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

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