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

, 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 replacements are subject to a review and written acceptance by the Director, Division of Purchase and Property. The sale of the new service, system or product accepted in writing by the Director shall be governed by the terms of the contract, including price. The aggregate price of all new services, systems or products must be equal to or less than the existing contracted service or have a demonstrable cost savings of other resources within one (1) year of use. No product, system or service will be added to this contract if the new functionality offered by a Contractor is available or more appropriately provided under any other existing State contract. Upon approval from the Purchase Bureau of any new technology additions to the contract, the Contractor shall provide two (2) new dated CD ROM copies of the contract with the additions included 3.20.1 ADDITIONS, SUBSTITUTIONS, DELETIONS The Contractor may substitute or add products during the term of the contract provided that they are the same brands as originally awarded and serve the same comparable functions as the product they replace. If an additional or substitute / replacement item is requested by a Contractor for inclusion in its contract after the contract award and before providing a quote or offering the subject item for sale under its contract; additions, substitutions and/or deletions may be allowed under the following conditions: 34

A. A written request is submitted by the Contractor on company letterhead, and signed by an authorized representative of the firm addressed to the buyer assigned at the Purchase Bureau Division of Purchase and Property, Treasury, detailing each product and/or service requested along with any attachments specifying the item or items to be added. B. The written request may be sent via electronic scan / email and will be reviewed by the Division of Purchase and Property, the State Contract Manager and OIT. C. The written submission requesting additions or substitutions must include a detailed description of the product and/or service with the page and line item number identified in the original contract for which the product/service will be substituted. D. The submission must also include the product description, manufacturer’s part number, manufacturer’s list price, the appropriate percent discount and the State’s price. The Contractor is required to identify the items being added and deleted. E. All additional and substitute items must be approved, in writing, or via email by the Director of Purchase and Property. F. The Contractor is not permitted to offer any additional or substitute products or services to any Agency or members of the Cooperative Purchasing Program without written or email approval from the Director. In addition, if a manufacturer is adding or removing dealers from their authorized list, the manufacturer must submit the request in writing as detailed above. G. All accepted additions, substitutions and new technology shall be added as “Addendums” to the contract on a periodic basis, and numbered sequentially in the order that they were presented during the life of the contract. H. All addendums must also be submitted electronically as PDF, Word® or Excel® documents in order to allow electronic scanning of items and verification of prices. I. Addendums shall only contain the equipment considered to be additions, substitutions, and new technology items. Submissions of entire manufacturers’ pricelists that include equipment and services

ntain the equipment considered to be additions, substitutions, and new technology items. Submissions of entire manufacturers’ pricelists that include equipment and services not specifically referred to in the Addendum will not be accepted. Upon approval from the Purchase Bureau of any additions, substitutions, deletions and/or changes to the contract, the Contractor shall provide two (2) new dated CD ROM copies with the changes. The data on these CD-ROM shall be categorized in separate files for additions, substitutions, deletions or changes. In order to offer an additional product or service, substitution or replacement item to the contract end user / Using Agency, the Contractor must: • Secure a Letter of Approval / Authorization from the Purchase Bureau confirming the Contract Manager’s review and approval of the Contractor’s request. • 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 Approval / 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. 35

