BID DUE DATE: TUESDAY, OCTOBER 15, 2013 @ 11:00 A.M. (CST)
REQUEST for OFFER #: 730-14007 POLYCOM PHONE DEVICES BID POSTING DATE: TUESDAY, OCTOBER 01, 2013 BID DUE DATE: TUESDAY, OCTOBER 15, 2013 BID OPENING TIME: 11:00 A.M. (CST)
Company Name: Texas Vendor ID or FEI Number: Physical Address: City: State: Zip: Phone Number: Email Address: Authorized Signature: Type or Print Name of Authorized Person: Date:
TOTAL AMOUNT OF BID:
$ Bid price is guaranteed for 60 days
[ [ [ [ [
] ] ] ] ]
Check below if preference is claimed under Rule 1 TAC 113.8 Produced in Texas and/or Texas bidder Texas agricultural products USA produced supplies, materials or Equipment Historically Underutilized Business by the TX Procurement and Support [ ] Products of persons with mental or physical Disabilities [ ] Products made of recycled materials [ ] Energy efficient products
Vendor agrees to comply with all conditions shown on this form. FAILURE TO MANUALLY SIGN WILL DISQUALIFY BID
For Additional Information Contact Buyer: Samuel Arevalo Name
[email protected] E-Mail
713-743-8606 Phone Number
DO NOT FORGET TO INCLUDE ELECTRONIC COPY OF PRPOSAL (see page 2)
Page 1 of 12
BID DUE DATE: TUESDAY, OCTOBER 15, 2013 @ 11:00 A.M. (CST)
POLYCOM PHONE DEVICES GENERAL INTENT University of Houston is in the process of a campus-wide deployment of Microsoft Lync based telephones. This purchase Microsoft Lync optimized Polycom phone devices. SOLE SOURCE These specifications are being advertised under section 1 TAC @ 113.3. Only bids on items conforming exactly to these specifications will be considered in determining an award. “Conforming exactly to these specifications” means bidding only the brand name(s) make and model number (s) specified in this bid invitation. TERM of The result of this ITB is a term award an initial term of two (2) years from the date of purchase. The University reserves the right to negotiate as necessary. TERMINATION CLAUSE The University may terminate this award at any time upon 30-calendar days’ notice in writing to the awarded firm. Upon receipt of such notice, firm shall, unless the notice directs otherwise, discontinue all services in connection with the performance of the award and shall proceed to cancel promptly all existing orders and awards insofar as such orders and awards are chargeable to this award. BID OPENING Sealed bids titled “RFO: 730-14007 POLYCOM PHONE DEVICES” will be received by the Purchasing Office and opened at 11:00 a. m. on Tuesday, October 15, 2013, at the University of Houston, Purchasing Department, Attn: Samuel Arevalo, 5000 Gulf Freeway, ERP Bldg. 1, Room 206, Houston, Texas 77204-5015. RETURN BID TO Respondents to bids via a delivery service, please address your envelope to University of Houston, Purchasing Department, 5000 Gulf Freeway, ERP Bldg. 1, Room 206, Houston, Texas 77023. Faxed and late bids will not be accepted under any circumstances. DO NOT USE U. S. Postal Service when submitting your bid. Submit one (1) clearly marked original and one (1) identical electronic copy on a memory drive (jump drive) of the proposal including any supplemental printed material referenced with the name and number, “RFO: 730-14007 POLYCOM PHONE DEVICES” WAIVER OF INCONSISTENCIES The University of Houston reserves the right to waive any and all minor technical inconsistencies in evaluating the proposal responses. INCURRED EXPENSES Any and all expenses incurred in response to this proposal are entirely the responsibility of the vendor. Neither the University, nor the State of Texas, is liable in any manner. FIXED EXCALATION CLAUSE Bidders must certify a fixed, maximum percentage of escalation for both the subsequent terms of the contract as specified. This percentage will be employed in the evaluation and award of any contract resultant of the bid.
