no other add-on fees.
4. SIDE ORA ROSION
This contract is mandatory for use by all State of California departments except when the "SB/DVBE Off-Ramp" provision is utilized. The SB/DVBE Off-Ramp provision allows a State department to, at its option, purchase contract items from a certified Small Business (SB), including a "microbusiness" (MB), or a Disabled Veteran Business Enterprise (DVBE) in accordance with the rules outlined within this document.
The rules outlined herein are exclusive to this contract and do not affect any other contract. Departments may not use the SB/DVBE Off-ramp provision to buy outside of the mandatory statewide contract if the rules cannot be applied. In these situations, the purchase must be made through the mandatory statewide contract.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
C. SB/DVBE Off-ramp Provision Usage Rules
In order to utilize the SB/DVBE Off-ramp provision, departments must comply with the following usage rules:
Requirement Description / Procedure
Purchasing Departments must have approved Purchasing Authority Authority Category for SB/DVBE Option per GC section 14838.5(a) granted by the DGS-PD in order to utilize the SB/DVBE
Off-Ramp provision as identified within the statewide
contract.
Transaction Transactions must be less than $250,000 excluding sales Limits and use tax, finance charges, postage, and handling charges.
Supplier SB/DVBE Offramp purchases must be made to a supplier Certifications with a current California SB or DVBE certification. State departments can verify certifications at the following
website: www.caleprocure.ca.gov
Price Quotations Departments must obtain price quotations from California-certified SB, MB, or DVBE supplier(s) as
follows:
• For purchases between $0 and under $5,000,
departments must obtain at least one (1) phone
quote or written quote from a Certified SB/DVBE.
• For purchases between $5,000 and under $250,000,
departments must obtain at least two (2) price
quotations. Refer to SCM Volume 2, Chap. 1405.3.
Quotes must be obtained from suppliers of the
same certification type (SB or DVBE).
Evaluation State departments must document in the procurement file that the products being purchased are:
1) The same brand and model as the products available
from the statewide contract including product description, functional requirements, and manufacturer warranties as provided in the statewide contract; and
2) Within 5 percent of the pricing offered from the
statewide contract for the equivalent products based on the total order value before taxes.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
Requirement Description / Procedure
Identifying Off Departments electing to exercise the Off Ramp provision Ramp purchases by conducting a Fair and Reasonable or SB/DVBE Option purchase, must identify use of the Off Ramp provision as follows:
FISCAL Purchase Orders
Select the appropriate acquisition method (Fair and
Reasonable or SB or DVBE Option - COMPETITIVE). Do
not select an LPA Contract ID. In the PO Reference field, enter "OFF RAMP" and the LPA contract number the Fair
and Reasonable or SB/DVBE Option is replacing.
STD. 65 Purchasing Authority Purchase Orders
On the STD. 65, enter "OFF RAMP" in the box titled
"Leveraged Procurement Agreement No." as shown in the
example below.
STATE OF CALIFORNIA - GENERAL SERVICES PROCUREMENT DIVISION PURCHASING AUTHORITY PURCHASE ORDER CONTRACT REGISTRATION NUMBER AGENCY ORDER NUMBER AMENDMENT NO.
STD. 65 (REV. 7/2003) CP1234567 12-HQ-0092
SUPPLIER: The numbers identified above DATE PAGE OF PAGE MUST be shown on Invoice & Packing Slip. 01/10/2012
AGENCY BILLING CODE
H Department of General Services Department of General Services 99999 i 707 3rd Street, 2nd Floor 707 3rd Street, 2nd Floor
L West Sacramento, CA 95605 PURCHASING AUTHORITY NUMBER p West Sacramento, CA 95605 DG-0113-DGS-HQI
Attn: Jane Doe Attn: John Doe
LEVERAGED PROCUREMENT AGREEMENT NO.
+ (916) 335-1111 T (916) 375-1111 OFF RAMP
D. Off Ramp Documentation
Requirement Description / Procedure
Off Ramp The procurement file must be documented to support the Documentation contract award and the action taken including the following documents:
• Copy of Statewide Contract User Instructions in
support of executing a SB/DVBE purchase outside of
the mandatory contact.
• Statewide contract pricing sheet, highlighting the
equivalent products being purchased and used for
evaluation.
• SB or DVBE price quotes obtained.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
Requirement Description / Procedure
SB or DVBE certification verification.
Authorized Reseller Letter (if applicable)
Refer to SCM Volume 2 for additional documentation
requirements.
5. EXEMPT PURCHASES
To purchase PC Goods equipment outside the contract requires an approved exemption from the State Contract Administrator. Please refer to Hardware Contract Exemption for information and the required justification forms regarding the exemption process.
These special exemption purchases must be documented within the individual procurement file and will be acquired under the department-approved IT purchasing authority guidelines stated in the SCM Volume 2.
6. PROBLEM RESOLUTION/SUPPLIER PERFORMANCE
Ordering agencies and/or Contractor shall inform the State Contract Administrator of any technical or contractual difficulties encountered during contract performance in a timely manner. This includes and is not limited to informal disputes, supplier performance, outstanding deliveries, etc. The ordering agency should include all relevant information and/or documentation (e.g., purchase documents).
7. CONTRACT ITEMS
A. Core Items
All items in Attachment A, Contract Pricing, must meet or exceed all minimum technical requirements detailed in Attachment B, Minimum Technical Requirements.
Option/Upgrades are intended to augment proposed configurations. Offers for core items at a lesser discount will not be considered.
Contractor shall provide the Value-Added Services (VAS) listed in Attachment A, Contract Pricing. A statement of work (SOW) may be required when some VAS are ordered.
An SOW is required for all purchases that include Deployment and Logistics (D&L).
D&L is limited to the subtasks outlined in Attachment D, Deployment and Logistics Breakdown. The D&L subtasks are broken down into project based and product- based tasks. The product-based tasks have a per unit time-base assigned. The timeframes noted on Attachment D for product-based tasks cannot change.
The timeframes for project-based tasks will depend on the scope of the project (number of units ordered, staggered delivery to a single or multiple locations, etc.).
Ordering agencies should review the timeframes the Contractor is charging for project-based tasks to determine if they are appropriate.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
Once a SOW is submitted to the Contractor, the Contractor shall use Attachment D, Deployment and Logistics Breakdown to identify the specific tasks they will be performing as well as a time breakdown per task/unit. The Contractor's final D&L breakdown should be included in the SOW and the total hours should be listed on the quote. Subtasks not shown in the breakdown shall not be included in the D&L.
B. Non-Core Products
Only products meeting or exceeding the specifications of Attachment B, Minimum Technical Requirements, within the scope this contract may be purchased under this contract. Non-Core items meeting or exceeding the specifications may be quoted by the Contractor. The Contractor must submit non-core contigurations to the state Contract Administrator for approval prior to quoting the non-core configuration as a contract item. The base criteria to consider non-core items are:
• All items are directly related to the common configuration. • Items do not conflict with any other mandatory statewide commodities contract.
