HomeMy WebLinkAboutItem 5l - Award Contract to Ahead for Enterprise Storage Server Replacement (Energov, Spillman, CityWorks) Item 5l
Department: Information Technology
Cost Center: 1101
For Agenda of: 6/7/2022
Placement: Consent
Estimated Time: N/A
FROM: Greg Hermann, Deputy City Manager
Prepared By: Miguel Guardado, Information Technology Manager
SUBJECT: AWARD CONTRACT FOR ENTERPRISE STORAGE SERVER
REPLACEMENT
RECOMMENDATION
1. Award a contract and authorize a purchase order for Ahead in the amount of
$350,139.16 for the purchase and installation of new enterprise storage (Dell
PowerStore storage solution) and five years of 24/7 support; and
2. Waive formal bids and authorize use of State of California Enterprise Technology
Contract #1-19-70-19D-2 to procure this purchase from Ahead, as allowed under
3.24.060 E. of the City of San Luis Obispo Municipal Code.
DISCUSSION
Background
In July 2017, Information Technology upgraded its primary data storage equipment to
continue supporting on-premise systems such as EnerGov, Laserfiche, Cityworks and
Springbrook Utility billing systems all of which are key systems that support the delivery
of core services to the public. There was also an upgrade to equipment to support Police
Department operations and record keeping, which are critical to public and officer safety.
The equipment consisted of Dell Compellent primary data storage equipment, which is
located at the Emergency Communications Center at Fire Station 1. Following best
practices, there are also secondary storage systems at the San Luis Obispo County
datacenter. Data is continually updated to the secondary storage system for disaster
recovery purposes.
Current Storage Status
This Council Agenda Report is requesting authorization to purchase new storage
equipment including controllers and drive shelves to replace the current equipment, which
has reached its end of life. The expected lifespan of this equipment is five years and the
current warranties for the controllers and shelves will expire on August 31, 2022. Using
equipment past this date means that support and/or repair will not be available if they fail
which could mean that services provided by these systems would not available.
Page 417 of 652
Item 5l
This equipment purchase covers equipment for both the City and Police Department
systems. The City is required to maintain separate Police Department storage due to
Department of Justice requirements.
Although many applications now rely on cloud based storage, on -premise storage is
required for all systems that contain public safety related information and is more cost
effective and/or best practice for certain department systems to retain operational control
and recovery.
Previous Council or Advisory Body Action
The current enterprise storage equipment was approved for purchase as part of the
Consent Agenda at the Regular City Council meeting on July 18, 2017 . The Council
Agenda report may be viewed here:
https://opengov.slocity.org/WebLink/DocView.aspx?id=66664&dbid=0&repo=CityClerk .
Policy Context
Waiving formal bids and authorizing the use of State of California Enterprise Technology
Contract# 1-19-70-19D-2 to procure this purchase from Ahead is consistent with City
Purchasing Policy, Section 204: No-Bid Purchasing, and Municipal Code Section
3.24.060E, which permits staff to dispense with bidding requirements, “When the
purchase will be made cooperatively with one, or more, other units of government, or from
a local dealer within the city limits that can provide the same brand, model and
configuration of item(s) identified in the cooperative purchase agreement(s) at or below
the cooperative purchasing net cost within the same terms and conditions.”
Public Engagement
This is an administrative item, so no outside public engagement was completed. Publ ic
comment can be provided to the City Council through written correspondence prior to the
meeting and through public testimony at the meeting.
CONCURRENCE
The Police Department concurs with the recommendations.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommended actions in
this report, because the action does not constitute a “Project” under CEQA Guidelines
Sec. 15378.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2022-23
Funding Identified: Yes
Page 418 of 652
Item 5l
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund $ $ $ $
State
Federal
Fees
Parking Fund $2,036 $2,036
Transit Fund $2,036 $2,036
Water Fund $8,146 $8,146
Sewer Fund $8,146 $8,146
LRM $323,136 $323,136
IT Completed
Projects
$22,671.03 $6,639.16 $16,031.87
Other:
Total $ $350,139.16 $16,031.87 $
The 2021-23 Financial Plan identified $343,500 in funding for this Capital Improvement
Project (Project #1000074-06 City SAN and 1000074-18 PD SAN). In addition, staff is
recommending a transfer of $6,639.16 from the IT Replacement Fund Completed
Projects Account to fund the remainder of the project. The IT completed projects account
currently has a balance of $22,671.03 to support this request of $6,639.16.