Page 2 of 12
BID DUE DATE: TUESDAY, OCTOBER 15, 2013 @ 11:00 A.M. (CST)
The maximum annual percentage of escalation is ______%. If this field is not filled in, an escalation of 0% will be assumed. All prices MUST remain firm during the initial term of award as identified on this ITB VENDOR CERTIFICATION/ACCEPTANCE The undersigned hereby certifies that he has read, understands, and agrees that acceptance by The University of Houston of the bidder’s offer by issuance of a purchase order will create a binding legal contract. Further he agrees to fully comply with documentary forms herewith made a part of this specific procurement NAME OF COMPANY: AUTHORIZED SIGNATURE: NAME & TITLE: PHONE NUMBER: BID RESPONSE REQUIREMENTS ALL BID PRICING MUST BE SUBMITTED ON THIS FORM. IN THE EVENT AN ATTACHMENT IS SUBMITTED, REFERENCE TO THE ATTACHMENT MUST BE NOTED ON THIS BID FORM AND THE ATTACHMENT MUST REFERENCE THE BID NUMBER AND MUST BE SIGNED BY THE SAME AGENT THAT SIGNS THIS FORM. FAILURE TO DO SO MAY RESULT IN DISQUALIFICATION OF YOUR BID. NOTE: Only those inquiries the University of Houston System replies to which are made by formal written addenda shall be binding. Oral and other interpretations or clarification will be without legal effect. All responses to inquires and interpretations will be posted to the Electronic State Business Daily (ESBD) at: http://esbd.cpa.state.tx.us/ It is all bidder(s) responsibility to check the Electronic State Business Daily (ESBD) for all postings up to the bid opening date. Bidder(s) must acknowledge all addenda by either signing or returning such document(s) or by letter. Such acknowledgment must be received prior to the hour and date specified for receipt of bids, or shall accompany the bid response. WAIVER OF INCONSISTENCIES The University of Houston reserves the right to waive any and all minor technical inconsistencies in evaluating the proposal responses. QUALIFICATION REQUIREMETS (respondents must meet requirements) - Respondent must have previous experience providing Polycom phone devices and equipment. - Respondent must have the ability to provide prompt delivery services. The following attachments are to be considered as part of this bid: 1)
HUB SUBCONTRACTING PLAN (HSP)
TERMS AND CONDITIONS The agreement will be awarded to the responsive and responsible Bidder or Bidders whose RFO will be most advantageous to the University based on quality, service, price, and other factors considered as mentioned in the RFO specifications. The University reserves the right to waive any technical or formal error or omissions and reject any or all RFOs, or to award an agreement for the items thereon, either in part or in whole, if it is deemed to be in the best interest of the University to do so. Page 3 of 12
BID DUE DATE: TUESDAY, OCTOBER 15, 2013 @ 11:00 A.M. (CST)
Criteria that may be reviewed by the University’s committee in the award of this RFO includes, but is not limited to, the following: Superior quality and adherence to specifications Excellent service – delivery and/or completion time Prices offered in bid Guarantees and warranties Company’s reputation and financial status Anticipated future cost and experience A. When a date is set for the delivery of services, said service must be delivered, and/or work must be performed, on or before said date. B. Respondent must ensuring that all traffic laws and ordinances are obeyed during the transport of and delivery of newspapers within and around the University campus and ensure that all vendor employees are appropriately licensed drivers. C. The University shall not be responsible for any goods delivered or services performed without an agreement signed by an authorized representative of the University. D. Awarded Respondent shall be paid only in accordance with an invoice submitted within thirty (30) working days from the date of receipt of the invoice. Payment shall be made only after services have been rendered or delivery of materials or products, and acceptance has been made by university personnel. E. The University reserves the right to waive formalities and reject any and all proposals. Firms with no prior experience and submittals that do not meet the minimum requirements will not be considered. The University reserves the right to interview and request additional information from proposers. F. Respondents to provide a list of three references that they have successfully provided products for projects of this type and magnitude. The list must include the client’s name, address, telephone number, a contact person, and a brief description of the particular type of project completed. G. All work and deliveries shall be made in accordance with good commercial practice and shall be adhered to by the successful Respondent; except in such cases where the service will be delayed causes beyond the control of the successful Respondent. In these cases, the successful Respondent shall notify the University of any setbacks in advance of the service dates so that a revised schedule can be negotiated.
