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  • Published: September, 2008 REQUEST FOR PROPOSAL Page 1 of 106 Pages MANUFACTURERS OF PERSONAL COMPUTERS AND RELATED DEVICES for The State of Minnesota, the Western States Contracting Alliance and the National Association of State Procurement Officials

    The Minnesota Department of Administration Materials Management Division

    On behalf of the STATE OF MINNESOTA and in Association with

    REQUEST FOR PROPOSALS FROM

    MANUFACTURERS OF

    PERSONAL COMPUTER EQUIPMENT AND

    RELATED DEVICES

    ISSUE DATE: SEPTEMBER 29, 2008

    RESPONSE DUE DATE: JANUARY 23, 2009

  • Published: September, 2008 REQUEST FOR PROPOSAL Page 2 of 106 Pages MANUFACTURERS OF PERSONAL COMPUTERS AND RELATED DEVICES for The State of Minnesota, the Western States Contracting Alliance and the National Association of State Procurement Officials

    I. INTRODUCTION A. INTENT AND PURPOSE OF THIS REQUEST FOR PROPOSALS B. GENERAL GUIDANCE AND EXPECTATIONS FOR THIS REQUEST FOR

    PROPOSALS C. SUMMARY SCOPE OF WORK D. SCOPE OF PROCUREMENT E. WSCA/NASPO CONTRACT ADMINISTRATOR AND PROCUREMENT MANAGER F. DEFINITION OF TERMINOLOGY G. BACKGROUND INFORMATION

    II. CONDITIONS GOVERNING THE PROCUREMENT A. SEQUENCE OF EVENTS B. EXPLANATION OF EVENTS C. PROTEST PROCEDURES D. GENERAL REQUIREMENTS

    III. RESPONSE FORMAT AND ORGANIZATION A. NUMBER OF RESPONSES B. NUMBER OF COPIES C. PROPOSAL FORMAT

    1. Proposal Organization 2. Letter of Transmittal

    IV. SPECIFICATIONS

    A. INFORMATION B. TECHNICAL SPECIFICATIONS

    V. EVALUATION A. EVALUATION POINT SUMMARY B. EVALUATION PROCESS

    APPENDICES APPENDIX A Master Price Agreement Terms And Conditions APPENDIX B Pricing Configuration Forms – Base Line-Single Unit Pricing

    BAND 1--SERVERS BAND 2--WORKSTATIONS (Desktops, Laptops, Tablet PCs) BAND 3--PRINTERS (High Speed, Medium Speed, Desktop, MFPs) BAND 4--STORAGE SOLUTIONS BAND 5--PDA’s BAND 6--INSTRUCTIONAL BUNDLES BAND 7--MONITORS

  • Published: September, 2008 REQUEST FOR PROPOSAL Page 3 of 106 Pages MANUFACTURERS OF PERSONAL COMPUTERS AND RELATED DEVICES for The State of Minnesota, the Western States Contracting Alliance and the National Association of State Procurement Officials

    APPENDIX C Pricing Configuration Forms – Premium Savings Configurations BAND 2--WORKSTATIONS BAND 7--MONITORS APPENDIX D Mandatory Requirements Checklist APPENDIX E Master Price Agreements Sales Totals by Calendar Year APPENDIX F RFP Question Form APPENDIX G State of Minnesota Affirmative Action Data Page APPENDIX H State of Minnesota Trade Secret Information Form APPENDIX I State of Minnesota Affidavit of Non-Collusion APPENDIX J State of Minnesota Environmental Reports APPENDIX K State of Minnesota Taxpayer Identification APPENDIX L State of Minnesota – Immigration Status Certification APPENDIX M Potential Participating State-Specific Terms and Conditions ELECTRONIC FILE TO DOWNLOAD, COMPLETE, AND RETURN. Responders must download the Excel and /Word documents from the following links:

    http://www.mmd.admin.state.mn.us/process/admin/documents/[advert. reference number]WSCA-NASPO 2009-2014 RFP for Equipment Manufacturers of PCs and Related Devices.doc http://www.mmd.admin.state.mn.us/process/admin/spreadsheets/[advert. reference number] Appendix B Pricing Configurations Forms-Base Line-Single Unit Pricing.xls http://www.mmd.admin.state.mn.us/process/admin/spreadsheets/[advert. reference number] Appendix C Pricing Configuration Forms-Premium Savings Configurations.xls This document contains solicitation items and quantities for entering price information. In order for you to download the document, you must type or copy and paste the link=s file path and name into your browser address line. When the document file opens, use the "Save As..." feature to save the document to your computer hard drive or a disk.