ALTERNATIVES
Deny awarding project. Staff does not recommend this alternative. The existing
equipment is nearing the end of the expected five-year life cycle. If replacement is delayed
and equipment fails, the City runs the risks of critical services not being available to the
public and staff.
ATTACHMENTS
A - Quote from Ahead for Dell PowerStore Equipment with 5-year Warranty and Support
B - Enterprise Technology Contract with Ahead
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Page 420 of 652
Ahead, Inc. which will do business in the state of California as Kovarus, Inc.Date:Quote #Expiration Date:Account Manager:Prepared By:Ship ToEmail:City of San Luis ObispoPhone:879 Morro StreetSan Luis Obispo CA 93401Contract Number:Contract Expiration DELL MSRP Date:LinkSB/DVBE Summary %:Line # Segment ID #Dept. Requested OEM ServicesProprietary ServiceModel # Description Qty List Price Disc Unit Price Ext. PriceMSRP page number (verification that your department reviewed this quote)Hardware1D2‐120 N N210‐AXXJ PowerStore 500T Customer Rack 4 $12,700.00 74.00% $3,302.00$13,208.002D2‐120 N N370‐AFXQ 192GB Appliance DIMM 96GB Per Node 4 $6,828.00 74.00% $1,775.28 $7,101.123D2‐120 N N400‐BGGM P1 25X2.5 NVME SED SSD 3.84TB 40 $14,591.00 74.00% $3,793.66 $151,746.404D2‐120 N N406‐BBOO 25GBE OPTICAL 4 PORT CARD PAIR 4 $2,286.00 74.00% $594.36 $2,377.445D2‐120 N N565‐BBJN 10GBASE‐T 4 PORT IO MODULE PAIR 4 $3,240.00 74.00% $842.40 $3,369.606D2‐120 N N407‐BCGF 10GBE OPTICAL SFP PAIR8 $412.00 74.00% $107.12 $856.967D2‐120 N N450‐AKHM 1450 WATT POWER SUPPLY PAIR 4 $2,104.00 74.00% $547.04 $2,188.168D2‐120 N N470‐ADUJ 3M OM4 FIBRE CABLE QTY216 $816.00 74.00% $212.16 $3,394.569D2‐120 N N343‐BBMR BASE UNIT CONFIG KIT4 $0.00 0.00% $0.00 $0.00Software10D2‐121 N N210‐ATXO AppSync for PowerStore4 $0.00 0.00% $0.00 $0.0011D2‐121 N N528‐BYHF AppSync Str Pk for PowerStore=CB 4 $0.00 0.00% $0.00 $0.0012D2‐121 N N528‐BTZK PowerStore Base SW4 $0.00 0.00% $0.00 $0.0013D2‐121 N N379‐BDPD ISG Product (info)4 $0.00 0.00% $0.00 $0.00Professional Services14D2‐124 N N847‐9656 ProDeploy Plus for PowerStore 5XX T 4 $5,437.00 15.00% $4,621.45 $18,485.8015D2‐124 N N812‐4019 ProDeploy Plus Training Credits 800 Redeem at education.dellemc.com Expires 1Yr from Order4 $800.00 15.00% $680.00 $2,720.0016D2‐124 N N839‐7078 Edu Serv‐Dell Tech PowerStore Implementation and Administration Classroom and Vroom 5Da4 $5,500.00 15.00% $4,675.00 $18,700.00Warranty/Support 17D2‐125 N N828‐5734 ProSupport Plus Mission Critical for AppSync Starter Pack Software Support Maintenance 5 Yea4 $0.00 0.00% $0.00 $0.0018D2‐125 N N828‐5778 ProSupport Plus Mission Critical for AppSync Starter Pack Software Support Contract 5 Years ‐ 4 $0.00 0.00% $0.00 $0.0019D2‐125 N N847‐9520 3 Years ProSupport and Mission Critical 4 Hour Onsite Service ‐ 60.00 MNTHS 4 $355.38 65.00% $124.38 $497.5220D2‐125 N N847‐9557 Prosupport Plus and Mission Critical 4‐Hour 7x24 Onsite Service with Emergency Dispatch 1 Ye4 $989.00 65.00% $346.15 $1,384.6021D2‐125 N N847‐9560 Prosupport Plus and Mission Critical 4‐Hour 7x24 Onsite Service with Emergency Dispatch 4 Ye4 $4,266.00 