B 5673
MILWAUKEE PUBLIC SCHOOLS
PROCUREMENT DIVISION P.O. Box 2181 Milwaukee Wisconsin 53201-2181 Phone 414 475-8880
REQUEST FOR BID FOR BLANKET CONTRACT (This is not a purchase order) Bid Number:
B 5673
Bids will be accepted no later than 2:00 p.m. central time on: Authorized by: For:
Monday, April 22, 2013
Pat Zandron
Phone: 414/475-8337 This bid consists of 7 pages.
SMARTBoards and Accessories, Blanket Contract
The undersigned hereby agrees to furnish items described on the attached sheet(s) at the unit prices quoted, subject to the Terms and Conditions for Bids dated January 20, 2010, (Terms and Conditions”) found at http://www.milwaukee.k12.wi.us (then click on “Vendors” and then click on “Terms and Conditions” and then click on “Terms and Conditions for All Bids”) which are hereby incorporated by reference and the following general terms and conditions: 1. 2. 3. 4. 5.
All bids must be received no later than 2:00 p.m., central time, on the date indicated. Each item must have the unit price and the extended line total. Bids on alternate or substitute items “as equal” will be considered (except when the bid specifies “no substitutes”) if full descriptive literature is included and the requirements set forth in the Terms and Conditions are fully complied with. All items bid must be F. O. B. to the MPS location receiving the goods, with freight paid by the vendor. Bid responses: If being submitted electronically, use this address:
[email protected] Note: The subject line of bidder’s submission must contain the following: “Bid response” followed by bid number, date due, bidding company name. Any attachments to electronic submissions must be in Microsoft Word, Adobe PDF, or ZIP file formats and under 10MB in size. MPS will not accept responsibility for any network or power outages that may occur during the transmission of bids. If using regular first class U.S. Mail, bid must be in a sealed envelope labeled with the buyer name, bid number and date due using this address: Milwaukee Public Schools Procurement Division P.O. Box 2181 Milwaukee, Wisconsin 53201-2181 If using private delivery services or anything other than first class U.S. Mail, use this address: Milwaukee Public Schools Procurement Division 5225 West Vliet Street, Room 1 Milwaukee, Wisconsin 53208
6.
All bids must be signed on the Bidder Signature block or they shall be deemed non-responsive and be rejected.
For informational purposes only: Please indicate whether your firm is certified as a Historically Underutilized Business ( MINORITY, WOMAN OWNED, ) DISADVANTAGED, Service-Disabled Veteran Owned Small Business, SBA-8A, or other approved targetetedbusinessenterpris). Certifying agency (a) (b) Expiration date Current certification document, with NAICS code, must be submitted with bid response. Payment terms: MPS attempts to pay all invoices within 30 days of a properly submitted invoice. State prompt pay law will not apply to any Purchase Order/Contract awarded as a result of this bid. Discount offered for payment within designated period: % business days of a properly submitted invoice. A. Discount quoted will be applied in determining the final bid price. B. Payment discounts of less than 20 days will not be considered in the award of this bid.
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B 5673 C.
Discounts will be calculated from the date the material is received or the date the properly submitted invoice is received, whichever is later.
Any changes to this bid shall be issued via bid addendum and if necessary, an extension will be made to the bid closing date. Any addenda will be posted to the MPS Bids Pending site at http://www.milwaukee.k12.wi.us. Bidders are responsible for checking this website for any future addenda or bid information prior to the bid closing date. In the event of a conflict between this Bid and Terms and Conditions for Bids dated January 20, 2010, the terms and conditions of this Bid shall govern. ***Questions*** Any questions or requests for clarifications must be directed in writing to
[email protected] no later than 10:00 a.m. (Central) on April 12, 2013. The subject line of the email must be labeled “B 5673 - Question”. The only contact allowed with MPS staff is through
[email protected], as stated above. Unauthorized contact of any MPS employee is cause for rejection of the bid. Any additional information or clarifications that are provided to one bidder will be provided to all bidders in the form of an addendum posted to the MPS portal at http://www.milwaukee.k12.wi.us. ***Scope*** This bid is for a blanket contract for SMART Boards and Accessories for delivery for a three-year period, anticipated to commence approximately May 31, 2013. All items are to be bid as listed. NO SUBSTITUTES ALLOWED. The quantities listed below are estimates only. MPS does not guarantee the amount that will actually be purchased. The items specified in this bid will be used for bid evaluation and award purposes only. MPS reserves the right to purchase like-items from the bid awardee. Orders will be placed by users for quantities as needed. There is no guarantee as the specific quantity to be ordered on any particular purchase order. The quantities listed are estimates for a three-year period. Note: While the quantities listed are estimates for a three-year period, the quantity estimate for item #1 #SB660-64” Board includes the estimated purchase of approximately 600 units shortly after award of the contract.
