The Current DigitalEdge Contract #ESD112-DE-09

INVITATION TO BID ON
INSTRUCTIONAL TECHNOLOGY AND
AUDIO-VISUAL EQUIPMENT AND RELATED PRODUCTS

Bid No. ESD112-DE-09

 

NEW EXTENSION AGREEMENTS FOR DIGITALEDGE CONTRACT #ESD112-DE-09.

 

THIS BID HAS CLOSED AND CONTRACTS HAVE BEEN AWARDED.

  • Download the DigitalEdge bid opening document for Bid No. ESD112-DE-09 from August 25, 2009.
  • Download the list of awarded bidders and the product categories for which they received contracts.
  • Download the contract that includes revised language that was addressed in the five addendas.

 

Initial Deadline to Respond:

August 3, 2009 (5:00 p.m. PST)

 

Revised Deadline to Respond:

August 24, 2009 (5:00 p.m. PST)

 

Bid Documents to Download:

Addenda to Invitation to Bid:

Each of the following addenda must be signed by an authorized representative of the bidding company, and then submitted in the three-ring binder with the Bidder's signed "Offer and Agreement Form" by the due date for submission. In addition, each addendum must be scanned and saved in PDF format and included on the required CD of bid documents.

Affidavits:

The following affadavits provide evidence of the Invitation to Bid for the DigitalEdge Contract #ESD112-DE-09 was published in each state:

California:

Colorado:

Idaho:

New Mexico:

Nevada:

Oregon:

Utah:

Washington:

Wyoming:

 

Award Letters and Bidder Agreements:

 

Advanced Classroom Technologies

CIM Technologies

CompUSA

  • Original letter of award
  • An extension agreement was not signed; CompUSA's DigitalEdge contract was terminated on January 1, 2011.

Dimensional Communications

  • Original letter of award
  • An extension agreement was not signed; Dimensional's DigitalEdge contract was terminated on January 1, 2011.

Epson America

Front Row

Matrix Ingenuity

  • Original letter of award
  • An extension agreement was not signed; Matrix's DigitalEdge contract was terminated on January 1, 2011.

MicroK12

Mitsubishi Digital Electronics

NEC Display Solutions of America

Saxton Bradley

  • Original letter of award
  • An extension agreement was not signed; Saxton Bradley's DigitalEdge contract was terminated on January 1, 2011.

SMART Technologies

Solutionz, Inc.

Sound Solutionz, LLC

Tempest Technologies, LLC

  • Original letter of award
  • An extension agreement was not signed; Tempest's DigitalEdge contract was terminated on January 1, 2011.

Troxell Communications

Mandatory Pre-Bid Review Meeting (Closed):

This meeting has already taken place.The following information is kept for archival purposes only.

Bidders who wish to be considered for a contract award are required to attend the Pre-Bid Review meeting on July 20, 2009 at 1:00 p.m. PST. RSVP is required.

  • Download important information about attending the Pre-Bid Review Meeting. It includes information about attending in person and via a videoconference. It also includes important information about how to prepare for this meeting. (PDF)
  • Download the agenda. (Coming soon! Please check back here before the meeting.)

View the recorded video footage of the meeting (in Flash format):

Q's and A's for DigitalEdge Contract # ESD 112-DE-09:

Bidders with questions about the Invitation to Bid #ESD112-DE-09 are reminded to send an e-mail message to digitaledge@esd112.org. The Bid Administrator will respond to all inquiries below. The questions are listed in chronological order. Scroll toward the bottom of the page to find the most recent questions and answers that have been posted.

Please check this site daily to stay current on information that is shared with all interested bidders.

 

Tuesday, July 21, 2009:

Question:
Regarding 'Purchasers Under this Contract' on Page 7, as well as Page 19, Section 5.2:
As a manufacturer, can we name different authorized dealers for the different states we plan on participating in? If so, do you have a format preference or bid tab this should be included in?

Answer:
Yes, you can name different resellers (agents) for different states. The format is addressed in Bid Form B. All Bidders’ must fill-out the form with accurate and complete information of their resellers (agents) that are commissioned to carry-out all provisions, requirements and terms and conditions of the contract.

