11-15 Exhibits to Resolution Awarding Contract for 911 System Maintenance and Repair.pdf

accordance with established underwriters, Motorola, and other industry standard procedures. This is to ensure that all mechanical and electrical connections are to be compatible with one another so as to eliminate or reduce to the absolute minimum the possibility of galvanic corrosion between all metallic conductors and connectors. 3.16.2 PROGRAMMABLE EQUIPMENT All equipment must be completely operational upon delivery. If the manufacturer does not specifically identify on the OEM price list pricing for programming, the Contractor must submit the programming costs. See Schedule M. 3.16.3 COMPATIBILITY All proposed telecommunication equipment and accessories must be compatible with existing network and voice mail systems as appropriate and applicable to the Using Agency’s requirements. Primarily, the subject systems which are currently in use in the State of New Jersey are Centrex based. End to end dial access to these systems shall be required from anywhere within the State of New Jersey regardless of network carrier or equipment vendor. The Contractor shall be solely responsible for the compatibility of the proposed service and equipment with all circuits and facilities as provided by the Local Exchange Company (LEC) and all other common carriers to meet the requirements of these specifications. 3.17 CONTRACTOR RESPONSIBILITIES The Contractor will be required to assume sole responsibility for the delivery, installation, system performance guarantee and maintenance of all equipment and services offered in its proposal 29

whether or not it is the OEM. The Contractor shall comply with all laws, ordinances and regulations (Federal, State, City and otherwise) covering work there under. The Contractor is responsible for assuring subcontractor compliance with all terms and conditions of the contract resulting from this RFP. The Contractor will assume sole responsibility for any payments due the subcontractor(s). All proposed electrical, environmental and space requirements needed shall be approved in advance by the Using Agency and may be performed by the Contractor. All equipment shall be installed in a Using Agency approved secure space and location. Coordination is required with the Using Agency on site contact for work activity within this space. The Contractor shall be responsible for the following on-site issues: • Provide lightning and/or surge protection on all network and electrical circuits. • Protect and secure all materials, supplies and equipment. • Clean up and remove all debris and packaging material resulting from any work. • Leave the premises in a clean and orderly condition. 3.17.1 INSTALLATION/PROVISIONING The Contractor shall provide the following service, if required by the State, on all new systems and major upgrades to existing systems or equipment. • Assign Project Manager • Attend Project Meetings • Create and manage project/implementation plans and Statement of Work (SOW) • Perform site survey • Provide daily status report on worked performed • Identify required networking facilities • Establish change control process • Provide all appropriate documentation • Provide a back-up copy of all software required • Install system/upgrades of associated products • Perform test on all equipment and obtain user signoff • Establish in-service date • Establish user help desk for an agreed upon period of time if required • Perform final installation tests • Cutover system • Resolution of user problem reports • Remove old equipment (An agency will determine what equipment must be removed and it will confirm its requirements as part of the purchase process). • Post installation/upgrade critique meeting • Review level of satisfaction with services provided • Provide contact and escalation list to

ments as part of the purchase process). • Post installation/upgrade critique meeting • Review level of satisfaction with services provided • Provide contact and escalation list to using agency The technical personnel that will install/upgrade the proposed system shall be fully trained and certified by the manufacturer as qualified to install the proposed system. All installation/upgrade plans shall have prior approval, from the State, before implementation of service. 3.17.2 SYSTEM DOCUMENTATION The Contractor shall provide a complete set of administrative, installation, maintenance, operational, parts, user and training manuals with each new system installed and/or 30