Non-Core Items must be offered at the same core discount appropriate for the product category group: Core Contiguration, Monitors (where applicable), Option/Upgrade, and VAS groups Offers for non-core items may be offered at a greater discount than the contract discount. Offers for non-core items at a lesser discount will not be considered.
Products outside the scope of this contract may not be purchased from this contract.
8. SPECIFICATIONS
All products listed on Attachment A, Contract Pricing, conform to Attachment B, PC Goods Specification, dated December 15, 2021.
9. CUSTOMER SERVICE
The Contractor will have a customer service unit that is dedicated to this contract. The customer service unit provides office and personnel resources for responding to inquiries, including telephone and email coverage weekdays during the hours of 8:00 a.m. - 5:00 p.m., PT.
The customer service unit shall be staffed with individuals that:
• Are trained in the requirements of this contract.
• Have the authority to take administrative action to correct problems that may occur The Contractor's customer service unit shall respond to all customer inquiries within one (1) business day of initial contact.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
Contact Phone Email
(916) 949-3902
TIG State of CA Team (916) 449-3903 [email protected]
10. ELECTRONIC CATALOG/CONTRACT WEBSITE CONTENTS
An Electronic Catalog / Contract Website specific to this contract is available and contains the following data elements at minimum:
: Daried line item descriptions of the products offered through this contract. • State-specific current contract pricing
• SB/DVBE participation information
• Quote generation
• Contractor's customer service contact information
• OEM/MSRP/Price List (current and archives)
11. PRE-ORDER CONFIGURATION CONSULTATION (OFFER GENERATION) The Contractor shall provide pre-sale pre-order technical consultation and configuration assistance to ordering departments in order to ensure acquired configurations are operationally designed for the ordering agency's technology needs. Ordering agencies will ensure that the Contractor has been apprised on the technical needs of the systems and components acquired under the contract.
12. OFFER FORMAT
The Contractor shall provide an offer to ordering agencies in MS Excel spreadsheet format. Quotes from the Contractor must be effective for thirty (30) days after issuance.
The quote must include the following data elements:
• Contractor Letterhead : Manufacturer's Part Number/SKU • Quote "Prepared By" Name and OEM Price List/Index Price Contact Information • Contract Discount
Quote Number • Contract Unit Price
• Date of Quote • Extended Price (Quantity x
• Ordering Agency Name Contract Price)
• Ordering Agency Contact Person • Subtotals of Taxable and Non- • Contract Number Taxable Items
Contract Line-Item Number (CLIN) • Rate and Calculated Tax • Quantity • Applicable Fees
• Core/Non-Core (Y/N) • ( Grand Total
• Description of Item
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
13. PRODUCT SUBSTITUTIONS
Products and configurations meeting or exceeding the category requirements shall be available throughout the duration of the contract term. The contract provides for technology refresh as models are discontinued or cease production and must be approved by the State Contract Administrator. These changes will be made in the form of a contract supplement and will not be effective until the supplement's release.
The Contractor shall not substitute products or configurations or modify catalog information without written approval from the State Contract Administrator.
The Contractor will maintain the contract discount as bid throughout the original term of the contract and any extensions, including upon approved substitution.
If no substitute product is available that meets or exceeds the specifications due to fundamental technology or market change, the State may alter the common configurations to meet the updated marketplace standards. Obsolescence of a configuration may be determined at the discretion of the State.
Items with the same model number or SKU available elsewhere on the contract shall be made available to the State at the highest discount.
14. PROMOTIONAL PRICING
During special pricing promotions, the Contractor shall offer the ordering agency the promotional pricing or the discount percentage off list, whichever is lower.
The Contractor shall notify the State Contract Administrator of all promotional pricing changes. Notification shall include at a minimum:
• Promotion start and end dates.
• Models, products, and services included in the promotion. • Promotional pricing
Promotional pricing shall not be cause for a permanent change in pricing. Promotional pricing shall not be cause for Contractor refresh.
Promotional items shall come with all benefits of the statewide contract terms and conditions and shall include all provisions such as warranty and delivery.
15. STATE AGENCY INFORMATION TECHNOLOGY CERTFICATION REQUIREMENT This requirement does not apply to local government agencies.
For State departments, a signed certification of compliance with state information technology (IT) policies is required for all IT acquisitions of hardware, software, and services that cost $5,000 or more. The policy and required format is provided in SAM Section 4819.41.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
16. PURCHASE EXECUTION
A. State Departments
1) Std. 65 Purchase Documents
State departments not transacting in FISCAL must use the Purchasing Authority Purchase Order (Std. 65) for purchase execution. An electronic version of the Std. 65 is available at the Office of State Publishing web site (select STD Forms).
All Purchasing Authority Purchase Orders (Std. 65) must contain the following:
Agency Order Number (Purchase Order Number)
Ordering Agency Name
• Agency Billing Code
Purchasing Authority Number
Leveraged Procurement Number (Contract Number)
• Supplier Information (Contact Name, Address, Phone Number, Fax Number, E-mail)
• Line-Item number
Quantity
Unit of Measure
Commodity Code Number
• Product Description
• Unit Price
• Extension Price
2) FI$CAL Purchase Documents
State departments transacting in FISCAL will follow the FISCAL procurement and contracting procedures.
3) Blanket Orders
The use of blanket purchase orders against this statewide contract is not allowed.
B. Local Governmental Agencies
Local governmental agencies may use their own purchase document for purchase execution. The purchase documents must include the same data elements as listed above (Exception: Purchasing Authority Number and Billing Code which are used by State departments only).
17. MINIMUM ORDER
This contract contains a minimum order of one (1) complete configuration (i.e., desktop, laptop, etc.).
Portable Monitors are treated as a peripheral to a laptop and can only be purchased with a a laptop. Portable monitors are not available on stand-alone monitor contracts.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
VAS cannot be purchased as a stand-alone item. VAS can only be purchased with the purchase of a complete configuration. If an ordering agency determines there is a need for VAS and it was not included on their initial PO, the ordering agency may purchase after the initial PO, but it can be only for product purchased from this contract.
Optional Accessories cannot be purchased as stand-alone items. They can only be purchased with the purchase of a complete configuration. If an ordering agency determines there is a need for these items and they were not included on their initial PO, the ordering agency may purchase these items after the initial PO, but it must be within ninety (90) days of the initial PO and the items must be for the product purchased from the contract only.
Extended Warranties may be purchased after the initial PO if purchased prior to the current warranty's expiration. Extended Warranties can only be purchased for product purchased from this contract.
If agencies are unable to amend the initial PO, they may issue a new PO as long as it is tied back to the initial PO (i.e., comment included on new PO). Additional and/or amended PO's must be issued prior to contract expiration.