Question:
Regarding Page 15, Section 1.2, 'Bid Price Method' for Equipment:
Can the discount from MSRP percentage vary between equipment offerings?

Answer:
Page 17, Paragraphs 2.2.1 and 2.1.5: 2.1.1: The identified market basket items shall be listed separately on the Bid Price form and must have lower net bid prices than non-market basket items. Each market basket item may be bid with its own percent of mark-up or discount.

2.1.5: After assigning the most competitive price adjustments to the “market basket” items, Bidders will assign a single percentage of price adjustment (discount or mark-up) to the remaining products (non-market basket items). The level of markup or discount applied to the non-market basket products shall remain constant or can be revised to be even more competitive throughout the term of the Contract. Single pricing must remain constant by product category for the non-market basket items that are listed in the equipment Form D.

Question:
Regarding Page 18, Section 2.2:
Our software pricing structures differ from Supplies/Accessories (lamps, etc). Can we bid software outside of the Supplies category?

Answer:
The Invitation to Bid verbiage on page 18, section 2.2 has been changed to separate software from supplies and accessories on (Bid Form E) within the Bidder’s bid. Addendum No.1 states the change as follows: “For the purpose of this Invitation to Bid, software is defined as the various kinds of programs used to operate computers and related devices. (Definition taken from whatis.com). If software is sold to support the equipment, the Bidder shall use the bid form for Supplies and Accessories (Form E). In this case, the Bidder shall separate software from the supplies and accessories. Bidders may apply a single, constant mark-up or discount to all supplies and accessories, and that mark-up or discount may be different than the single, constant mark-up or discount they apply to all software.”

Question:
Regarding Page 19, Sections 1.10 and 4.0, All Inclusive Pricing/Administrative Fee:
May our Authorized Dealer pay the 3% Contract Administrative Fee and provide the monthly reporting requirement directly (Section 9.3 on Page 27)?

Answer:
Yes, your assigned reseller (agent) may provide the monthly reporting requirements and payments directly to the DigitalEdge office as instructed within the bid.

Question:
Regarding Page 21, Section 1.0, Provision of Awarded Bidder Contracts:
May our named Authorized Dealers accept purchase orders directly from customers, process these PO's internally with the noted DigitalEdge contract number, fulfill the orders, and bill the customer directly?

Answer:
Yes, all Awarded Bidders’ or their resellers (agents) deal directly with the Purchasers as defined in Section 3.0 in the Post-Award section within the bid.

Question:
Regarding Page 25, Section 6.5, Attendance and Participation at Technology and Other Events/Conferences:
May our named Authorized Dealers fulfill this function, with at least one in attendance at such events?

Answer:
Yes, the Awarded Bidder(s) assigned reseller (agent) may attend such events. See Bid Form C, question number eleven (11).

Question:
Regarding Page 28, Section 11.0, Mandatory Insurance Requirement:
Are our named Authorized Resellers allowed to fulfill all of the listed insurance requirements?

Answer:
Yes, once the Awarded Bidder is awarded the contract and they assign the contract to a reseller (agent) to carry-out all the provisions, requirements and terms and conditions within the bid, the reseller (agent) must send proof of insurance that indemnifies ESD 112 and keep it in force during the term of the contract as required within the bid. See Page 28, Paragraph 11.1.

 

Thursday, July 23, 2009:

Question:
Regarding Page 21, Section 2.0, Local Personal Assistance:
Does the Awarded Bidder have to provide local assistance?

Answer:
Yes, this is required.

Question:
Regarding Page 24, Section 6.0, Marketing Requirements:
Can marketing materials be distributed electronically or must they be distributed in printed format?

Answer:
Electronic format is acceptable.

Question:
Regarding Page 19, Section 4.0, Administrative Fee:
Industry margins on Netbooks are so low that orders could go out with negative margins. Is there any flexibility in the Administration Fee regarding this concern?

Answer:
The Administration Fee will stay at three (3) percent for all product categories listed within the bid.