    The ASave As@ feature does not work from the printed link - you need to put the complete file name and path in your browser’s address line and open the document to be able to save the document to a disk. If you need assistance please contact our helpline at 651.296.2600.

  • Published: September, 2008 REQUEST FOR PROPOSAL Page 4 of 106 Pages MANUFACTURERS OF PERSONAL COMPUTERS AND RELATED DEVICES for The State of Minnesota, the Western States Contracting Alliance and the National Association of State Procurement Officials

    I. INTRODUCTION A. INTENT AND PURPOSE OF THIS REQUEST FOR PROPOSALS (RFP) The Materials Management Division (MMD) of the Minnesota Department of Administration (Admin) is requesting proposals on behalf of the State of Minnesota, the Western States Contracting Alliance (WSCA), and the National Association of State Procurement Officials (NASPO) from equipment manufacturers of:

    personal computers (desktop workstations, laptops and mobile); small, mid-range servers; storage solutions hardware for small LANS; individual or small shared printers;

    multifunctional (print, copy, scan, fax) printers; Instructional Bundles; and

    limited peripherals to support desktop computing, including digital projectors. Contractors must provide warranty and maintenance services on ALL equipment that is offered and purchased through the resulting contracts. Responder may also propose extended warranty and maintenance services as Value-Added services (See Section IV, Paragraph B2d.) for equipment purchased from previous WSCA contracts, as well as for equipment purchased from previous contracts Purchasing Entities may have had in place. Delivery, support, warranty, and maintenance may be provided by the contract awardees using subcontractors. The contract awardee is still responsible for the timeliness and quality of all services provided by individual sub-contractors. Subcontractor participation will be governed by individual Participating State procurement officials, who have the sole discretion to determine if they will accept services from a sub-contractor. Contractors may offer, but participating states and entities do not have to accept, limited professional services related ONLY to the equipment and configuration of the equipment purchased through the resulting contracts. This RFP is divided into several bands (groups of units and configurations considered related to each other). The definition of bands is not subject to negotiations with potential Responders. Responders may respond to any or all bands. The State of Minnesota and WSCA intend this procurement to result in LIMITED multiple source awards for each band. “Educational” offerings, including hardware configurations and special purpose educational software included as part of the original purchase, are included in this RFP. The specific rules and restrictions of these “educational” offerings must be detailed in the response. These offerings are in addition to the Instructional Bundles, detailed elsewhere in this RFP. These offerings will be reviewed and approved by the WSCA/NASPO Contract Administrator before being included as a part of the Master Price Agreement.

  • Published: September, 2008 REQUEST FOR PROPOSAL Page 5 of 106 Pages MANUFACTURERS OF PERSONAL COMPUTERS AND RELATED DEVICES for The State of Minnesota, the Western States Contracting Alliance and the National Association of State Procurement Officials

    This request for proposals IS NOT for a one-stop, meet-any-and-all requirements contract. Rather, whole products, i.e. computers (laptop, desktop, mobile, etc.), servers, printers, including software pre-loaded on the equipment are to be purchased. The purchase of software is allowed only at the time of the purchase of the hardware. Software offerings are restricted to operating systems and packaged (off-the shelf) software that does not require signing any type of license agreement. Maintenance parts, replacement hard drives, or cards, for example are acceptable products, unless restricted in a Participating Addendum. At the option of the WSCA Directors and the Participating State procurement official, factory warranted upgrades for equipment previously purchased from the contracts resulting from this RFP (or the previous WSCA PC contracts, as well as for equipment purchased from previous contracts Purchasing Entities may have had in place, may be included as part of the resulting contracts. Additionally, any resulting contract IS NOT a reseller contract; rather, it is the intent of this request for proposals to contract with equipment manufacturers. Each state represented by WSCA or NASPO that chooses to participate in this contract independently has the option of contracting for a one-stop shop contract, contracts with resellers or any other kind of PC or computer goods or services. Potential Responders should be aware of several limitations and boundaries intended by the WSCA Directors in supporting the issuing of this RFP.

    - The resulting contracts are NOT for the offer and purchase of major, large hardware or hardware and software offerings. In general, individual units/configurations for servers and storage (SANs, etc.) should not exceed $300,000 each. Desktop per unit/configuration costs should not exceed $100,000. Printers of all types and monitors per unit/configuration costs should not exceed $50,000 each. It is the expressed intent of some of the Participating States to set this level at not to exceed $25,000 each. This IS NOT a restriction on how many units/configurations can be purc