Item No.
Quantity
Unit
Description
Item
NO SUBSTITUTES ALLOWED The items to be quoted are SMART Technologies products. The items listed below are representative of those that may be ordered and will be used for bid evaluation and award purposes. Items and quantities purchased may not however, be limited to this listing. MPS reserves the right to purchase likeitems from the bid awardee. Vendor must quote all items to be considered for award. 1.
900
Ea.
SMART Product #SB660-64” SMART Board 660 Interactive Whiteboard
Ea/
2.
45
Ea.
SMART Product #SB680-77” SMART Board 680 Interactive Whiteboard
Ea/
3.
75
Ea.
SMART Product #FS-SB660 Floor Stand (for SB660 and SB680)
Ea/
4.
8
Ea.
SMART Product #SB660i4 64” SMART Board 660i Interactive Whiteboard with UF65 Projector Ea/
5.
5
Ea.
SMART Product #SB680i4 77” SMART Board 680 Interactive Whiteboard with UF65 Projector Ea/
6.
5
Ea.
SMART Product #FS600i3 - Floor Stand for all in one Units SB600i Series
7.
15
Ea.
SMART Product #SBA-NA - USB Audio System for SMART Board 600 Series (North America) Ea/
2
Ea/
Discounted Unit Price F.O.B. MPS Building
Extended Line Totals
B 5673 Item No.
Quantity
Unit
Description
Item
8.
30
Ea.
SMART Product #WC6-ND SMART Board Wireless Bluetooth Connection for SMART Board 600 Series Ea/
9.
50
Ea.
SMART Product #WS200-1 SMART Slate Wireless Slate
Ea/
10.
40
Ea.
SMART Product #SDC-330 SMART Document Camera 330
Ea/
11.
25
Ea.
SMART Product #SRP- PE-24 SMART Response System with Receiver, 24 Remotes & Software CD Ea/
12.
20
Ea.
SMART Product #SRP- PE-32 SMART Response System with Receiver, 32 Remotes & Software CD Ea/
13.
10
Ea
SMART Product #SRP-PE-RMT-1 Response Remote
14.
4
Set
SMART Product #SRP-PE-RMT-5 Response Remote (Set of five)
15.
10
Ea.
SMART Product #20-01032-20 Replacement Lamp for Gen3 UF55 Projector Ea/
16.
75
Ea.
SMART Product #01-00247 Replacement Lamp for Gen2 UF45 Projector
Ea/
17.
10
Ea.
SMART Product #20-01032-20 Replacement Lamp for UF65 Projector
Ea/
18.
1
Ea
SMART Product UF65 Projector Retrofit Kit
Ea/
Discounted Unit Price F.O.B. MPS Building
Extended Line Totals
Ea/ Set//
Grand Total of All Extended Line Totals
$
Orders will be placed by users for quantities as needed. This is only an estimate. MPS does not guarantee the amount that will actually be purchased. ***Delivery Requirement*** Delivery is required no later than 15 calendar days after receipt of order. All bid prices must include delivery F.O.B. destination including freight to the MPS location receiving the goods. All deliveries must be inside the receiving location building. Assume lift gate delivery. Loading dock facilities are not guaranteed at every location. Drivers must provide their own equipment necessary for inside delivery, e.g. pallet jack, hand truck, etc. MPS engineers are not available to assist with unloading trucks. Will you comply with this requirement?
Yes
No
Note: If you cannot comply with the delivery requirement, your bid will be rejected as non-responsive. While the quantities listed are estimates for a three-year period, the quantity estimate for item #1 #SB660-64” Board includes the estimated purchase of approximately 600 units shortly after award of the contract. For the anticipated order of approximately 600 units for item #1 #SB660-64” Board shortly after the award of contract, delivery would be required no later than June 25, 2013. Will you comply with this requirement?
Yes
No
Note: If you cannot comply with the delivery requirement for the approximately 600 units, your bid may be rejected as non-responsive. If you answered no, indicate anticipated delivery schedule for that quantity of units with the maximum number of units delivered by June 25, 2013.