upgraded, including all adjunct equipment and telephones. Documentation in a standard electronic format shall also be available as an option. All documentation issued must be included in the original system price and replaced as update becomes available with each upgrade at no additional cost to the State. 3.17.3 METHOD OF OPERATION Following the award of any contract(s) by the State as a result of this RFP, the individual Using Agencies and participants in the Cooperative Purchasing Program will be permitted to obtain quotes from the awarded Contractors. Contractors shall be required to provide contract end users/Using Agency with: 1. A written proposal with the following information • The unique identification code assigned to each item (Part Number) • The item description • The quantity of items quoted • The manufacturer’s list price • The State’s percent discount • The State’s discount list price • Other discounts as appropriate (Large Purchase Order Discount section 3.19.1, Annual Equipment Sales Spend Discount, etc.) • Total Extended Price 2. Contractor Information- Contractor’s name, contact person, contact phone number, contract number date of quote, quote number 3. If requested, an electronic scan or photocopy of the page from the Contractor's original bid proposal detailing the item or service must be provided to the contract end user / Using Agency. 4. If, in the event that an additional or substitute/replacement item is requested by a Contractor for inclusion in its contract, -and- before providing a quote or offering the subject item for sale under its contract, the Contractor must: i. Submit a Contractor’s letterhead to the Purchase Bureau and the State Contract Manager requesting the addition/substitution along with any attachments specifying the item or items to be added. ii. Secure a Letter of Authorization from the Purchase Bureau confirming the Contract Manager’s review and approval of the Contractor’s request. iii. Verify and validate its approval of the addition/substitution item to the contract end user / Using Agency by providing a

approval of the Contractor’s request. iii. Verify and validate its approval of the addition/substitution item to the contract end user / Using Agency by providing a copy of the executed Letter of Authorization from the Purchase Bureau along with the Contractor’s letter requesting the addition/substitution and any attachments clearly specifying the item or items to be added. iv. The Contractor must also provide the contract end user / Using Agency with a price quote matching the approved addition/substitution item before offering that item for sale. 31

3.18 PRICE • All prices in price lists shall be net, firm and not subject to increase during the period of the contract and include all transportation charges, FOB Destination, to all NJ Using Agencies. Escalation clauses shall not be accepted. • All price list discounts shall be firm for the period of the contract. • In the event of manufacturer's price decrease during the contract period, the State shall receive the full benefit of such price reduction on any undelivered purchase order and on any subsequent order placed during the contract period. • The Director of the Division of Purchase and Property must be notified in writing of any reduction within five (5) days of the effective date. 3.18.1 MOST FAVORABLE PRICING Pricing should reflect the State of New Jersey’s full buying power. During the term of the Contract, any or all temporary or permanent price reductions, including, by way of example but not limitation, promotional price offers, introductory pricing, or any other offers that provide prices lower than those stated in the Contract, shall be given immediately to the entities eligible to purchase from the Contract. Contractor’s billings/invoices for goods ordered or shipped or services performed during the subject price decrease or promotion price period shall immediately reflect such price reduction. The Contractor specifically agrees to make its reasonable best efforts to insure that the price charged to the State of New Jersey for all products, systems and services provided under this contract shall be no higher than those prices paid by any other state or government entity or private business entity for the identical products, systems and services, throughout the State of New Jersey and the United States, taking into account the volume of purchases and the fact that delivery and installation are included in prices charged under New Jersey contracts. Contractor shall have satisfied the requirements of this section if any special offers/promotions which the Contractor announces as available to any customer are offered to the State provided the State qualifies and agrees to the terms associated with any such special offers/promotions. 3.18.2

he Contractor announces as available to any customer are offered to the State provided the State qualifies and agrees to the terms associated with any such special offers/promotions. 3.18.2 SPECIAL/PROMOTIONAL PRICING If a Contractor receives an award for a specific product and wishes to offer an additional discount above and beyond its original bid, a request shall be submitted in writing to the Division, as follows: 1. The Request shall be submitted, in writing, or via email to the buyer assigned at the Purchase Bureau, 33 West State Street, P O Box 230, Trenton, NJ 08625-0230. An original and two exact copies shall be submitted. 2. The Division will approve all product updates in writing, which may include email notification, before any updates are offered to any agency. Contractors shall not offer “special pricing” to any State Agency or Cooperative Partner before it has been submitted to and approved by the Division. No requests will be considered within 60 days of contract expiration. 32