65.00% $1,493.10 $5,972.4022D2‐125 N N847‐9566 Prosupport Plus and Mission Critical 7x24 Technical Support and Assistance 5 Years ‐ 60.00 MN4 $9,700.00 65.00% $3,395.00 $13,580.0023D2‐125 N N951‐2015 Thank you for choosing Dell ProSupport Plus. For tech support visit //www.dell.com/contactde4 $0.01 100.00% $0.00 $0.0024D2‐125 N N955‐9041 Dell Hardware Limited Warranty Plus On Site Service Extended Year ‐ 60.00 MNTHS 4 $0.00 0.00% $0.00 $0.0025D2‐125 N N828‐4829 ProSupport Plus: Mission Critical 4‐Hour 7x24 On‐Site Low Capacity SSD Add‐On 5 Years ‐ 60.0040 $5,264.63 65.00% $1,842.62 $73,704.8026D2‐125 N N847‐9512 Keep Your Hard Drive for Enterprise 5 Years ‐ 60.00 MNTHS 4 $2,305.56 65.00% $806.95 $3,227.8027D2‐125 N N848‐3664 Keep Your Hard Drive for Enterprise Low Capacity SSD Add‐On 5 Years ‐ 60.00 MNTHS 40 $811.63 65.00% $284.07 $11,362.8028D2‐125 N N822‐3179 Partner Success Program Management ‐ 60.00 MNTHS 4 $100.00 65.00% $35.00 $140.00Sub Total: $334,017.96Tax: 8.750% $16,121.20Grand Total: $350,139.16City of San Luis Obispo650‐231‐4240Sales Proposal5/5/20222000 Crow Canyon Place, #250AHD2022155819 ‐ 5San Ramon, CA 945837/5/2022Bob JamiesonMonica VarelaBill Tomonica.varela@ahead.com990 Palm Street1‐19‐70‐19D‐23/31/2023San Luis Obispo CA 934015/5/2022http://ftpbox.us.dell.com/slg/weekly/dellpricereport.pdf0%Notes: Payment terms are Net 45 days. F.O.B. Destination Freight Prepaid. Kovarus utilizes the Commercial Useful Function (CUF) of Castro International Consulting (CIC) for both DVBE as well as Certified California Small Business (Ref#: 1744407). For further information, please contact your Kovarus representative. For quote refresh/updates, please reach out to: ► Monica Varela | monica.varela@ahead.com |O: 650.231.4240 x1041 | F: 800.556.8035◄Group: StorageCategory: All Flash Array* ‐ MidPage 421 of 652
Page 422 of 652
Department of General Services
Procurement Division
707 Third Street, 2nd Floor
West Sacramento, CA 95605-2811
State of California
STATEWIDE CONTRACT
USER INSTRUCTIONS
All changes to most recent Supplement are in bold red italic. Additions are enclosed in asterisks, *, and deletions are enclosed in brackets, [].
MANDATORY
*Supplement 4
(Incorporates Supplements 1 – 4) *
ISSUE AND EFFECTIVE DATE: 4/26/2021
CONTRACT NUMBER: 1-19-70-19D-2
DESCRIPTION: Enterprise Technology
(Data Center Equipment)
Dell/EMC - OEM
CONTRACTOR: *Ahead, Inc. dba Kovarus, Inc.*
CONTRACT TERM: April 1, 2019 through *March 31, 2023*
STATE CONTRACT ADMINISTRATOR: Sarah Samaan
916-375-4432
Sarah.Samaan@dgs.ca.gov
The contract user instructions, products, and pricing are included herein. All purchase
documents issued under this contract incorporate the contract terms and applicable California
General Provisions:
IT General Provisions, rev 09/05/2014
(http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_401IT.pdf)
Cal eProcure link: www.caleprocure.ca.gov
ORDER PLACEMENT INFORMATION
Mailing Address:
*Ahead, Inc. dba Kovarus,
Inc.*
1303 J Street, Suite 410
Sacramento, CA 95814
Fax/Email:
Fax: (800) 783-8997
Email: *KOV-
SLEDcontracts@ahead.com*
Contact Information:
*Ahead, Inc. dbs Kovarus,
Inc.