• 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. 3.21 PRODUCT END-OF-LIFE NOTIFICATION The Contractor shall notify the State as described above when it intends to list Manufacturer Discontinued (“MD”) (a.k.a. End-of-life) products on its contract. • The Contractor shall also notify all contract customers, end users, and Using Agencies who purchased the MD product. • Notification shall describe its product support plan. • Notification shall include the product end of support date and the notification shall be at least six (6) months in advance of that date. • The Contractor must obtain confirmation of receipt of its notification to all contract users of the MD product. • The Contractor must provide an alternative solution to replace the MD product. • The Contractor must continue to provide support for the MD product for a minimum of 2 years after the product has been MD’ed. 3.22 TRADE IN PROGRAM Contractor shall provide a description of its Trade In program detailing its proposed method of operation, equipment eligible under its program and credit schedule. See Schedule U to provide program description and pricing. 4.0 PROPOSAL PREPARATION AND SUBMISSION 4.1 GENERAL The bidder is advised to thoroughly read and follow all instructions contained in this RFP, including the instructions on the RFP’s signatory page, in preparing and submitting its proposal. Use of URLs in a proposal should be kept to a minimum and may not be used to satisfy any material term of an RFP. If a preprinted or other document included as part of the proposal contains a URL, a printed (or if a bid is submitted electronically, electronic) copy of the URL page shall be provided and will be considered as part of the proposal. Additional URLs on the copy of the URL page shall not be considered as part of the proposal unless a copy of those URL pages are also provided. The forms discussed herein and required for submission of a proposal in response to this RFP are available on the web at http://www.state.nj.us/treasury/purchase/bid/summary/12x22183.shtml unless noted otherwise. 4.2 PROPOSAL DELIVERY AND

for submission of a proposal in response to this RFP are available on the web at http://www.state.nj.us/treasury/purchase/bid/summary/12x22183.shtml unless noted otherwise. 4.2 PROPOSAL DELIVERY AND IDENTIFICATION In order to be considered, a proposal must arrive at the Division in accordance with the instructions on the RFP signatory page accompanying this RFP. Bidders are cautioned to allow adequate delivery time to ensure timely delivery of proposals. State regulation mandates that late proposals are ineligible for consideration. THE EXTERIOR OF ALL PROPOSAL 36

PACKAGES ARE TO BE LABELED WITH THE PROPOSAL IDENTIFICATION NUMBER AND THE FINAL PROPOSAL OPENING DATE OR RISK NOT BEING RECEIVED IN TIME. 4.3 EBID VS. NON-EBID SUBMISSION INSTRUCTION 4.3.1 EBID SUBMISSION OF PROPOSAL If the bidder is submitting an eBid, hard copy submission is not required. Instructions detailing how to enroll in and submit an eBid are available on the web at http://www.state.nj.us/treasury/purchase/index.shtml. Should the bidder choose to submit both an eBid and a hard copy of the bidder's proposal, the eBid proposal will prevail in the event of a discrepancy between the electronic and paper versions. When submitting an eBid, do not use any symbols (i.e., #, @, $, &, *) in the filename. In addition, the bidder should name each converted PDF electronic file and folder as follows: 4.3.2 NON-EBID SUBMISSION The bidder must submit the following bid proposal copies in both hard copy and disc as specified: One (1) complete ORIGINAL bid proposal, clearly marked as the “ORIGINAL” bid proposal. One (1) complete and exact copy clearly marked "COPY". One (1) unbound, complete and exact copy of the original, clearly marked "COPY". Five (5) complete and exact ELECTRONIC copies of the original proposal in PDF file format on disc (CD or DVD) to be viewable and "read only" by State evaluators using Adobe Acrobat Reader software. One (1) complete and exact ELECTRONIC copy of the original proposal in an editable and "writable" PDF file format on disc (CD or DVD) for redaction. Copies are necessary in the evaluation of the proposal and for record retention purposes. A bidder failing to provide the requested number of copies will be charged the cost incurred by the State in producing the requested number of copies. The bidder should make and retain a copy of its proposal. 4.4 PROPOSAL CONTENT The proposal should be submitted in two volumes with the content of each volume as indicated below. Volume 1 Section 1 - Forms (Sections 4.4.1 and 4.4.2) Section 2 - Technical Proposal (Section 4.4.3) – This section of the bidder’s submission is limited to 25 pages or fewer, with no smaller than a 12 point font. Note: Section 3.10, Training; Bidder should include with the bid response, a resume for each of those individuals expected to conduct training under a contract resulting from this RFP. Section 3 - Organizational Support and Experience (Section

include with the bid response, a resume for each of those individuals expected to conduct training under a contract resulting from this RFP. Section 3 - Organizational Support and Experience (Section 4.4.4) Volume 2 Section 4 – Price Schedule (Section 4.4.5) 37