Note: Any product offered at an additional discount over the original discount bid or any special pricing shall be held firm for a minimum of 30-days and be offered to all State of New Jersey Agencies and members of Cooperative Purchasing. 3.19 ADDITIONAL DISCOUNTS 3.19.1 LARGE PURCHASE ORDER DISCOUNT The State is seeking a discount for large purchases, as listed in the column labeled Purchase Order Value, in the Table 1 below. A large purchase order discount is in addition to the standard discounted pricing applied to a Contractor’s contract. Contractor’s invoice shall reflect the appropriate discount. Table 1 Purchase Order Value Discount % Less than or equal to $300,000 Standard Discount (X.X)% Greater than $300,000 and less than or equal to % $750,000 Greater than $750,000 and less than or equal to $2.0 % Mil Greater than $2.0 Mil and less than or equal to $5.0 % Mil Greater than $5.0 Mil and less than or equal to $10.0 % Mil Greater than $10.0 Mil % *Discounts shall be expressed as a percentage (%) and fractional percentages shall be express to no more than tenths (x.x%) of a percent. See Schedule R to provide large purchase order discounts. 3.19.2 ANNUAL EQUIPMENT SALES VOLUME / SPEND DISCOUNT A. Under a contract resulting from this RFP, the State is seeking a business level discount improvement based on all equipment sales sold by Contractor under its State contract during the previous year. The Contactor shall provide in its equipment sales / spend report to the State, a Tier-level volume discount for all of its awarded products. a. Tier-Level Volume Discounts offered by the Contractor must clearly indicate the Sales Volume required to achieve each new discount level. B. All awarded Contractors are required to report their sales quarterly (see Section 5.24 Contract Activity Report.) a. Contractor(s) shall provide, on a calendar quarter basis, to the Purchase Bureau buyer assigned, a record of all purchases made under their contract award resulting from this Request for Proposal. b. The quarterly report shall

sis, to the Purchase Bureau buyer assigned, a record of all purchases made under their contract award resulting from this Request for Proposal. b. The quarterly report shall list: Customer Name, Quote Number, Brief Description of Product/Service, Catalog/Part Number/Model, Discount %, Sale Price and total applicable sales and year to date total. C. Quarterly Tracking reports shall be forwarded to the State Contract Manager and Buyer by the Contractor within 10 business days of the end of each Quarter based on applicable sales revenue booked. D. All sales shall be aggregated quarterly by the Contractor to establish the statewide spend amount. 33

a. Sales revenue reporting for the Annual Equipment Sales Spend Discount percent begins the first day of the contract and shall be reset to $0 each subsequent January 1st with exception to the first partial calendar year. b. During the first partial calendar year beginning on the contract effective date the Annual Equipment Sales Spend Discount percent for calendar year 2 shall be calculated by prorating the year to date (YTD) spend amount from the contract effective date through the end of the calendar year. Reporting Example: If the contract effective date is July 1 and the YTD equipment spend through 182 Days was $500,000 the calculation is $500,000 divided by 182 (days) times 365 = prorated spend of $1,002,747. E. A confirming letter shall be sent to the Contractor by the Purchase Bureau Buyer approving the Annual Equipment Sales Spend Discount percent and effective date. F. Beginning the annual effective date provided in the confirmation letter all invoices shall be based on Contractor quotations and shall reflect the new Annual Equipment Sales Spend Discount. See Schedule S to provide Annual Equipment Sales Spend Discount percent. 3.20 NEW TECHNOLOGY Contractors are encouraged to suggest innovative new services, systems and products to keep pace with technology and changes in the telecommunications industry. Contractors may propose any new service, system or product, which has come into standard production after contract award; have the same functional purpose and a demonstrable nexus to the services, systems and products offered under this contract. If the new product, system or services satisfies the aforementioned criterion the new service, system or product will be considered for addition to and/or replacement of the service, system or product offered under the contract. The Contractor must make a written request to the Purchase Bureau for the new service, system or product to be added to the contract. Such written request must include the specifications for the new service, system or product evidencing that the new system, service or product serves the same functional purpose and has a direct nexus to the service under contract. All proposed additions or