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B 5673 ***Bid Responsiveness*** Does your bid response include any counter offers, changes to any terms, conditions, specifications or plans in this bid? Yes
No
If you check “no”, you are affirming that there are no counter offers or changes to terms, conditions, specifications or plans stated herein and any language in your bid response that could be interpreted as such will be disregarded. If you check “yes”, your bid will be rejected as nonresponsive. ***Model Change*** In the event that the model bid is discontinued during the contract period, vendors shall be obligated to replace the bid model with an equivalent model at the same price as the discontinued item, or at same-discount as the discontinued item, whichever is more advantageous to MPS. Vendor shall provide documentation regarding the replacement model for the Procurement Manager’s approval. The decision of whether documentation is adequate is at the sole discretion of MPS. The decision of whether to accept the model proposed is at the sole discretion of MPS. *** Discounts in categories for like-items*** The following items listed below are not considered like-items to the items already listed above. For these categories of products, indicate the minimum Discount from Manufacturer’s List Price. Item Category Minimum Discount from Manufacturer’s List Price (%) SMART Connectors and Extenders The quantities of these items would likely be low. MPS does not guarantee the amount that will actually be purchased. Prices/discounts quoted for any Item Categories listed under this “Discounts in categories for like-items” will not be a factor in determining the lowest responsive and responsible bidder. ***Reports*** Successful bidders shall be required to maintain detailed reports of all products ordered by MPS. Such reports shall at a minimum include but not be limited to, the date, ordering site and person, itemized description of goods and itemized pricing. Reports shall be made available to the Procurement Division upon request. ***Warranty Extension*** Indicate whether any warranty extension is available beyond the standard five year (registered) period for the following products: Item
Extension period (Length in years)
Cost, if any
#SB660-64” SMART Board 660 #SB680-77” SMART Board 680 #SB660i4- 64” SMART Board 660 with UF65 Projector #SB680i4 – 77” SMART Board 680 with UF65 Projector
$ $ $ $
Services performed during this extension period must be performed by a SMART-authorized service Center. Indicate the name and location of the SMART-authorized service Center:
Note: This data is informational only. Prices provided regarding any available warranty extension will not be used in determining the award. MPS reserves the right to add any available warranty extension at the time of purchase. ***Contract Term*** The contract term is a for a three-year period, anticipated to commence approximately May 31, 2013.
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B 5673 ***Escalation/De-escalation*** This will be a three-year contract from date of award. The volume listed is an estimate and is no guarantee as to the amount that will be purchased during the term of the contract. Contract continuance is contingent upon the availability of funding for the materials or services to be provided during the term of the contract. Prices quoted must be firm for one year after which an escalator may be invoked if vendor’s price has increased. However, when an escalation has been invoked, that price must be held firm for a year. Any request for a price increase must be made in writing to the Procurement Division staff person listed on the contract at least sixty days in advance of the effective date of the increase and verified by a letter from the supplier and/or published price sheets. Price increase shall be based on product cost only and not to exceed 10% of the firm bid price during the contract period. The increase must be approved by the Procurement Division prior to its effective date in the form of a contract amendment or change order. Likewise, any de-escalation in price shall be passed on to MPS. Vendors are obligated to treat price decreases as equally as price increases during the tenure of the contract. Price escalation clauses are not applicable for “discount from list” contracts as the vendor’s current list will already reflect market changes. Therefore, while percent of discount offered by vendor must remain firm for term of contract, vendor must provide updated price lists to the Procurement Division and MPS users when updated. *** Contract Compliance Services (CCS) Requirements*** In educating the children and youth of Milwaukee, MPS is also a primary purchaser of goods and services in the Milwaukee marketplace. MPS believes it is obligated to display in its own operations the values of excellence, diversity, and economic responsibility that it strives to teach its students. To that end, many MPS contracts require the use of Historically Underutilized Business (HUB) firms and the engagement of the MPS contract awardee in Student Employment and/or Student Career Education activities. The HUB participation requirement for this bid is
% per 12-month contract.
The Student Engagement Requirement for this bid is: hours of Student Employment per 12-month contract hours of Career Education per 12-month contract All information relating to the HUB participation requirement and the Student Engagement Requirement, including all forms that must be filled out, can be found at http://www.milwaukee.k12.wi.us (click on Vendors, then click on Forms), which is herein expressly incorporated by reference. Note: Even if there are no HUB or Student Engagement requirements, you must still fill out the Prime Vendor Information Sheet, found at http://www.milwaukee.k12.wi.us. (This information will not be used in making any award and is kept solely for statistical reporting purposes to the Board of School Directors). If a HUB participation requirement has been assigned, vendors must submit a HUB Utilization Plan. If a Student Engagement requirement is assigned, the following forms are required to be filled out at bid submission Schedule H1-A Student Employment Commitment Form and Schedule H1-B Student Career Education Plan Commitment.. If both HUB and Student Engagement requirements are assigned, all forms related to both requirements must be addressed in the response. Please note that Proposers’ status as a 501(c)(3) does not exempt it from these requirements. For the following form(s) whose box is checked below, respondents must complete and return the forms with submission or your RFP will be rejected as non-responsive. The required forms are attached to this RFP, but the forms can also be found at http://www.milwaukee.k12.wi.us (click on Vendors, then click on Forms).
