State of New York Executive Department - Office of General Services

|State of New York Executive Department |
|Office of General Services -Procurement |
|Services Group |
|Corning Tower - 38th Floor |
|Empire State Plaza |
|Albany, NY 12242 |


REQUEST FOR PROPOSAL
IMPORTANT: SEE "NOTICE TO BIDDERS" CLAUSES HEREIN
BIDS MAY BE SENT TO THE ABOVE ADDRESS
(E-Mail or Fax Bid Submissions are NOT Acceptable)
|BID OPENING |TITLE: Group 77200 - Radio Communications |
|DATE: November 20, 2008 |Equipment |
|TIME: 11:00 AM |Classification Code(s): 32, 43, 46, 92 |
|REQUEST FOR PROPOSALS NUMBER: |SPECIFICATION REFERENCE: |
|19521 (rev. 9-2008) |As Incorporated Herein |
|CONTRACT PERIOD: Until 12/13/2011, commencing on the date of approval by the |
|New York State Comptroller with allowances for 2 two-year extensions and 1 |
|one-year extension. |
|PERIODIC RECRUITMENT |
|DESIGNATED CONTACTS: Team # 7 |
|Percy Wilson Purchasing Officer |Larry Klein Team Leader |
|Telephone No. (518) 474-6727 |Telephone No. (518) 474-1350 |
|E-mail address: Percy.Wilson@ogs.state.ny.us|E-mail address: |
| |Larry.Klein@ogs.state.ny.us |
|The bid must be fully and properly executed by an authorized person. By signing|
|you certify your express authority to sign on behalf of yourself, your company, |
|or other entity and full knowledge and acceptance of this REQUEST FOR PROPOSALS,|
|Appendix A (Standard Clauses For New York State Contracts), Appendix B (General |
|Specifications), Finance Law §139-j and §139-k (Procurement Lobbying), and that |
|all information provided is complete, true and accurate. By signing, bidder |
|affirms that it understands and agrees to comply with the OGS procedures |
|relative to permissible contacts as required by State Finance Law §139-j (3) and|
|§139-j (6) (b). Information may be accessed at: |
|Procurement Lobbying: |
|http://www.ogs.state.ny.us/aboutOgs/regulations/defaultAdvisoryCouncil.html |
|Name of Company Bidding: |Bidder's Federal Tax Identification No.: |
| | |
|Street City |
|State Zip County |
| |
|Cash Discounts will not be considered in determining low bid, but cash discounts|
|of any size may be considered in awarding tie bids. |
|__________________% Cash Discount for payment within 15 days of delivery and/or |
|receipt of voucher |
|__________________% Cash Discount for payment within 30 days of delivery and/or |
|receipt of voucher |
|If you are not bidding, place an "x" in the box and return this page only. |
|( WE ARE UNABLE TO BID AT THIS TIME |
|BECAUSE___________________________________________________. |
|Bidder's Signature: |Printed or Typed Name: |
| | |
|Title: |Date: |
|Phone : ( ) - |Toll Free Phone : ( ) - |
|ext ( ) |ext ( ) |
|Fax : ( ) - |Toll Free Fax : ( ) - |
|ext ( ) |ext ( ) |
|E-mail Address: |Company Web Site: |
|FOR PROCUREMENT SERVICES GROUP USE ONLY |
|P.R. # 19521 LIT ( MEMO ( MISSING PAGES |
|LET ( OTHER ( |
TABLE OF CONTENTS