Monica Varela
Phone: (650) 231-4240
X1041
Email:
monica.varela@ahead.com*
Contractor Website: http://www.kovarus.com/StateofCA
OEM MSRP: Dell: http://ftpbox.us.dell.com/slg/weekly/dellpricereport.pdf EMC:
https://www.emc.com/slg/monthly/EMCpricereport.pdf
Page 423 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 2 4/27/2021
User Instructions
All changes to most recent Supplement are in bold red italic. Additions are enclosed in
asterisks; deletions are enclosed in brackets.
SUMMARY OF CHANGES
Supplement
Number Description/Articles Supplement
Date
*4* *Subject contract for Enterprise Technology is hereby
modified to reflect the following changes:
Front Page: Extend contract. Contractor name has
been changed. Contact information updated.
Article 1: Contractor name has been changed.
Article 2: Update language and Contractor name.
Article 10: Contact email address updated.
Article 12: Update language.
Article 18: Order Placement info updated. Contact
email address changed.
Article 31: Contractor name updated. Contact email
address changed.
Article 38: Seller permit information updated
Attachment 1: Contractor name changed. *
*4/27/2021*
3 Subject contract for Enterprise Technology is hereby modified
to reflect the following changes:
Effective January 31, 2020, the DGS-PD will no longer
be approving quotes for Statewide Mandatory Contracts.
Ordering agencies will still be responsible for reviewing
their quotes and ensuring that they are purchasing within
the scope of the contract.
Article 2: Update language and contractor name.
Article 7: Update language.
Article 8: Update language.
Article 17: Update Language.
Article 19: Update language.
Attachment 2 - Quote Review – Instructions and Sample
Quote, Supplement 3: Updated language.
02/13/2020
2 Subject contract for Enterprise Technology is hereby modified
to reflect the following changes:
Front Page: Update Contractor link.
Article 2: Update language.
Article 6: Update language.
Article 7: Update OEM and language.
Article 17: Update language.
Article 22: Article # correction.
10/17/2019
Page 424 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 3 4/27/2021
User Instructions
Supplement
Number Description/Articles Supplement
Date
Article 32: Article # correction.
Article 33: Article # correction.
Article 34: Article # correction.
Article 47: Update Contractor Link.
Article 48: Add attachment.
1 Subject contract for Enterprise Technology is hereby
modified to reflect the following changes:
Front page: Add IT GSPD link.
Front page: Update Contract Administrator.
Article 2: Add quote timeframes.
Article 7: Update language.
Article 8: Update language.
Article 31: Update Contract Administrator.
05/22/2019
N/A Original Contract Posted
04/01/2019
All other terms and conditions remain the same.
Page 425 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 4 4/27/2021
User Instructions Page 426 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 5 4/27/2021
User Instructions
Page 427 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 6 4/27/2021
User Instructions
SCOPE
The State’s contract with *Ahead, Inc. dba Kovarus, Inc.* (Contractor) provides Dell/EMC
- Enterprise Technology at contracted pricing to the State of California and local
governmental agencies in accordance with the requirements of Contract # 1-19-70-19D-2.
The Contractor shall supply the entire portfolio of products as identified in the contract and
will be the primary point of contact for data collection, reporting, and distribution of
Dell/EMC - Enterprise Technology to the State.
The contract term is for three (3) years with an option to extend the contract for two (2)
additional one (1) year periods or portion thereof. The terms, conditions, and prices for
the contract extension option shall be by mutual agreement between the Contractor and
the State. If a mutual agreement cannot be met the contract may be terminated at the end
of the current contract term.
CONTRACT USAGE/RULES
A. State Departments
The use of this contract is mandatoryfor all State of California departments for
hardware purchases only. *All other products and* Network Security are not
mandatory.
The use of the Enterprise Technology contracts is mandatory for all State of
California departments for hardware purchase only. Network Security is not
mandatory.
All quotes must be in MS Excel format. If a Statement of Work (SOW) is required
(any quote with Professional services), it must be created by the ordering agency
and added to their procurement file.