H. The successful Respondent shall not invoice the University until specified services and orders are delivered and accepted by the Universities’ authorized representative. It is understood and agreed that the University may, at its discretion, verbally cancel delayed services and seek services from another vendor and has the option to cancel orders and/or agreement for non-performance of services or non-delivery of goods. I.
Respondent must have adequate number of staff, adequate resources and equipment needed to complete the orders within the specified time frame given by the University
J. Must be able to fulfill complete order K. Must provide turnaround time to deliver order L. Must accept purchase orders Page 4 of 12
BID DUE DATE: TUESDAY, OCTOBER 15, 2013 @ 11:00 A.M. (CST)
The University specifically requests that Respondents restrict all contact and questions regarding this ITB to the above named individual. Any questions or concerns regarding this ITB shall be directed via e-mail to: Samuel Arevalo, Senior Buyer,
[email protected] QUESTIONNAIRE In order to receive bid award consideration, the respondent must be able to demonstrate that they are currently providing or have had at least one contract, as a prime supplier, for printing services that is similar in size and scope to this solicitation. The reference(s) should be included in the space provided below. Please attach another piece of paper if necessary. 1. Name:__________________________________________________________________________ Address________________________________________________________________________ City & State_____________________________________________________________________ Name & Phone Number of Contact: ______________________ Years of Services: ____________ 2. Name:__________________________________________________________________________ Address________________________________________________________________________ City & State_____________________________________________________________________ Name & Phone Number of Contact: ______________________ Years of Services: ____________ 3. Name:__________________________________________________________________________ Address________________________________________________________________________ City & State_____________________________________________________________________ Name & Phone Number of Contact: ______________________ Years of Services: ____________
AWARD The University of Houston intends to award in such a way as to gain the greatest benefit to the end result of this project and therefore the University. To accomplish this, the University reserves the right to enter into negotiations (discussions) with any or all vendors as we see fit in order to determine the most advantageous proposition to the University. The University of Houston will be the sole judge of what constitutes the most advantageous proposition to the University. CRITERIA FOR AWARD The evaluation of the bid will include the overall response to the bid, and will include, but is not limited to the “Best Value Standard for Purchase of Goods or Services” and any other factor the University of Houston deems relevant. The University must be confident that their needs can be met. The University will evaluate and make the award on the bid that is determined to be the best value to the State based on the criteria listed below.