TABLE OF CONTENTS 2
SECTION I INTRODUCTION 4
I.1 SCOPE 4
I.2 PROCUREMENT LOBBYING TERMINATION 6
I.3 SUMMARY OF POLICY AND PROHIBITIONS ON PROCUREMENT LOBBYING 6
I.4 CIO/OFT PLAN TO PURCHASE POLICY 7
I.5 NON-STATE AGENCIES PARTICIPATION IN CENTRALIZED CONTRACTS 7
I.6 OVERLAPPING CONTRACT ITEMS 7
I.7 CONTRACT DUPLICATION 7
I.8 ESTIMATED QUANTITIES 7
I.9 INQUIRIES/ISSUING OFFICE 8
I.10 KEY EVENTS/DATES 8
I.11 DEFINITIONS 8
SECTION II PROCUREMENT SPECIFIC REQUIREMENTS 10
II.1 EXAMINATION OF CONTRACT DOCUMENTS 10
II.2 GENERAL CONSIDERATIONS 10
II.3 GENERAL CONDITIONS 11
II.4 METHOD OF AWARD 12
II.5 QUALIFICATION OF BIDDER 13
II.6 DISCOUNTS 13
II.7 PRICING 13
II.8 DETAILED REQUIREMENTS 14
II.9 LOT REQUIREMENTS 50
II.10 MAINTENANCE OF EQUIPMENT 52
II.11 REFERENCES 63
II.12 SYSTEM CHANGES 64
II.13 OPERATIONAL SERVICE FEATURES & PROGRAMMING 64
II.14 NOTIFICATION OF TESTING 64
II.15 DOCUMENTATION 64
II.16 TRAINING 65
II.17 DELIVERY AND INSTALLATION 65
II.18 LABOR COSTS 65
II.19 EQUIPMENT SPARES 66
II.20 IDENTIFICATION MARKERS AND INVENTORY 66
II.21 PRE-SELECTION PERFORMANCE DEMONSTRATION 66
II.22 STANDARD OF PERFORMANCE REQUIREMENTS 66
II.23 EXAMINATION OF SITES AND SPECIFICATIONS (MANDATORY) 67
SECTION III SPECIAL TERMS AND CONDITIONS 68
III.1 TERM OF CONTRACT 68
III.2 CANCELLATION FOR CONVENIENCE 68
III.3 INTERCONNECTION WITH COMMON CARRIER/OTHER EQUIPMENT 68
III.4 PERFORMANCE AND PAYMENT BOND 68
III.5 ADMINISTRATIVE AND REPORTING REQUIREMENTS 69
III.6 NYS DEPARTMENT OF LABOR PREVAILING WAGE RATE SCHEDULES PUBLIC
WORKS 70
III.7 MINORITY AND WOMEN-OWNED BUSINESS PARTICIPATION 71
III.8 APPENDICES 72
III.9 CORPORATE MERGER/ACQUISITION/TAKEOVER 72
III.10 NOTICES 72
III.11 CONTRACTOR AND SUBCONTRACTOR RESPONSIBILITIES 72
III.12 VALUE ADDED RESELLERS OR DISTRIBUTORS 73
III.13 CONSENT TO ASSIGNMENT 74
III.14 WARRANTIES 74
III.15 PRICE ADJUSTMENTS 74
III.16 SUBMISSION OF ELECTRONIC MEDIA 74
III.17 REGULATORY AND STANDARDS COMPLIANCE 74
III.18 CONTRACT CHANGES / UPDATE SCHEDULE 75
III.19 MODIFICATION OF CONTRACT TERMS 76
III.20 PERIODIC RECRUITMENT 77
III.21 EMERGING TECHNOLOGIES 77
III.22 NYS STANDARD VENDOR RESPONSIBILITY QUESTIONNAIRE (Appendix
1) 78
III.23 TAX LAW § 5-A (Appendix 2) 78
III.24 MERCURY-ADDED CONSUMER PRODUCTS 78
III.25 EPA ENERGY STAR PROGRAM: 78
III.26 PRODUCT ACCEPTANCE AND OWNERSHIP 79
III.27 PRODUCT SUPPORT 79
SECTION IV USE OF CONTRACT BY STATE AGENCIES, POLITICAL SUBDIVISIONS AND
OTHERS AUTHORIZED BY LAW 80
IV.1 DETERMINATION OF CONTRACT USE 80
IV.2 PARTICIPATION IN CENTRALIZED CONTRACTS 80
SECTION V ADMINISTRATIVE 81
V.1 PROPOSALS 81
V.2 SUBMISSION OF SEALED PROPOSALS 81
V.3 NEW YORK STATE PROCUREMENT RIGHTS 82
V.4 ASSIGNMENT OF MONIES 82
V.5 LIABILITY FOR PROPOSAL PREPARATION EXPENSE 82
V.6 NOTIFICATION OF AWARD 82
V.7 SECURITY INTEREST 83
V.8 TRADE-INS 83
SECTION VI PROPOSAL FORMAT AND CONTENT 84
SECTION VII PROPOSAL AWARD PROCESS FOR LOTS 1-11 86
SECTION VIII PROPOSAL AWARD PROCESS FOR LOT 12 88
SECTION IX BID SHEETS 89
SECTION X SEMI-ANNUAL REPORT OF CONTRACT USAGE 102
APPENDICES 104
APPENDIX 1 NYS STANDARD VENDOR RESPONSIBILITY QUESTIONNAIRE
105
APPENDIX 2 NYS DEPARTMENT OF TAXATION AND FINANCE CONTRACTOR
CERTIFICATION FORM 112
APPENDIX A STANDARD CLAUSES FOR NEW YORK STATE CONTRACTS 120
APPENDIX B GENERAL SPECIFICATIONS 126
APPENDIX C DESCRIPTION OF CONTENT OF BID SUBMITTAL 151
APPENDIX D BIDDER PROPOSAL CHECKLIST 213
APPENDIX E ARTICLE 15-A 217
APPENDIX F PREVAILING WAGE RATES 219
APPENDIX G PERFORMANCE AND PAYMENT BOND FORM 222
APPENDIX H CONTRACT UPDATE FORM 226


SECTION I INTRODUCTION


ATTENTION: BIDDERS SUBMITTING PROPOSALS IN RESPONSE TO RFP 19521 (REV. 9-
2008) ARE ADVISED THAT ALL BID SUBMISSIONS WILL UNDERGO A REVIEW FOR
COMPLETENESS. THIS WILL BE A PASS OR FAIL REVIEW. IN ORDER FOR BIDS TO BE
EVALUATED THEY MUST BE 100% COMPLETE. ALL REQUIRED INFORMATION, FORMS,
SIGNATURES ETC. MUST BE INCLUDED.

I.1 SCOPE

THE NEW YORK STATE OFFICE OF GENERAL SERVICES (OGS), PROCUREMENT SERVICES
GROUP (PSG) IS SEEKING RESPONSES TO THIS RFP FOR THE PURPOSE OF
ESTABLISHING COMPREHENSIVE CATALOG CONTRACTS FOR RADIO COMMUNICATIONS
EQUIPMENT AND ACCESSORIES. PSG INTENDS TO ESTABLISH CATALOG CONTRACTS FOR
COMMUNICATIONS EQUIPMENT INCLUDING BUT NOT LIMITED TO: TWO-WAY RADIOS,
RELATED INFR