18. ORDERING PROCEDURE
Ordering agencies are to submit appropriate purchase documents directly to the Contractor via one of the following ordering methods:
• U.S. Mail
• Facsimile
• Email
The Contractor's Order Placement Information is as follows:
ORDER PLACEMENT INFORMATION
U.S. Mail:
PC Specialists, Inc. dba Technology Facsimile: Email:
Integration Group (858) 790-0027
[email protected]
*11860 Community Road, Suite 160
Poway, CA 92064*
When using any of the ordering methods specified above, all State departments must conform to proper State procedures.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
19. ORDER ACCEPTANCE
The Contractor shall accept orders from any ordering agency. The Contractor shall not accept purchase documents for this contract that:
• Are incomplete.
• Contain non-contract items or items outside the scope of the contract. • Contain non-contract terms and conditions.
The Contractor must not refuse to accept orders from any ordering agency for any other reason without written authorization from the State Contract Administrator.
20. ORDER RECEIPT CONFIRMATION
The Contractor will provide ordering agencies with an email or facsimile order receipt confirmation within forty-eight (48) hours of receipt of purchase document. The Order Receipt Confirmation shall include the following information:
• Contractor's Order Number
• Ordering Agency Name
• Agency Order Number (Purchase Order Number)
• Description of Goods
• Total Cost
• Anticipated Delivery Date
• Identification of any Out of Stock/Discontinued Items
21. OUT OF STOCK REMEDY
Upon receipt of an order acknowledgment identifying out of stock items, the ordering agencies shall have the following options:
• Request a back order.
• Cancel the item from the order with no penalty.
The Contractor will provide notification to the ordering agencies regarding out-of-stock items which have been back ordered.
Under no circumstance is the Contractor permitted to make substitutions with non-contract items or unauthorized products.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
22. DISCONTINUED ITEM REMEDY
Upon receipt of an order acknowledgment identifying discontinued items, the ordering agencies shall have the following options:
• Amend purchase document to reflect State-approved substitute item (per Section 13, Product Substitutions)
• Cancel the item from the order.
Under no circumstance is the Contractor permitted to make substitutions with non-contract items or unauthorized products without approval from the State Contract Administrator.
23. DELIVERY SCHEDULES
Delivery for orders placed against this contract shall be in accordance with the following:
A. Locations
Deliveries are to be made (statewide) to the location specified on the individual purchase order, which may include, but not limited to inside buildings, high-rise office buildings, and receiving docks.
B. Schedule
Delivery of ordered product shall be completed in full within thirty (30) calendar days after receipt of an order (ARO) unless otherwise agreed to by the ordering agency.
Due to the current market conditions, actual delivery schedules may exceed the thirty (30) day delivery requirement. Departments are required to work with Contractors on delivery timelines. If there are any questions, please contact the State Contract Administrator.
Since receiving hours for each ordering agency will vary by facility, it will be the Contractor's responsibility to check with each ordering agency for their specific delivery hours before delivery occurs. The Contractor must notify the ordering agency within twelve (12) hours of scheduled delivery time, if delivery cannot be made within the time frame specified on the Order Receipt Confirmation.
The Contractor is requested to make deliveries in Los Angeles County, Orange County, San Bernardino Metropolitan Area, and San Diego Metropolitan Area during off-peak hours. Off-peak hours are Monday through Friday, 10:00 AM to 4:00 PM PT.
C. Security Requirements
Deliveries may be made to locations inside secure grounds that require prior clearances or special entry procedures to be followed for delivery drivers.
Security procedures may vary from facility to facility. The Contractor will be responsible for contacting the secure location for security procedures, hours of operation for deliveries and service, dress code, and other rules of delivery.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
Deliveries that are delayed due to drivers not being cleared to enter secure grounds may be cause for contract default.
24. FREE ON BOARD (F.O.B.) DESTINATION
All prices are F.O.B. destination, freight prepaid by the Contractor, to the ordering agency's final receiving point. Responsibility and liability for loss or damage for all orders will remain with the Contractor until final inspection and acceptance, when all responsibility will pass to the ordering agency, except the responsibility for latent defects, fraud, and the warranty obligations.
25. PALLETS
Unless otherwise specified on the ordering agency's purchase order document, standard commercially available pallet sizes should be used. All pallets shall be of sturdy construction and adequate condition to assure delivery of the goods without damage to the goods or safety hazards.
Exchange pallets may be available; however, the State assumes no responsibility for the availability to exchange pallets. Delivery drivers shall not remove more pallets from the location than delivering at time of delivery.
26. SHIPPED ORDERS
All shipments shall be in accordance with the General Provisions, Article 12 entitled "Packing and Shipment"
27. PACKING SLIP
A packing slip will be included with each shipment, which will include at least the following information in no particular order:
• Agency order number (purchase order number)
• Ordering agency name
• Line-item description
• Quantity ordered
• Quantity included in shipment.
Any back ordered or out of stock items and availability date of unfilled and partial shipment.
Number of parcels
• Destination
• All information contained on the packing label.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
28. PACKING LABEL
A packing label will also be included with each order shipped and include the following items, visible on the outside of the box:
• Ordering Agency Name
• Delivery Address, Unit, and/or Floor
• Ordering Agency Contact Information
29. INSTALLATION
Contractor shall provide installation as a VAS. Physical installation includes coordination of installation with State representative, power-up, installation of latest firmware, installation of software and updates and removal of trade-in equipment and dunnage. Testing and diagnostics must include execution of a suite of hardware and software. The basic configuration must be completed and accepted by a State representative.
Installation shall include electronic documentation, including configuration instructions, at no additional price.
Installation will require an SOW if D&L is included in the purchase order. Please refer to Section 7A, Contract Items.
30. INSPECTION AND ACCEPTANCE
Inspection and acceptance shall be in accordance with the General Provisions, Article 16 titled Inspection, Acceptance and Rejection.
31. CUSTOM PRODUCT ACCEPTANCE PROCESS
Contractor shall supply the ordering agency with one (1) complete custom configuration for inspection of the series of units on the Purchase Order, completed in accordance with the specifications, including all requested items and sub-components. Arrangements for inspection shall be made only when customization of the unit is complete.
Contractor shall receive notice within five (5) business days of inspection indicating that the unit is either acceptable or not acceptable. Unacceptable or non-compliant items will be identified at the time of notification. Contractor shall provide the corrected unit for inspection within ten (10) business days after notification from the State.
After inspection and acceptance by the State, the accepted custom unit shall be the criteria or basis for acceptance of the balance of the delivery. This will not constitute final acceptance of each unit remaining on the Purchase Order.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
32. CONTRACT ADMINISTRATION
Both the State and the Contractor have assigned contract administrators as the single points of contact for problem resolution and related contract issues.
