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

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