It is the responsibility of the Department to review quotes. Review includes
accuracy against the MSRP, correct discounts, correct product, etc. Instructions
are provided on Attachment 2, Quote Review – Instructions and Sample Quote.
Departments may choose any OEM silo offered, however, it is highly
recommended that the ordering department receive quotes from multiple
Contractors within an OEM silo to ensure the best price for the State solution,
while still meeting the needs of the department.
Contract discounts are the minimum discount the Contractor is required to offer.
Contractors may offer a better discount than the contract offers.
Contractors have two (2) business days to respond to a quote request. Contact
the State Contract Administrator if a Contractor does not respond to your quote
request.
Page 428 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 7 4/27/2021
User Instructions
The OEM contract choices are:
B. Arista Networks Cisco
1-19-70-19A Enterprise
Networking
Solutions, Inc.
1-19-70-19B-1 NWN Corporation
1-19-70-19B-2 Presidio
Networked
Solutions Group
Commvault Dell/EMC
1-19-70-19C-1 Presidio
Networked
Solutions Group
1-19-70-19D-1 Technology
Integration Group
1-19-70-19C-2 Impex
Technologies,
Inc.
1-19-70-19D-2 *Ahead, Inc.
dba* Kovarus,
Inc.
1-19-70-19C-3 Insight Public
Sector
Extreme Networks F5
1-19-70-19E-1 EYEP Solutions
(SB)
1-19-70-19F CDW-
Government LLC
1-19-70-19E-2 Enterprise
Networking
Solutions, Inc.
Fortinet HPE
1-19-70-19G-1 SLED IT
Solutions, Inc.
(SB)
1-19-70-19H-1 Entisys360
1-19-70-19G-2 EYEP Solutions
(SB)
1-19-70-19H-2 NWN Corporation
1-19-70-19G-3 Golden Star
Technology
1-19-70-19H-3 CDW-
Government LLC
Page 429 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 8 4/27/2021
User Instructions
IBM Juniper
1-19-70-19I Direct Support
Systems
1-19-70-19J-1 Castro
International
Consulting
(SB/DVBE)
1-19-70-19J-2 Dynamic Systems
1-19-70-19J-3 InterVision
Systems
Lenovo Luminex
1-19-70-19K Enterprise
Networking
Solutions, Inc.
1-19-70-19L Entisys 360
NetApp Nutanix
1-19-70-19M Enterprise
Networking
Solutions, Inc.
1-19-70-19N-1 Roundstone
Solutions (SB)
1-19-70-19N-2 Presidio
Networked
Solutions Group
1-19-70-19N-3 Insight Public
Sector
Oracle Palo Alto Networks
1-19-70-19O Dynamic
Systems
1-19-70-19P Enterprise
Networking
Solutions, Inc.
Pure Storage Rubrik
1-19-70-19Q-1 HSB Solutions,
Inc.
1-19-70-19R Enterprise
Networking
Solutions, Inc.
1-19-70-19Q-2 NTT America,
Inc. [Solutions,
Inc.]
1-19-70-19Q-3 Teranomic
StorageCraft
1-19-70-19S Entisys 360
Page 430 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 9 4/27/2021
User Instructions
All contracts listed in the table above can be viewed at The State Leveragd
Procurement Agreement search page
(https://www.caleprocure.ca.gov/pages/LPASearch/lpa-search.aspx)
State departments must adhere to all applicable State laws, regulations, policies,
best practices, and purchasing authority requirements, e.g., California Codes, Code
of Regulations, State Administrative Manual, Management Memos, and State
Contracting Manual Volume 3, as applicable.
Prior to placing orders against this contract, State departments must have been
granted IT purchasing authority by the Department of General Services, Procurement
Division (DGS-PD) for the use of this statewide contract. State departments that have
not been granted purchasing authority by DGS-PD for the use of the State’s
statewide contracts may contact DGS-PD’s Purchasing Authority Management
Section by e-mail at pams@dgs.ca.gov.
State departments must have a Department of General Services (DGS) agency
billing code prior to placing orders against this contract. Ordering departments may
contact their Purchasing Authority contact or their department’s fiscal office to
obtain this information.
B. Local Governmental Agencies
Local governmental agency use of this contract is optional.