Administrator PC Specialists, Inc. dba Technology
DGS-PD
Information Integration Group (TIG)
Contact Eileen Tardiff Georgia Vasilion
Name:
Telephone: (279) 946-8013 (562) 279-0950 ext. 4962
Facsimile: N/A (562) 279-0819
Email: Eileen [email protected] Georgia. [email protected] Address: DGS/Procurement Division PC Specialists, Inc. dba Technology Attn: Eileen Tardiff Integration Group
707 Third Street, 2nd Floor, Attn: Georgia Vasilion
MS 201 *11860 Community Road, Suite 160
West Sacramento, CA Poway, CA 92064*
95605
33. RETURN POLICY
Contractor shall accept returns for up to thirty (30) calendar days after delivery. Contractor is not required to accept returns after this time period. Contractor shall offer a credit or refund in accordance with Section 35, Credit Policy. Contractor may impose a Restocking Fee in accordance with Section 36, Restocking Fees.
Products returned should be in the packaging as delivered and include all documentation.
Lost or damaged packaging materials and/or documentation shall be supplied by the Contractor. The Contractor shall not charge for these materials in excess of the Contractor's cost or the Restocking Fee, in accordance with Section 36, Restocking Fee, whichever is lower. The Contractor shall provide the State Contract Administrator and/or ordering agency a copy of the Contractor's material cost, if requested, within ten (10) days of request.
All returns shall be picked up within seven (7) working days of notification. Notification is defined as notice in writing, by facsimile or e-mail. Shipping or freight costs for returned items that were shipped in error, defective or freight-damaged shall be paid by the Contractor.
34. CUSTOM PRODUCT RETURN POLICY
Order agencies shall accrue no charges for custom product if the product is defective or freight damaged. Any other custom product can be returned by any ordering agency but may be subject to fees to remove customization (VAS), in addition to the fee specified in Section 36, Restocking Fees. These fees may be negotiated between the Contractor, ordering agency and the State Contract Administrator.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
35. CREDIT POLICY
The Contractor shall offer a full credit/refund for the following items:
Items shipped in error.
Defective or freight-damaged items.
• Unopened product (within fifteen (15) days of delivery). • Items that are non-compliant with the specification(s)/Purchase Order requirements (within fifteen (15) days of delivery).
All other items returned in accordance with Section 33, Return Policy, shall receive credit or refund, less any applicable restocking fees in accordance with Section 36, Restocking Fees. In all cases, the ordering agency shall have the option of taking an exchange, receiving a credit, or receiving a refund.
The Contractor will be responsible for the credit/refund or replacement of all products, including those covered by manufacturer warranties as stated in Section 42, Warranty.
Contractor cannot require the ordering agency to deal directly with the manufacturer.
36. RESTOCKING FEES
The Contractor may impose a restocking fee for returns for reasons not listed in 36, Credit Policy. Re-stocking fee for this contract shall be no greater than 10 percent.
The packaging and documentation provisions of Section 33, Return Policy, shall apply to re-stocked items.
37. INVOICING
Invoices shall be submitted to the ordering agencies within seven (7) calendar days from date of delivery.
Ordering agencies may require separate invoicing, as specified by each ordering agency.
Invoices will contain the following information:
• Contractor's name, address, and telephone number
• Leveraged Procurement Agreement Number (Contract Number) • Agency order number (purchase order number)
• Item and commodity code number
• Quantity purchased.
• Contract price and extension
• State sales and/or use tax.
• Prompt payment discounts/cash discounts, if applicable • Totals for each order
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
38. PAYMENT
A. Terms
Payment terms for this contract are net forty-five (45) days. Payment will be made in accordance with the provisions of the California Prompt Payment Act, Government Code Section 927, et seq. Unless expressly exempted by statute, the Act requires State departments to pay properly submitted, undisputed invoices not more than forty- five (45) days after the date of acceptance of goods, performance of services, or receipt of an undisputed invoice, whichever is later.
B. CAL-Card Use
State departments may use the CAL-Card for the payment of invoices. Use of the CAL-Card requires the execution of a Purchasing Authority Purchase Order (Std. 65) in accordance with Section 16, Purchase Execution and must include all required documentation applicable to the purchase.
The CAL-Card is a payment mechanism, not a procurement approach and, therefore, does not relieve State departments from adhering to all procurement laws, regulations, policies, procedures, and best practices, including those discussed in the State Contracting Manual (SCM) Volume 2. This includes but is not limited to the application of all sales and use tax laws, rules, and policies as applicable to the purchase.
C. State Financial Marketplace
State departments reserve the right to select the form of payment for all procurements, be it either an outright purchase with payment rendered directly by the State, or a financing/lease-purchase or operating lease via the State Financial Marketplace (GS $Mart and/or Lease $Mart). If payment is via the financial marketplace, the Contractor will invoice the State department and the State department will approve the invoice and the selected Lender/Lessor for all product listed on the State's procurement document will pay the Contractor on behalf of the State.
D. Payee Data Record
Each State department's accounting office must have a copy of the Contractor's Payee Data Record (Std. 204) in order to process payments. State departments should forward a copy of the Std. 204 to their accounting offices. Without the Std. 204, payment may be unnecessarily delayed. State departments should contact the Contractor for copies of the Payee Data Record.
39. CAL-CARD INVOICING
All CAL-Card invoices are to be processed separately from other payment methods and include the elements identified in Section 37, Invoicing. CAL-Card invoices shall be submitted to the CAL-Card account holder. The total invoice amount for each CAL-Card order must reflect a zero (0) balance due or credit, if applicable, and state "paid by CAL- Card"
This website contains additional information regarding DGS-PD's CAL-Card program.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
40. CALIFORNIA SELLER'S PERMIT
The California seller permit number for the Contractor is listed below. Ordering Agencies can verify that permits are currently valid at the following website: www.cdtfa.ca.gov.
State departments must adhere to the file documentation identified in the State Contracting Manual Volume 2.
Contractor Name Seller Permit#
PC Specialists, Inc. dba Technology 25-809508
Integration Group
41. ACCESSIBILITY COMPLIANCE/ VOLUNTARY PRODUCT ACCESSIBILITY TEMPLATE (VPAT)
Contract products are compliant with requirements for accessibility based on Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) are determined to be relevant for this contract.
42. WARRANTY
The Contractor must honor all manufacturers' warranties and guarantees for a period of three (3) years from the date of acceptance on all products offered as part of this contract.
The Contractor shall bear all material and labor costs for repair of equipment defects and failure. The bid price cost shall include the manufacturer's warranty cost.
During the warranty period, the Contractor must:
• Honor all manufacturers' warranties and guarantees on all products offered through the contract.
• Continue to provide warranty service after contract termination until expiration of warranties for products that have been sold under the contract. • Provide all labor, parts, and travel necessary to keep the products in good operating condition and preserve its operating efficiency in accordance with its technical specifications.
• Pay any necessary shipment and insurance costs.