Page 5 of 12
BID DUE DATE: TUESDAY, OCTOBER 15, 2013 @ 11:00 A.M. (CST)
All bids must be complete and convey all of the information requested to be considered responsive. Considerations for award of this contract will include the factors in accordance with Government Code 2155.074. Best Value Standard for Purchase of Goods or Services are as follows: a) For a purchase of goods and services under this chapter, each state agency, including the Texas Procurement and Support Services, shall purchase goods and services that provide the best value for the state. (b) In determining the best value for the state, the purchase price and whether the goods or services meet specifications are the most important considerations. However, the Texas Procurement and Support Services or other state agency may, subject to Subsection (c) and Section 2155.075, consider other relevant factors, including: (1) best prices for 2500 Polycom CX600 phone devices; (2) best prices for 500 Polycom CX600 Power Adapters; (3) best prices for 50 Polycom CX300 phone devices; (4) best prices for 100 Polycom CX3000 conference phone devices; (5) best prices for 50 Polycom CX500 phone devices; (6) best prices for 50 Polycom CX500 Wall Mount Kits; (7) life cycle costs; (8) the quality and reliability of the goods and services; (9) the delivery terms; (10) indicators of probable vendor performance under the contract such as past vendor performance, the vendor's financial resources and ability to perform, the vendor's experience or demonstrated capability and responsibility, and the vendor's ability to provide reliable maintenance and support; (11) the cost of any employee training associated with a purchase; (12) the effect of a purchase on agency productivity; (13) the vendor's anticipated economic impact to the state or a subdivision of the state, including potential tax revenue and employment; and (14) factors relevant to determining the best value for the state in the context of a particular purchase. (15) the University has the right to amend quantities listed above (either decrease or increase) at the awarded pricing and terms. (Added by Acts 1997, 75th Leg., ch. 1206, § 6, eff. Sept. 1, 1997) (Amended by Acts 2001, 77th Leg., ch. 1422, § 14.16, eff. Sept. 1, 2001) HUB SUBCONTRACTING PLAN (HSP) In accordance with Gov’t Code §2161.252, the contracting agency has determined that subcontracting opportunities are probable under this Project. Therefore, Respondents, including State of Texas certified Historically Underutilized Businesses (HUBs) must complete and submit a State of Texas HUB Subcontracting Plan (HSP) with their bid if the total dollar amount is greater than $100,000. A copy of the HUB Subcontracting Plan can be downloaded from this website: http://www.window.state.tx.us/procurement/prog/hub/hub-subcontracting-plan/ NOTE: Responses that do not include a completed HSP shall be rejected pursuant to Gov’t Code §2161.252(b). For instructions on how to complete the HUB Subcontracting Plan (HSP), Respondents may access the HSP and an online video by going to the State of Texas Comptroller of Public Accounts website at the link provided above. If you have questions or need assistance relating to the HSP Jack Tenner 713-743-5671 or
[email protected] Page 6 of 12
BID DUE DATE: TUESDAY, OCTOBER 15, 2013 @ 11:00 A.M. (CST)
PRODUCT SPECIFICATIONS Item#1: Polycom CX600 & cx500 Phone Devices and Adaptors
Polycom Acoustic Clarity™ technology, mechanical design and wideband codec support Audio – general with individual volume settings with visual feedback for each audio path HD Voice Voice activity detection Comfort noise fill DTMF tone generation/DTMF event RTP payload Low-delay audio packet transmission Adaptive jitter buffers Packet loss concealment Background noise suppression Cellular Phone Immunity Automatic gain control Dynamic noise reduction Acoustic echo cancellation