Question:
Regarding Page 14, Product Categories:
Will you accept training as a product category? What if it is listed in the manufacturer’s product and price sheet?

Answer:
Training is a stand alone product category and is not listed in this Invitation to Bid. Training that is listed on a manufacturer’s price sheet can not be marketed by the Awarded Bidder as a DigitalEdge product on the contract, and will not be subject to Administrative Fees.

Question:
Regarding Page 28, Section 11, Mandatory Insurance Requirement:
If a change in the insurance policy is made – do we have 45 calendar days from the time the change is made to notify ESD 112?

Answer:
See Addendum No. 2.

Question:
Regarding, Page 42, Paragraph 8, Resellers, Distributors and Agents:
Are there any options or alternatives for the responsibilities of the manufacturer or reseller to carry-out the requirements listed on page 42, paragraph #8? What about the liability coverage listed on page 28, section 11.0?

Answer:
There will be no options or alternatives to the manufacturer or reseller requirements listed on page 42, paragraph #8 or insurance requirements listed on page 28, section 11.0, within the bid.

Question:
Regarding Page 16, Section 1.7, Fixed Pricing:
Can prices adjust during the five (5) year contract period (December 31, 2014)?

Answer:
See Addendum #2.

Question:
Regarding Pages 8 and 9, Instructions for Submitting All Required Materials (Checklist):
We are unclear about how to submit all the required materials for our bid. Do you want the three-ring binder in the sealed envelope?

Answer:
Each Bidder shall submit one (one-inch) three-ring binder as described on Page 8, Part 1, regardless of the number of manufacturer product categories they are bidding. In addition to the three-ring binder, the Bidder will submit one sealed envelope per manufacturer product category they are bidding. Please download and read the sample scenario.

Question:
Regarding Page 26, Section 9.0, DigitalEdge Monthly Sales Report:
Are there options or alternative to the reporting date requirements on all Post-Award documents?

Answer:
There will be no changes to the reporting dates on the Post Award documents.

Question:
Regarding Page 19, Section 5.0, State Coverage:
Can Bidders submit bids for certain states or are they required to bid on all states?

Answer:
A Bidder can bid on any number of states listed within the bid, and in which they are authorized to sell products in a manufacturer's product category.

Question:
Regarding Page 25, Section 6.5, Attendance and Participation at Technology and Other Events/Conferences:
Is there a list of showcases or other events that you can provide us now?

Answer:
No, not at this time. Most ESD Ed Tech Directors meet monthly or bi-monthly with the district technology directors in their regions, and will invite an Awarded Bidder to come in and conduct presentations or demonstrations on their DigitalEdge products. At other times, they’ll have a single, large event and invite all of the Awarded Bidders to participate in a showcase-type event.

Question:
Regarding, Page 25, Section 6.5, Attendance and Participation at Technology and Other Events/Conferences:
Do vendors have to attend all events?

Answer:
See Addendum #2.

Question:
Regarding Page 14, Product Categories:
What is a technology-based learning center?

Answer:
Teachers, especially in the younger grades, set up learning centers that their students can go to work independently. A technology-based learning center refers to a center that uses any kind of technology to engage the students in practice lessons or activities. It is a broad category that might include technology solutions such as digital audio players with headphones, DVD players, interactive tools of some kind, etc.

Question:
Regarding Page 14, Product Categories:
Are PC tablets for handwriting an acceptable consideration for technology learning centers? Or are they considered to be a computer?

Answer:
PC tablets are considered to be computers and DigitalEdge will not accept bids for personal computers.

Question:
Regarding Page 38, Paragraph D, Sales Tax:
Pricing on the price list is not inclusive of sales tax. The Invitation to Bid states that adding sales tax to the purchase price is a material violation. In California taxes are required. How can they get around that.

Answer:
See Addendum #2.

Question:
Regarding Page 25, Section 6.6, Webinar Presentations:
Is there a minimum number of webinar sessions that are required?

Answer:
See Addendum #2.