The warranty services listed shall include all products, software and firmware maintenance costs and costs of labor, parts, travel, factory overhaul, rehabilitation, transportation, and substitute products as necessary. If it is necessary to remove any products from an ordering agency's location where on-site warranty is specified, the Contractor will provide substitute products at the time of removal.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
Substitute products will be comparable to or better than the products removed. In instances where it is necessary for the Contractor to return the products to the factory, the Contractor will be responsible for all costs of the products from the time it leaves the ordering agency's site until it is returned to the site in good operating condition.
Only new standard parts or parts equal in performance to new parts will be used in effecting repairs. Parts that have been replaced will become the property of the Contractor except in instances where the ordering agency chooses to keep the hard drives. Replacement parts installed will become the property of the ordering agency.
All operating system software and firmware will be considered an integral component of the equipment and the Contractor will respond to all requests for warranty service for any failure.
Warranty services during the warranty period will not include electrical work external to the products, the furnishing of supplies, or adding or removing accessories, attachments, or other devices not provided under this contract. Warranty services also will not include repair of damage resulting from transportation by the ordering agency between State or local sites or from accident unless the accident is caused by negligent or intentional acts or omissions of the Contractor or its agents.
43. QUALITY ASSURANCE GUARANTEES
The Contractor shall represent and warrant that all products provided shall be free from defects in material and workmanship, given normal use and care, over the period of the manufacturer warranty. The terms of this contract will supersede any language to the contrary on purchase orders, invoices, or other sources. Contractors must use new products, parts, and components for all new equipment purchased by the State. The Contractor may use parts that are equal in performance to new parts for warranty replacement repair parts only as long as it does not violate the manufacturer's warranty.
44. EQUIPMENT REPLACEMENT DURING WARRANTY
If the product provided fails to perform in accordance with technical specifications and functional descriptions contained or referenced in the contract agreement and is subject to warranty response three (3) or more times during any ninety (90) day period, the Contractor will upon the ordering agency's request, replace the product at no price. The replacement products) will be delivered no later than fifteen (15) working days after the ordering agency's request is received by the Contractor. Replacement goods cannot be used, refurbished, or recycled, and must be of equal or greater value.
45. WARRANTY REPAIR RESPONSE TIME
The Contractor must provide warranty in accordance with the following times after notification from an authorized purchaser of a problem with any of the goods included on contract.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
Metropolitan Areas shall be 8x5x8 Next Business Day onsite - Eight (8) hours, typically 8:00 am to 5:00 pm, Pacific Time, five (5) days a week, Monday through Friday, eight (8) hour NBD onsite response time in metropolitan areas, excluding State holidays.
Non-Metropolitan Areas shall be 8x5x2 (two (2) hour call back response time, excluding State holidays.) Remediation shall be underway within 48 hours.
Metropolitan Areas:
Counties
San Diego, Orange, Riverside, Los Angeles, San Francisco, Alameda, Sacramento, Santa Clara, San Bernardino, Yolo, Solano, Contra Costa, and San Mateo.
Cities
Redding, Stockton, Bakersfield, Ventura, Tracy, San Quentin, Santa Rosa, Santa Barbara, Frontera, and Fresno.
46. RECYCLED CONTENT
State departments are required to report purchases in many product categories. The Postconsumer-Content Certification Form for the Contractor is attached (Attachment C).
47. SB/DVBE PARTICIPATION
This contract contains no Small Business (SB) participation.
The Disabled Veteran Business Enterprise (DVBE) certifications and percentages for the Contractor and subcontractor(s) are listed below. State departments can verify that the certifications are currently valid at the following website: www.caleprocure.ca.gov Prime or OSDS Certification # DVBE
Name Percent (%)
Subcontractor
Granite Data Solutions Subcontractor # 26068 25%
DVBE Participation: State departments must identify subcontractors on individual purchase documents whenever subcontractors are used.
The Contractor has committed to DVBE participation at total statewide contract levels of 25 percent of the total VAS sales for the entire contract term.
Individual orders may have no applicable participation or may have participation greater than that of the total contract commitment. Ordering agencies must verity the participation amount with the Contractor. The exact participation percentage levels for each purchase order will be determined on an order-by-order basis in cooperation with the Contractor prior to submittal of a Purchasing Authority Purchase Order (STD 65).
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
Any irregularities or concerns regarding prime or DVBE sub-contractor responsibilities are to be immediately documented and reported to the State Contract Administrator for further investigation. Information provided to the State Contract Administrator includes, but is not limited to:
• Copy of executed purchase document
• Value-added service description
• Work performance issue or concern
• State department contact name, email, and phone number.
State departments may request from the Contractor a monthly report providing the DVBE participation levels on purchase orders.
48. CERTIFICATION OF PAYMENTS TO DVBE SUBCONTRACTORS
In accordance with the State Contracting Manual, Volume 2, Section 1203.1, DGS-PD has prescribed an alternative mechanism for enforcing the DVBE subcontractor payment certification requirement on this Statewide Contract. State departments shall not collect a certified Prime Contractor's Certification - DVBE Subcontracting Report (STD. 817) from the Contractor. During the contract term, and upon completion of the contract for which a DVBE subcontractor commitment was made, DGS-PD will require the Contractor to certify that all participation commitments and payments under the contract have been made to the DVBE.
49. BIDDER DECLARATION/COMMERCIALLY USEFUL FUNCTION (CUF) The DGS-PD, as the awarding department, has assessed the Contractor and subcontractor certifications, (i.e., Darfur, Russian Sanctions, SB/DVBE, etc.), Bidder Declaration, and CUF during the solicitation evaluation process. Consequently, when executing purchase documents pursuant to this contract, it is not necessary for State departments operating under statewide contract purchasing authority to request the completion of State required certifications, a Bidder Declaration document, or perform additional CUF analysis. The State department should make a notation of this within their procurement file.
Exception: It is the responsibility of ordering departments to confirm CUF when value- added services are acquired by an ordering department and performed by certified SB/DVBE subcontractors consistent with commitments identified in the table above.
50. TAKE-BACK/TRADE IN
Before any Take-Back/Trade-In can occur, State departments must obtain approval for discarding their IT equipment from the DGS Surplus Property and Reutilization Program.
In accordance with the State Administrative Manual (SAM), Chapter 5900, Information Technology-Disposal of IT Equipment, each State department must explore the reutilization of surplus IT equipment prior to requesting approval for recycling or attempting to use the equipment as a credit toward the purchase of new equipment.
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-70-31C Supplement 7
Contract User Instructions
The Take-Back service is for similar equipment, including other OEM equipment. This service is for non-working equipment.
It is not mandatory that the ordering agency use the Take-Back/Trade-In service offered.
The equipment returned as part of the Take Back/Trade-In service shall be environmentally responsibly managed. To the greatest extent feasible, the equipment is to be refurbished for resale or recycled.
TIG utilizes its DVBE subcontractor, Granite Data Solutions, that is partnering with Prism Electronics, an R2 Certified, ISO14001 and ISO45001, electronics recycling company in Morgan Hill, CA to achieve a secure and zero landfill e-waste recycling process for their clients' retired electronic assets and for their obsolete IT assets. Equipment will be picked up by GDS employees and transported to either GDS or PRISM Electronics for processing.