Handset frequency response: 150–7 kHz Compliant with ADA Section 508 Recommendations: Subpart B 1194.23 (all) Hearing aid compatible (HAC) for magnetic coupling to approved HAC hearing aids Audio—headset port Dedicated RJ-9 headset port Headset port frequency response: 150–7 kHz Audio—speaker phone Full Duplex speakerphone, compliant with IEEE 1329 Type 1 Acoustic echo cancellation Speaker frequency response: 200–7 kHz Speaker volume, maximum at 1/2 meter peak volume: 81 dB Mic frequency response: 150–7 kHz Mic pickup: 8 ft (2.5 m) CODEC support Microsoft RTAudio G.722.1 G.711 (narrowband, A-law and μ-law) Power Built-in, auto-sensing IEEE 802.3af-2003 Power over Ethernet Class 2 Optional AC power kit User Interface Display, 3.5”, QVGA TFT 24-bit color graphical display, 320 x 240 pixels, with Unicode character capability LED backlight with adjustable brightness Page 7 of 12
BID DUE DATE: TUESDAY, OCTOBER 15, 2013 @ 11:00 A.M. (CST)
Mic pickup...continued Backlight auto-dim when not in use Accessibility High contrast UI graphic screen option (software) TTY compatible headset port Compatible with commercially-available TTY adapter equipment TTY compatible handset port Buttons/keys 12-button dial pad, 0 - 9, *, # Volume up & volume down 2-way navigation: up, down, select, home, previous 2 soft keys + menu Hookswitch for handset Mute/unmute Speaker phone Headset Indicators, LED
Item# 2: Polycom CX3000 HD Voice™ (Polycom ® Acoustic Clarity™ technology, mechanical design and wideband codec support) Individual volume settings with visual feedback for each audio path •Voice activity detection •Comfort noise fill •DTMF tone generation/DTMF event RTP payload •Low-delay audio packet transmission •Adaptive jitter buffers •Packet loss concealment •Background noise suppression •Cellular Phone Immunity •Automatic gain control •Dynamic noise reduction •Acoustic echo cancellation Audio—Speaker/Mic: •Speaker frequency response, 200 – 7kHz •Speaker volume, maximum at 1/2 meter peak volume: 85dB •Full-duplex speakerphone, compliant with IEEE 1329 Type 1 •Acoustic Echo Cancellation •Mic frequency response: 150 - 7kHz •Mic pickup: 3.5m (12 ft.) CODEC support: •Microsoft RTAudio •G.722.1 •G.711 (narrowband, A-law and μ-law) Power: •Built-in, auto-sensing IEEE 802.3af-2003 Power over Ethernet Class 3: •Optional AC power kit
Page 8 of 12
BID DUE DATE: TUESDAY, OCTOBER 15, 2013 @ 11:00 A.M. (CST)
User Interface: •Display, 3.5”, QVGA TFT 24-bit color graphical display, 320 x 240 pixels, with Unicode character capability •LED backlight with adjustable brightness •Backlight auto-dim when not in use Accessibility: •High contrast UI graphic screen option (software) •Compatible with commercially-available TTY adapter equipment Buttons/keys: •12-button dialpad, 0 - 9, *, # •Volume Up & Volume Down •2-way navigation: Up, Down, Select •Home, Previous •2 soft keys + Menu •On/Off Hook •Mute/unmute button Indicators, LED: •Ringing/In Call/Mute/Hold indicator (x 3) •Presence Indicator Connectivity: •Single Ethernet 10/100 Base-T with RJ45 connector port •IEEE 802.3af class single PoE Ethernet 10/100 Base-T •USB Device port, Type B female •2 extension Mic ports Included Accessories: •Ethernet cable, 25 ft (7.5m) •USB Cable, A to B (for “Better Together”), securable to device, 2m Accessories available separately: •AC Power Kit with 48V PSU, PoE Power Injector Cable and 2m line cord with local plug •Extension mics, pair, with 3m (10ft.) cables Physical: •Weight: console: 724g; packaged, with all included accessories: 1.852 kg •Dimensions (d x w x h): phone: 365 x 324 x 67 mm, packaged: 341 x 452 x 92 mm •Security cable lock slot Operating Conditions: •Temperature 0 to +40 degrees C (+32 to 104 degrees F) •Relative Humidity: +10% to 90%, non-condensing Storage Temperature: •-40 to +85 degrees C (-40 to +185 degrees F) Regulatory Certifications: •Electrical Safety -UL60950-1 (USA / Canada) •EMC – USA (Class B) -FCC Part 15