4.4.1 FORMS, REGISTRATIONS AND CERTIFICATIONS REQUIRED WITH PROPOSAL 4.4.1.1 SIGNATORY PAGE The bidder shall complete, including signature of an authorized representative of the bidder, and submit the Signatory Page accompanying this RFP. If the bidder is a limited partnership, the Signatory Page must be signed by a general partner. If the bidder is a joint venture, the Signatory Page must be signed by a principal of each party to the joint venture. Failure to comply will result in rejection of the proposal. 4.4.1.1.1 MACBRIDE PRINCIPLES CERTIFICATION The bidder must certify pursuant to N.J.S.A. 52:34-12.2 that it is in compliance with the MacBride principles of nondiscrimination in employment as set forth in N.J.S.A. 52:18A-89.5 and in conformance with the United Kingdom’s Fair Employment (Northern Ireland) Act of 1989, and permit independent monitoring of their compliance with those principles. Please refer to Section 2.5 of the State of NJ Standard Terms and Conditions and N.J.S.A. 52:34-12.2 for additional information about the McBride principles. By signing the RFP Signatory Page, or by entering its PIN if submitting an eBid proposal, the bidder/offeror is automatically certifying that either: a. The bidder has no operations in Northern Ireland; or b. The bidder has business operations in Northern Ireland and is committed to compliance with the MacBride principles. A bidder/offeror electing not to certify to the MacBride Principles must nonetheless sign the RFP Signatory Page AND must include, as part of its proposal, a statement indicating its refusal to comply with the provisions of this Act. 4.4.1.1.2 NO SUBCONTRACTOR CERTIFICATION For a proposal that does NOT include the use of any subcontractors, by signing the RFP Signatory Page, or by entering a PIN if submitting an e-Bid proposal, the bidder is automatically certifying that: 1. In the event the award is granted to bidder’s’ firm and the bidder later determines at any time during the term of the Contract to engage subcontractors to provide certain goods and/or services, pursuant to Section 5.8 of the State of NJ Standard Terms and Conditions, the bidder will submit a Subcontractor Utilization Plan form for approval to the Division of Purchase and Property in advance of any such engagement of

ms and Conditions, the bidder will submit a Subcontractor Utilization Plan form for approval to the Division of Purchase and Property in advance of any such engagement of subcontractors. 2. If the contract is a small business subcontracting set-aside, the bidder certifies that in engaging subcontractors, it will make a good faith effort to achieve the subcontracting set-aside goals, and will attach to the Subcontractor Utilization Plan documentation of such efforts in accordance with N.J.A.C. 17:13-4 et seq. 4.4.1.1.3 NON-COLLUSION By submitting a proposal, the bidder certifies as follows: 38

a. The price(s) and amount of its proposal have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder. b. Neither the price(s) nor the amount of its proposal, and neither the approximate price(s) nor approximate amount of this proposal, have been disclosed to any other firm or person who is a bidder or potential bidder, and they will not be disclosed before proposal opening. c. No attempt has been made or will be made to induce any firm or person to refrain from bidding on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal or other form of complementary proposal. d. The proposal of the firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal. e. The bidder, its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any governmental agency and have not in the last four (4) years been convicted or found liable for any act prohibited by state or federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract. 4.4.1.1.4 NEW JERSEY BUSINESS ETHICS GUIDE CERTIFICATION The Treasurer has established a business ethics guide to be followed by State contractors in their dealings with the State. The guide provides further information about compliance with Section 2.8 of the State of New Jersey Standard Terms and Conditions. The guide can be found at: http://www.state.nj.us/treasury/purchase/ethics_guide.shtml By signing the RFP signatory page, or by entering a pin if submitting an e-bid proposal, the bidder is automatically certifying that it has read the guide, understands its provisions and is in compliance with its provisions. 4.4.1.2 OWNERSHIP DISCLOSURE FORM Pursuant to N.J.S.A. 52:24.2, in the event the bidder is a corporation, partnership or sole proprietorship, the bidder must complete the attached Ownership Disclosure Form. A current completed Ownership Disclosure Form must be received prior to or accompany the