Question:
Regarding Page 15, Section 1.0, Contract Price:
If one reseller cannot provide the total suite of our products, how will you handle that?

Answer:
The DigitalEdge evaluation team will evaluate the Bidder’s Bid Form D based on the “entire” manufacturer’s product and price sheet to determine the lowest average net bid price. See Page 15, Section 1.0 of the Invitation to Bid. Bids with deviations or exceptions to the requirements or terms or conditions within this bid may be disqualified from consideration.

Question:
Regarding Page 15, Section 1.0, Contract Price:
For manufacturer price sheets that are extensive in length and contain as many as 25,000 items/SKU’s, is it possible to bid only the top volume/focus products and provide a discount for the other 24,985 line items with a discount off list or markup without providing the individual price for all 25,000 items?

Answer:
For the purpose of bid evaluation and comparison, Bidders are required to submit bids on the entire manufacturer product category. Once the bids are awarded to the Qualified Bidder with the lowest average net bid price, the Bid Administrator will consider working with the Awarded Bidder when price sheets are updated and need to be submitted.

Question:
Regarding Page 32, Sections 2, Determining the Lowest Average Net Bid Price:
How will you determine the bid award if two competitors are close in price? Is it based on state coverage?

Answer:
The bid award will be determined by the Qualified Bidder that submits the lowest average net bid price on the equipment sub-category. See Bid Form D. State coverage will be used as a tie breaker. (See Page 32, Section 5.) 

Question:
Regarding Page 19, Section 5.2:
Can I bid on more than one manufacturer in a specific product category?

Answer:
See Addendum #2.

Question:
Regarding Page 21, Section 1.2:
The Invitation to Bid requires that all purchase orders must identify the DE bid number and faxed to the DE office. It’s unclear as to why we need to provide a quote on purchases that don’t deviate from the net bid price.

Answer:
See Addendum #2.

Question:
Regarding Page 24, Section 6.1, Web Site with Contract Information:
Will you consider changing the requirement for “not” allowing Awarded Bidders password protection for their DigitalEdge web site?

Answer:
See Addendum #2.

Question:
Regarding Page 17, Section 1.10, All-Inclusive Pricing:
How do you want the Bidders to show the shipping and handling and the admin fee on the bid forms?

Answer:
The shipping, handling and admin fees are built in to the final net bid prices that are submitted in form D.

Question:
Regarding Page 17, Section 2.1, Bidding on Equipment:
Is there a limit on Market Basket items in form D?

Answer:
No, it’s unlimited.

Question:
Regarding Page 17, Section 1.0, All-Inclusive Pricing:
Do Alaska and Hawaii require a separate line item or form when bidding?

Answer:
No. The price must be all inclusive, no separate bid form is required.

Question:
Regarding Page 29, Section 12.0, Requests for Documents:
If ESD 112 wanted to review any documentation, would that only be in relation to the DigitalEdge bid documents?

Answer:
Yes, our request would only pertain to documents and correspondence relating to the DigitalEdge bid.

Question:
Regarding Page 19, Section 4.0, Administrative Fee:
Awarded Bidders pay ESD 112 a 3% admin fee for the administration of the contract, support of the Awarded Bidders, and marketing. How will ESD 112 help the Awarded Bidders with support and marketing in the other states?

Answer:
The DigitalEdge Program at ESD 112 creates a comprehensive marketing plan every year and carries out marketing activities, such as the ones described on Page 12 of the Invitation to Bid. We are also looking for ways to take advantage of various agency infrastructures in each state to replicate the model that is in place in Washington. The DigitalEdge office is open to ideas from Awarded Bidders.

Question:
Regarding Page 9, Part 3, CD Containing All Required Bid Forms and Documents:
Are you requiring a CD for each sealed bid packet? For every product category?

Answer:
No. The Bidder can submit all bid documents on one CD. Each document will need to be identified with a clear, concise title that identifies what it is on the CD. Please download and read the sample scenario.

Question:
Regarding Page 3, Invitation to Bid:
Will you consider extending the bid deadline?

Answer:
See Addendum #2.