Appendix A- HUB Utilization Plan Appendix B- Prime Vendor Information Sheet Schedule H1-A Student Employment Commitment Schedule H1-B Student Career Awareness/Education Plan/Commitment
MPS’ CCS Manager will be the sole judge of the suitability and completeness of the returned forms and assign a “Pass”/ “Fail” determination accordingly. Responses determined to have “Failed” will be rejected as non-responsive. For information on MPS’ HUB program, contact the Office of Contract Compliance Services at
[email protected].
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B 5673 ***Award Statement*** Award will be made in total to the lowest responsible and responsive bidder complying with the bid specifications and the delivery requirements. Low bidder will be determined from the grand total of the Extended Line Total of all items listed. Extended Line Totals are arrived at by multiplying the Quantity by the Discounted Unit Price for each line item. Bidders must quote all items listed to be eligible for an award. Responsive bidders must be authorized SMART resellers, dealers, or distributors eligible to sell to MPS. MPS reserves the right to verify with the manufacturer whether a bidder is an authorized reseller, dealer, or distributor eligible to sell to MPS and to reject any bidder as nonresponsive based on that information. Except as provided herein, MPS will not check a bidder’s math. If an apparent low bidder makes a mathematical error in arriving at the extended line totals, MPS will interpret the error in the manner most beneficial to MPS, make commensurate adjustments to the unit price (i.e., by holding the bidder to the unit price listed on the bid even if it conflicts with the extended line total divided by the number of units; or by holding the bidder to the unit price arrived at by dividing the extended line total by the number of units, even though less than the unit price actually listed) and make the award on that basis. If an apparent low bidder makes a mathematical error to MPS’ benefit in the summation of the extended line totals, MPS will allocate the difference between the correct total and the listed total equally among all items bid to arrive at a lower adjusted unit price for each item bid (as initially adjusted above if there is a mathematical error in arriving at the extended line totals). If an apparent low bidder makes a mathematical error to MPS’ detriment in the summation of the extended line totals, MPS will make the award based on the correct summation of the extended line totals and hold the bidder to the unit price listed (as adjusted above if there is a mathematical error in arriving at the extended line totals). ***Additional Information Required*** 1.
Contact Person for Order Placement Contact Person: Phone number: Fax number: Email address:
2.
On-Line Capabilities Do you have a website with the following: On-Line Catalog:
Yes
No
On-Line Ordering:
Yes
No
Webpage Address:
______
***Cooperative Purchase Inquiry*** Would you be willing to extend the pricing from any contract that may result from this bid to other V.A.L.U.E. members of local government entities in the southeastern Wisconsin area? Yes
No
Please be advised that the award of this bid by MPS is NOT contingent upon your agreement to the above request. If, however, you agree to extend to any other agencies, each agency will be responsible for issuing and administering its own contract.
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B 5673 *** Binding Terms and Conditions *** If your bid is accepted and a contract/purchase order issued, this bid document and any documents incorporated by reference shall constitute the entire contract between MPS and your firm concerning the subject matter herein and supersede any prior proposals, negotiations, conversations, discussions and contracts among the Parties. No amendment or modification of any provision of this Contract shall be effective unless the same shall be in writing and signed by both Parties. MPS will not sign a vendor’s contract. Nor will MPS be bound by any terms and conditions included in contractor’s packaging, service catalog, brochure, technical data sheet or other document which attempts to impose any conditions at variance with or in addition to the terms and conditions contained herein. The following documents are herein expressly incorporated by reference to this bid: MPS Contract/Purchase Order (if issued), the Terms and Conditions for Bids dated January 20, 2010, found at http://www.milwaukee.k12.wi.us, and your Bid Response. In the event of a conflict of terms, the order of priority shall be (1) Request for Bid, (2) Terms and Conditions for Bids, (3) Purchase Order (if issued), and (4) your Bid Response. By signing below, bidder hereby certifies that this bid is in all respects fair and without collusion or fraud, and is made with the understanding that no elected officer or any employee of MPS has any interest, directly or indirectly unless otherwise stated.
Bidder’s Signature Bidder’s Firm Address City/State/Zip Telephone Fax Number Email Federal ID# Signature (electronic or manual) Name (typed or printed) Title Date
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