Page 9 of 12
BID DUE DATE: TUESDAY, OCTOBER 15, 2013 @ 11:00 A.M. (CST)
Software Features: •Basic Mode -Contacts -Photos -Message waiting indicator -Standard Enterprise IP-PBX features, CAC, Survivability, E911 (US only), call park, etc. -Teleworker support -Conference leader experience •Enhanced Mode -Individual Voice Mail listings -Calendar -Join Conference -“Better Together” -Lync integration call logs Part Number •2200-15810-025 Warranty 12 Months Polycom ® CX3000 Ships With: •Conference phone console •25ft Ethernet cable •Captive USB cable •Quickstart Guide •Warranty Card
Item# 3: Polycom CX3000 Product specifications Relative humidity: 95% max Size (L x W x H) (non-condensing) Handset: 7.5 x 2.0 x 0.75 in Altitude: -1000–13,000 ft (19.05 x 5.08 x 1.91 cm) (-304.8–3962.4 m) Cradle: 3.5 x 5.5 x 5.0 in Light Exposure: Fluorescent overhead (8.89 x 13.97 x 12.7 cm) lighting and window filtered daylight Weight (typical offices) Unit: 2.43 lbs (1.10 kgs) Regulatory compliance— Handset: 0.45 lbs (0.21 kgs) Approvals gained Shipping weight: 2.43 lbs (1.10 kgs) Electrical safety Power UL60950-1 (USA/Canada) Supply voltage 5V provided by IEC / EN60950-1 (EU) USB connection GOST Power consumption 500 mA MIC Device to PC interface CQC USB 2.0 EMC—general Captive 6.56 ft (2.0 m) USB cable- Device controls and keypad CISPR22 4 x 3 dialpad EMC—USA (Class B) Redial key Page 10 of 12
BID DUE DATE: TUESDAY, OCTOBER 15, 2013 @ 11:00 A.M. (CST)
FCC Part 15 Flash Key EMC—Canada (Class B) Delete Key ICES00.3: 1998 Mute/un-mute key EMC—EU (Class B) Speaker on/off key EN 55022 Handset/headset key EN 55024 Volume up/down key EMC—ROW (Class B) LED indicators C-Tick (Australia) Off hook indicator VCCI (Japan) Voice messaging indicator GOST (Russia) Speaker phone indicator MIC (Korea) Headset indicator CQC (China) Call forwarding indicator Optimized for Microsoft Multi-color LED presence indicator Lync Audio Microsoft TIA-920 Lync Frequency response: 200–7 kHz >58 dB Server 2013 [200, 7000] Hz Microsoft Dynamic range: >80 dB (@ 1 kHz) Lync Total Harmonic Distortion + Noise: Server 2010 <3% (@ 200–7 kHZ) Microsoft Auxiliary audio output Communications Server RJ-22 headset jack with built-in amplifier 2007 R2 Audio enhancements Warranty Automatic gain control 12 months Dynamic noise reduction Polycom CX300 USB desktop phone Acoustic echo cancellation ships with: Minimum System Requirements CX300 USB desktop phone base Windows Handset XP, Windows 6 ft handset curly cord 7 Captive USB cable PC with Microsoft Quickstart Guide Office Communicator Product registration card 2007 R2 version 3.5.6907.37 or a later Warranty card version installed Part Number: One available USB 2.0 compliant 2200-32500-025 connection Environmental requirements Temperature: 0–40°C (32–104° F)
Page 11 of 12
BID DUE DATE: TUESDAY, OCTOBER 15, 2013 @ 11:00 A.M. (CST)
Item# 4: Polycom Cx500 Wall Mount Kit The Polycom 2200-44331-001 is a wall mounting braking for the Polycom CX500 OCS IP Phone. It comes with the mounting bracket and a 100 mm Ethernet Patch Cable.
Item# 4: Polycom Cx600 Power Adapter Polycom AC Power Kit - Power adapter (pack of 5 ) - for Polycom CX500 IP Phone, CX600 IP Phone Polycom - Part#: 2200-44340-001
PRICING Respondent must provide pricing on this page. All other documents listing price must be titled “Additional Pricing” and attached as part of bid submittal. Line #
Description
QTY
1.
Polycom CX600 phone devices
2500
2.
Polycom CX600 Power Adapters
500
3.
50
4.
Polycom CX300 phone devices Polycom CX3000 conference phone devices
100
5.
Polycom CX500 phone devices
50
6.
Polycom CX500 Wall Mount Kits
50
7.
Delivery
Unit Price
Extended Price
all items TOTAL
Can your firm deliver large quantity of phones and devices within 72 hours after order confirmation? Y____ N____ WARRANTY Respondent to provide warranty information for product listed above.
Page 12 of 12