Question:
Regarding Page 3, Invitation to Bid:
Do we send our bid documents to the ESD 112 Business Office or to the ESD 112 Purchasing Department?

Answer:
Send them to the Purchasing Department by the due date. See Addendum #2.

 

Tuesday, July 28, 2009:

Question:
How is DigitalEdge going to handle emerging technologies or new product categories that are introduced to the market place after the initial contract award date?

Answer:

The DigitalEdge Team is interpreting the term “emerging technologies” as technologies that don’t exist or are not available at the time of the Invitation to Bid for Contract #ESD112-DE-09, but become available after the Contract Awards are made. The same interpretation will be applied to the term “new product categories.”

  1. Emerging technologies that become available after the Bid Award has been made, and are in a product category that has been awarded to the lowest Qualified Bidder:

    These technology solutions can simply be added to the contract, as they should automatically appear on an updated manufacturer’s price sheet submitted by the Awarded Bidder to the DigitalEdge Administrator.

    Example:
    Smithsonian, Inc. receives the contract for document cameras by XYZ manufacturer. Three months later, new document cameras that are new and improved are added to that manufacturer’s price sheet. Since Smithsonian received the award for XYZ document cameras, they can sell those document cameras on the contract. Smithsonian, Inc. will need to let the DigitalEdge Bid Administrator know whether the new document cameras are market basket items or non-market basket items.
  2. Emerging technologies and new product categories that become available after the Bid Award has been made, and have not been awarded to any Qualified Bidder:

    These technologies and product categories have not been competitively bid, and can not be added to the contract without going out to bid. When vendors become aware of such technology solutions, they should contact the DigitalEdge Bid Administrator and alert him/her that a new technology has emerged, and the DigitalEdge Team will evaluate its fit to the contract. If it is a good fit, it may be competitively bid.

    Example:
    Smithsonian, Inc. received the award for interactive whiteboards by XYZ manufacturer. Three months later, the XYZ manufacturer adds document cameras to its price sheet. Because these document cameras were not competitively bid, DigitalEdge can not award Smithsonian the contract for them, and Smithsonian may not market them as a product on the contract. In this case, it is recommended that Smithsonian (or another interested vendor) notify the DigitalEdge Bid Administrator that document cameras are now available by XYZ manufacturer.

 

Wednesday, July 29, 2009:

Question:
If spot discounts are offered to qualified end users based on an opportunity, do they become permanent? If higher discounts are offered at any time, when do they become permanent?

Answer:
There are four (4) situations where an Awarded Bidder can lower prices:

  1. When the Awarded Bidder submits his/her DigitalEdge Monthly Product or Price Sheet with price changes, the new prices will establish a lower net bid price that becomes permanent.
  2. The Award Bidder at anytime can offer lower pricing to compete in a competitive situation. The Awarded Bidder shall provide the Purchaser with a quote and send a copy to the DigitalEdge Office when the transaction transpires.
  3. The Awarded Bidder can advertise at anytime special promotions which have a published start and stop date.
  4. The Awarded Bidder can promote special product bundles that are equal to or lower than current combined single unit pricing of the bundled items which also have a published start and stop date.

Question:
As a manufacturer, we are going to bid on multiple product categories. Shall we submit one sealed envelope for each product category? Can we submit only one sealed envelope for all product categories that we are bidding on?

Answer:
Each Bidder (manufacturer or their assigned reseller / agent) shall submit one sealed envelope for each manufacturer product category the Bidder bids on.

Question:
Regarding the Marketing Criteria and Approval Form, when is it required, pre-bid or post-award? Shall we or our named Authorized Resellers submit the form?

Answer:
The Awarded Bidder or their assigned reseller (agent) shall submit their Marketing Criteria and Approval Form after the initial contract award. The Marketing Form must be filled out completely and sent to the DigitalEdge Bid Administrator for approval before any marketing materials are published.

 

Thursday, July 30, 2009:

Question: 
Do we put the Addenda in the three-ring binder or in the sealed bids, or both? 