Please contact Customer Service (Section 9) to arrange any Take-Back/Trade-In.
51. ELECTRONIC WASTE RECYCLING
The Contractor will comply with the Electronic Waste Recycling Act of 2003 requiring retailers to collect a recycling fee from consumers on covered electronic devices, starting January 1, 2005. California Public Resources Code Section 42463(f) defines a "covered electronic device" as a video display device containing a screen greater than four inches measured diagonally. The fees must be shown on all purchase orders. See the code identified above for more information and exceptions to this definition or go to CDTFA Tax Rates - Special Taxes and Fees for a breakdown of the fees.
52. ATTACHMENTS
Attachment A - Contract Pricing (Laptops) *Supplement 6 dated 5/26/2023* Attachment B - PC Goods Specifications (70-31C) *Supplement 6 dated 5/24/2023* Attachment C - Postconsumer Content Certification Workbook (PCRC) Supplement 5 dated 5/1/2023
Attachment D - Deployment and Logistics Workbook (D&L)
Department of General Services - Procurement Division
Statewide Contract 1-22-70-31C PC Goods, Dell
Attachment A - Contract Pricing, Laptops *Supplement 6 dated 5/26/2023* Contractor: PC Specialists, Inc., Technology Integration Group (TIG) To access a complete list of contract Non-Core catalog pricing click the link in the next cell:
Core Configuration - Laptops, Standard
For full item descriptions, go to product Con
Contact Line UNSPSC Code Manufacturer Part Manufacturer Commodity Description SKU # / Item # Item Description
Item # (CLIN) (Version 11) Number (OEM #) (OEM)
210-BF2Y, 379-BFBX, 210-BFZY, 379-BFBX,
619-ARSD, 338-CHFR, 619-ARSD, 338-CHFR,
370-AFVS, 400-BOLL, 370-AFVS, 400-BOLL,
LS101a Standard Laptop 43211507 391-BHDU, 555-BHHU, Dell 391-BHDU, 555-BHHU, Latitude 5440 451-BDBL, 346-BINY, 451-BDBL, 346-BINY,
997-8317, 997-8328, 997- 997-8317, 997-8328, 997-
8332 8332
210-BGBM, 379-BFBX, 210-BGBM, 379-BFBX,
619-ARSD, 338-CHGK, 619-ARSD, 338-CHGK,
370-AFVS, 400-BOWJ, 370-AFVS, 400-BOWJ,
L$102a Standard Laptop 43211507 391-HEU, 555-BHU, Dell 391-BHEU, 555-BHHU, Latitude 5540 451-BDBL, 346-BINQ 451-BDBL, 346-BINQ,
997-8317, 997-8328, 997- 997-8317, 997-8328, 997-
8332 8332
210-BGDH, 379-BFDM, 210-BGDH, 379-BFDM,
619-ARSD, 391-BHKR, 619-ARSD, 391-BHKR,
370-AFXX, 400-BOTM, 370-AFXX, 400-BOTM,
LS 104 Standard Laptop 43211507 Dell Precision 3480
346-BJQS, 555-BIIJ, 451- 346-BJQS, 555-BIIJ, 451-
BDBN, 354-BBGN, 997- BDBN, 354-BBGN, 997-
1075, 997-1129 1075, 997-1129
210-BGDN, 379-BFDM, 210-BGDN, 379-BFDM,
619-ARSD, 391-BHKE, 619-ARSD, 391-BHKE,
370-AFXX, 400-BOVT, 370-AFXX, 400-BOVT,
LS105 Standard Laptop 43211507 Dell Precision 3580
346-BINQ, 555-BIIJ. 451- 346-BINQ, 555-BIIJ, 451-
BDBN, 354-BBGJ, 997- BDBN, 354-BBGJ, 997-
1075, 997-1129 1075, 997-1129
210-BGGW, 379-BFFL, 210-BGGW, 379-BFFL,
619-ARSD, 338-CHRK, 619-ARSD, 338-CHRK,
LS106 Standard Laptop 43211507 370-BBFC, 400-BOTF, Dell 370-BBFC, 400-BOTF, Latitude 7640 391-BHJR, 346-BJBR, 391-BHJR, 346-BJBR,
555-BJNJ, 451-BDBU, 555-BJNJ, 451-BDBU,
321-BJBR, 804-2167 321-BJBR, 804-2167
Contact Line UNSPSC Code Manufacturer Part Manufacturer Commodity Description SKU # / Item # Item Description
Item # (CLIN) (Version 11) Number (OEM #) (OEM)
LS404 Memory 43211507 370-AFVR Dell 370-AFVR 32 GB, 2 x 16 GB, DDR4, 3200 MHz LS405a Storage 43211507 400-BOVY Dell 400-BOVY M.2 2230 PCle Gen4x4 512GB SSD Class 35 LS406a Storage 43211507 401-BBBH Dell 401-BBBH Additional M.2 2230 PCle Gen4x4 512GB SSD (Class 35) LS407 Docking Station 43211507 210-AZBG, 824-3993 Dell Dock- WD19S 90w Power Delivery - 130w AC with 3 Dell 210-AZBG, 824-3993
Years Advanced Exchange Service
LS408 Case 43211507 460-BCTK Dell 460-BCTK Dell Essential 15 Inch Laptop Briefcase - ES1520C LS409a Case 43211507 460-BDKB Dell 460-BDKB Dell EcoLoop Pro Sleeve 15-16 LS410 Case 43211507 | 460-BCQM 460-BCQM Dell Premier 15 Inch Slim Laptop Backpack - PE1520PS LS411 Case 43211507 460-BCQL Dell 460-BCQL Dell Premier Briefcase 15 (PE1520C) LS412 Case 43211507| 460-BCTJ 460-BCTJ Dell Essential 15 Inch Laptop Backpack - ES1520P LS413a Case 43211507 460-BCMO Dell 460-BCMO Dell 14 Inch Laptop Briefcase LS414 Case 43211507| 460-BCMJ Dell 460-BCMJ Dell 15 Inch Laptop Slim Backpack - PO1520PS LS415 Keyboard and Mouse 43211507 580-AJIS Dell 580-AJIS Dell Pro Wireless Keyboard & Mouse - KM5221W Dell Premier Multi-Device Wireless Keyboard & Mouse -
LS416 Keyboard and Mouse 43211507 580-AJIX Dell 580-AJIX LS417 Keyboard and Mouse 43211507 580-AISY Dell 580-AISY Dell Multi-Device Wireless Keyboard & Mouse - KM7120W LS418 Keyboard and Mouse 43211507 570-AALK Dell 570-AALK Dell Wireless Mouse (Black) - WM126 LS419 Keyboard and Mouse 43211507 580-ADMT Dell 580-ADMT Dell Multimedia Wired Keyboard (Black) - КB216 LS420a Keyboard and Mouse 43211507 570-ABGN Dell 570-ABGN Dell Laser Wired Mouse - MS3220 - Black Intel i7-1360P 28W Processor with NVIDIA A500 4GB
LS421a Video Card 43211507 490-BIGJ Dell 490-BIGJ
GDDR6 Graphics
14" FHD LCD with 300 nits, Touch, FHD IR Camera and
LS422a Display 43211507 391-BHKX Dell 391-BHKX
Microphone, EMZA Proximity Sensor, and WLAN
LS423a Memory 43211507 370-AGZK Dell 370-AGZK 32 GB, 2 x 16 GB, DDR5, 4800 MT/s LS424a Storage 43211507 400-BOTJ Dell 400-BOTJ 512GB, M.2 2230, Gen 4 PCle NVMe SSD, Class 35 LS425a AC Adapter 43211507 492-BDIO Dell 492-BDIO 100W AC adapter, USB Type-C, TCO Gen9 compliant LS426a Management 43211507 631-ADPV Dell 631-ADPV Intel vPro Enterprise Technology Enabled LS427 Software 43211507 634-BLTY, 814-8752 Dell 634-BLTY, 814-8752 Absolute Control (Pro), 5 Years LS428 Video Card 43211507 490-BIGN Dell 490-BIGN Intel 17-1360P 28W Processor with NVIDIA A500 4GB GDDR6 Graphics