Answer: 
One hard copy of each signed Addendum must be placed in the Bidder's three-ring binder in the same section as the Bidder's Offer and Agreement Form."

Question:
Do we put the Addenda on the CD as well?

Answer:
Each signed Addendum must be scaned and saved in PDF format, and then copied into a folder entitled "Addenda" on the Bidder's CD. 

 

Tuesday, August 4, 2009:

Question:
Can an Awarded Bidder assign additional and/or different resellers (agents) for their awarded product category(ies) after the bid is issued?

Answer:
Yes, an Awarded Bidder can assign and/or add different resellers (agents) after the award has been made. At the time of the revision/addition, the information in Bid Forms B and C must be filled out with accurate and complete information on the new resellers (agents) that are commissioned to carry-out all provisions, requirements and terms and conditions of the contract.

 

Wednesday, August 12, 2009:

Question:
Paragraph 2.1.1 (on Page 17) states that the market basket items” must have lower net bid prices than non-market basket items”. I believe that this statement should read “must have either a lesser percentage markup or greater percentage markdown than non-market basket items.” Am I right?

Answer:
Yes. Please see the revision made in Addendum #5.

Question:
Is the “market basket” limited to what the Bidders perceive as the best-sellers or purchasers’ favorites, or can other equipment products in a manufacturer’s product line be included, as well?

Answer:
The Bidder has the flexibility to identify the items that will go into the market basket, both at the time of the bid, and in the post-award period. Please see Addendum #5.

Question:
Will you be using the data that the DigitalEdge office already has on products sold in previous years to determine whether an item is a “best seller” or a “purchaser’s favorite?”

Answer:
No. There may be some products bid that were not included in the previous contract. For this new contract, the Bidder has the flexibility to identify and assign equipment products to the market basket, and during the bid evaluation period as well as the post-award period, the Bid Administrator will not evaluate whether an item belongs in the market basket. The same holds true when new products in a manufacturer’s product line emerge after the awards have been made; the Awarded Bidder has the option of identifying the new products as market basket items or non-market basket items. However, the Bid Administrator will monitor the market basket items at all times to ensure that they reflect a more competitive price adjustment (percent of discount or mark-up) than the non-market basket items. For more information about how new products are handled on the contract when they emerge, please see the Invitation to Bid, Page 26, Sections 7.0 and 8.1.

Question:
If a Bidder is a manufacturer that is going to assign the contract to one or more resellers, and those resellers have more than one office in a state, do all of the offices have to be listed on Bid Form B?

Answer:
Yes.

Question:
If a Bidder assigns the contract to a reseller that has multiple offices in each state, does each office report its own sales and pay its own administrative fee? Or do you just want to receive one report and check for the 3% administrative fee from one office, on behalf of all of the satellite offices?

Answer:
The DigitalEdge office will require the reseller to submit one DigitalEdge Sales Report and a single check for the 3% administrative fees on behalf of all that reseller's offices.

Question:
I do not see a category for LCD Display Monitors; I only see televisions.

Response:
LCD monitors that are single-purpose monitors to use with computers are not being bid. However, bids for LCD monitors with multiple inputs for various video sources will be accepted, as well as LCD televisions. If an LCD monitor can be used for both computers and video, it will be accepted, as well.

 

Wednesday, August 19, 2009

Question:
Are Bidders required to submit the entire manufacturer’s product and price sheet for each product category they bid with the rest of the required bid materials?

Answer: 
This is not a requirement at the time of the bid submission. However, the Bid Administrator reserves the right to request a copy in electronic format during the evaluation or post award period.

Question:
Are Bidders required to submit all Bid Price Forms, even thou the manufacturer does not offer any warranty, maintenance or videoconference network products or services?

Answer:
Yes, please type the words “no data available” in the first row of the blank form. 

 

Thursday, August 20, 2009

Question:
We'd like to bid on a product that has many functions in a classroom, thereby making it an appropriate fit for a few of the product categories listed on page 14 of the current Invitation to Bid. How do I assign it to a category?

Answer:
Assign it to the category entitled "All-in-one interactive tools."