15.6" FHD 1920 x 1080, 60 Hz, 250 nits, touch, IR FHD
LS429 Display 43211507 391-BHKH Dell 391-BHKH
EMZA Camera and Mic with WLAN + 4G WWAN
LS430 Storage 43211507 400-BOVQ Dell 400-BOVQ 512GB, M.2 2230, Gen 4 PCle NVMe SSD, Class 35 LS431 Software 43211507 634-BLUH, 814-8754 Dell 634-BLUH, 814-8754 Absolute Resilience 3 Years C2G 6ft High Speed HDMI Cable with Ethernet - 4K 60hz - LS432 Cable 43211507 A7657890 Dell A7657890
M/M
LS433 Lock 43211507 A9171129 Dell A9171129 Noble T204T Compact Wedge Lock with Barrel Key - Laptop locking kit - Silver
Dell Intel® Core ™ i5-1350P, vPro® Enterprise (12MB Cache, 12 LS434 Processor 43211507 379-BFDL 379-BFDL
Cores, 16 Threads, 1.9 - 4.7 GHz Turbo, 28W)
Dell 391-BHJW 15.6" FHD 1920 x 1080, 60 Hz, 400 nits, non-touch, RGB LS435 Display 43211507 391-JW
FHD Camera and Mic with WLAN + 5G WWAN
LS436 Backlit Keyboard 43211507 583-BHBG Dell 583-BHBG English US backlit keyboard with numeric keypad, 99-key 43211507 379-BFFM Dell 379-BFFM 13th Gen Intel® Core ™ i7-1355U (12 MB cache, 10 cores, LS437 Processor
up to 5.00 GHz Turbo)
LS438 Processor 43211507 379-BFFJ Dell 379-BFFJ 13th Gen Intel® Core ™ i7-1365U (12 MB cache, 10 cores, up to 5.2 GHz Turbo)
43211507 Dell Intel@Iris®Xe Graphics, i7-1365U Processor,32GB LPDDR5 LS439 Memory 338-CHRP, 370-BBFG 338-CHRP, 370-BBFG
Memory
LS440 Memory 43211507 400-BOTC Dell 400-BOTC 512GB M.2 PCle NVMe Solid State Drive, Class 35 Taunh IDC
Contact Line UNSPSC Code Manufacturer Part Manufacturer Commodity Description SKU # / Item # Item Description
Item # (CLIN) (Version 11) Number (OEM #) (OEM)
2 Years Extended Battery Service for Years 2 and 3 of
LS806a Battery Warranty 43211507 815-2815 Dell 815-2815 System Life
997-1068, 997-1089, 997- 997-1068, 997-1089, 997-5 Years ProSupport Plus with Next Business Day Onsite LS807 5 Year Upgrade Warranty 43211507 1129, 997-1139, 997- Dell 1129, 997-1139, 997- Service
6068 6068
L$808 3 Year Hard Drive Warranty 43211507 983-8332 Dell 983-8332 Keep Your Hard Drive, 3 Years LS809 4 Year Upgrade Warranty 43211507 4 Years Hardware Service with Onsite/In-Home Service After 804-2167, 804-2169 Dell 804-2167, 804-2169
Remote Diagnosis
LS810 43211507 5 Years Hardware Warranty with Onsite/In-Home Service 5 Year Upgrade Warranty 804-2167, 804-2170 Dell 804-2167, 804-2170 after Remote Diagnosis Value-Added Services (VAS) - Laptops (this category shall be the same for all Laptop Configurations) Contact Line UNSPSC Code Quantity in
Commodity Description SKU # / Item # Unit of Measure Contractor's Standard Hourly Rate Item # (CLIN) (Version 11) Unit of Measure
LV1000 Installation 81110000 TIG-INS4112-CA Each - $32.00 Asset Tagging
LV1001 (Bidder administration of State 81110000 TIG-ATG4112-CA Each $10.00 provided tag, with number)
Detailed Electronic Asset
LV1002 Information (in addition to 81110000 TIG-AIN4112-CA Each $0.00 Asset Tagging)
Imaging (not for use with
LV1003 81110000 TIG-IMG4112-CA Each $33.00
monitors)
LV1004 Take-Back Services 81110000 TIG-DIS4112-CA Each $10.00 LV1005 Deployment & Logistics 81110000 TIG-TLG4112-CA Hour $50.00 LV1006 Emergency Services (4-hour 81110000 TIG-EMG4112-CA Hour $60.00
response, per occurrence)
Microsoft AutoPilot 365-8303, 378-2291, 378-
LV1007 Registration 81110000 7743, 382-3032, 382- Each $24.00 1755
End of Sheet
Product Category
LS - Latitude 5440
LS - Latitude 5540
LS - Precision 3480
LS - Precision 3580
LS - Latitude 7640
Product Category
LS - Latitude 5430 Series, LS - Latitude
5530
LS - Latitude 5440 Series, LS - Latitude
5540
LS - Latitude 5540
For use with all Core Configurations
For use with all Core Configurations
For use with all Core Configurations
For use with all Core Contigurations
For use with all Core Configurations
For use with all Core Configurations
For use with all Core Configurations
For use with all Core Configurations
For use with all Core Configurations
For use with all Core Configurations
For use with all Core Configurations
For use with all Core Configurations
For use with all Core Configurations
For use with all Core Configurations
LS - Precision 5470
LS - Precision 3480
LS - Precision 3480, 3580
LS - Precision 3480
LS - Precision 3480, 3580
For use with all Core Configurations
LS - Precision 5470
LS - Precision 3580
LS - Precision 3580
LS - Precision 3580
For use with all Core Configurations
For use with all Core Configurations
For use with all Core Configurations
LS - Precision 3480, 3580
LS - Precision 3480, 3580
LS - Precision 3480, 3580
LS - Latitude 7640
LS - Latitude 7640
LS - Latitude 7640
LS - Latitude 7640
Product Category
LS - Precision 3480, 3580, LS - Latitude
7640
LS - Precision 3480, 3580
LS - Precision 3480, 3580
LS - Latitude 7640 series
LS - Latitude 7640 series
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CITY OF MERCED
MERCED ADMINISTRATIVE REPORT
File #: 24-428 Meeting Date: 7/1/2024
Report Prepared by: Jeff Bennyhoff, Director of Information Technology SUBJECT: Approval to Waive the Competitive Bid Process to Allow for the Cooperative Purchase with Competitively Bid Contracts; State of California Cooperative Agreement 1-22-70-31B, 1-23- 70-04C, 1-21-70-04A, 1-22-70-31C, 1-21-70-08B, 1-22-70-31A, 1-19-70-19B-2, and 1-21-70-19C -1 Awarded to Vendors Dell Inc, Ubeo, NWN, Granite Data Solutions, Presidio Networked Solution Group LLC, and PC Specialist, inc DBA Technology Integration Group in a not to Exceed Amount of $400,000 in Fiscal Year 2024/2025
REPORT IN BRIEF
Considers approving to waive the competitive bid process to allow for the Cooperative Purchase with Competitively Bid Contracts; State of California Cooperative Agreement 1-22-70-31B, 1-23-70-04C, 1 -21-70-04A, 1-22-70-31C, 1-21-70-08B, 1-22-70-31A, 1-19-70-19B-2, and 1-21-70-19C-1 awarded to vendors Dell Inc, Ubeo, NWN, Granite Data Solutions, Presidio Networked Solution Group LLC, and PC Specialist, inc DBA Technology Integration Group in a not to Exceed Amount of $400,000 in Fiscal Year 2024/2025.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving to waive the competitive bidding requirements as stated in Section 3.04.210 of the Merced Municipal Code due to cooperative purchasing; and, B. Approving the use of State of California Cooperative Agreement 1-22-70-31B (PC Goods - Dell Products Chromebooks and Monitors); and,
C. Approving the use of State of California Cooperative Agreement 1-23-70-04C (Plotters); and, D. Approving the use of State of California Cooperative Agreement 1-21-70-04A (Printers and Multifunction Devices); and,
E. Approving the use of State of California Cooperative Agreement 1-22-70-31C (PC Goods - Dell Laptops); and,
F. Approving the use of State of California Cooperative Agreement 1-21-70-08B (Tablets 2-in-1 devices Dell); and,
G. Approving the use of State of California Cooperative Agreement 1-22-70-31A (PC Goods - Dell CITY OF MERCED Page 1 of 3 Printed on 6/11/2024
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File #: 24-428 Meeting Date: 7/1/2024
Products Desktops, Thin Desktops, Thin Laptops, Rugged Laptops); and, H. Approving the use of State of California Cooperative Agreement 1-19-70-19B-2 (Data Center Equipment - Cisco); and,
I. Approving the use of State of California Cooperative Agreement 1-21-70-19C-1 (Data Center Equipment - Commvault); and,
J. Authorizing the City Manager or Deput City Manager to execute the necessary documents; and, K. Authorizing the Finance Officer to make necessary budget adjustments; and, L. Authorizing the City Manager or Deput City Manager to execute the necessary documents for future contract amendments in motion B though I; and,
M. Authorizing the purchase of up to $400,000 for goods between vendors Dell Inc, Ubeo, NWN, Granite Data Solutions, Presidio Networked Solution Group LLC, and PC Specialist, inc DBA Technology Integration Group.
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions as specified by the City Council; or,
3. Deny the request; or,
4. Refer back to staff for reconsideration of specific items as requested by the Council.
AUTHORITY
Charter of the City of Merced, Section 200.
CITY COUNCIL PRIORITIES
As provided for in the FY 24/25 Adopted Budget.
DISCUSSION
The City purchases a variety of technology goods utilizing the State of California Department of General Service Competitively bid contracts. These contracts encompass a broad array of technology items and software available from several vendors. For any given purchase, the City may use several contracts simultaneously to achieve optimal pricing for each order.
These contracts have been publicly bid by the state of California, allowing the City flexibility in its purchasing decisions; there is no requirement to buy exclusively through the contracts. City staff will continue to seek price quotes from multiple vendors. Should one of these contracts offer the lowest price, purchases will be made using contract. However, if another vendor presents a lower quote, the City will opt to buy from that vendor. These arrangements ensure that the City secures the lowest possible rates through via competitive bid contracts.
Without such agreements, the City would quickly surpass its authorized spending limit within the first CITY OF MERCED Page 2 of 3 Printed on 6/11/2024
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File #: 24-428 Meeting Date: 7/1/2024
30 days of the fiscal year, preventing further procurement of goods. Given that these contracts encompass millions of items, using them is the most efficient and cost-effective method to guarantee continued access to necessary goods at the lowest cost points. The Information Technology Department is requesting that the Council waive the competitive bidding requirements, as outlined in municipal code section 3.04.210, which exempts competitive bidding for cooperative purchases.
IMPACT ON CITY RESOURCES
Last fiscal year Council approved $520,000 of spending authority with these contracts. These purchases accounted for spending across all City departments. As the City had onetime expenses that will not be required in Fiscal Year 24/25 staff is seeking authority in the amount not to exceed $400,000. For any expenditure above this threshold, staff will come back to Council for additional expenditure authority. This authorization does not encumber or expend any funds, it only grants the authority to expend funds if the City needs to purchase goods. If the City expends below this threshold amount, no funds will be lost.
ATTACHMENTS
1. State of California Cooperative Agreement 1-22-70-31B PC Goods - Dell Products Chromebooks and Monitors
2. State of California Cooperative Agreement 1-23-70-04C Plotters;
3. State of California Cooperative Agreement 1-21-70-04A Printers and Multifunction Devices
4. State of California Cooperative Agreement 1-22-70-31C PC Goods - Dell Laptops
5. State of California Cooperative Agreement 1-21-70-08B Tablets 2-in-1 devices Dell
6. State of California Cooperative Agreement 1-22-70-31A PC Goods - Dell Products Desktops, Thin Desktops, Thin Laptops, Rugged Laptops
7. State of California Cooperative Agreement 1-19-70-19B-2 Data Center Equipment - Cisco
8. State of California Cooperative Agreement 1-21-70-19C-1 Data Center Equipment - Commvault CITY OF MERCED Page 3 of 3 Printed on 6/11/2024
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