Local government agencies are defined in Public Contract Code Chapter 2, Section
10298 (a) (b) and 10299 (b); this includes the California State Universities (CSU)
and University of California (UC) systems, K-12 schools and community colleges
empowered to expend public funds for the acquisition of products While the State
makes this contract available to local governmental agencies, each local
governmental agency should determine whether this contract is consistent with its
procurement policies and regulations.
Local governmental agencies shall have the same rights and privileges as State
departments under the terms of this contract. Any local governmental agencies
desiring to participate shall be required to adhere to the same responsibilities as do
State departments and have no authority to amend, modify or change any condition
of the contract.
A DGS issued billing code is not required for local governmental agencies to place
orders against this contract.
C. Unless otherwise specified within this document, the term “ordering agencies” will refer
to all State departments and/or local governmental agencies eligible to utilize this
contract. Ordering and/or usage instructions exclusive to State departments or local
governmental agencies shall be identified within each article.
Page 431 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 10 4/27/2021
User Instructions
DGS ADMINISTRATIVE FEES
A. State Departments
The DGS will bill each State department an administrative fee for use of this
statewide contract. The administrative fee should NOT be included in the order total,
nor remitted before an invoice is received from DGS.
Current fees are available online in the Price Book & Directory of Services
(https://www.dgs.ca.gov/OFS/Price-Book) (go to Price Book Download and click on
Purchasing under Procurement Division).
B. Local Governmental Agencies
For all local government agency transactions issued against the contract, the
Contractor is required to remit the DGS-PD an Incentive Fee of an amount equal to
1.25 percent of the total purchase order amount excluding taxes and freight. This
Incentive Fee shall not be included in the local governmental agency’s purchase
price, nor invoiced or charged to the local governmental agency. All prices quoted to
local governmental agencies shall reflect State contract pricing, including any and all
applicable discounts, and shall include no other add-on fees.
SB/DVBE OFF-RAMP PROVISION
There is no SB/DVBE off ramp associated with this contract.
EXEMPT PURCHASES
The purchase of any Enterprise Technology other than that included in the contracted
OEM’s catalogs requires an approved exemption from the State Contract Administrator.
Please refer to Justification for Purchase Outside a Statewide Contract
https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Statewide-Contracts/CMU-12-
01-
JustificationForm.pdf?la=en&hash=C8701858497AAC3669A707153277C70BD200E737
for information and the required justification forms regarding the exemption process.
These special exemption purchases must be documented within the individual
procurement file and will be acquired under the department-approved IT purchasing
authority guidelines stated in the SCM Volume 3.
PROBLEM RESOLUTION/SUPPLIER PERFORMANCE
Ordering agencies and/or Contractor shall inform the State Contract Administrator of any
technical or contractual difficulties encountered during contract performance in a timely
manner. This includes and is not limited to informal disputes, supplier performance,
outstanding deliveries, etc. The ordering agency should include all relevant information
and/or documentation (e.g., purchase documents).
Page 432 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 11 4/27/2021
User Instructions
CONTRACT ITEMS
This contract includes a complete catalog of all Dell/EMC Enterprise Technology.
Enterprise Technology includes equipment in a Data Center and equipment that can
interface with a Data Center (e.g., servers, storage, converged & hyper-converged
systems, on-campus networking, fabric). Hardware is the main focus for this contract.
Software, accessories, and services will be ancillary and support the hardware. Installation
and professional services cannot be purchased as a stand-alone from this contract unless
being purchased for the purpose of warranty/support services.
This contract does not include the following items:
1) Cloud Services including acquisitions structured as managed on-site services
2) Storage as a Service, an architecture model by which a provider allows a customer to
rent or lease storage space on the provider's hardware infrastructure on a subscription
basis.
3) Telecommunications hardware and services
4) PC Goods
5) Wireless phone and internet service
6) Managed Print Services
7) Printers, Tablets, Cellular Phone Equipment
8) Off-campus networking
9) Public Works
This contract is percentage-off the OEM List Price (MSRP). The URL to the OEM List
Price (MSRP) is listed on the cover of these User Instructions. Discounts for each type of
technology can be found on Attachment 1, Contract Discounts.
Ordering agencies can purchase anything for a data center that is not included within the
non-contract items listed above (items 1 through 9) but all items must be in the MSRP to
be approved. Actual prices not in the MSRP must be justifiable with either attachments or
additional tabs explaining the baseline price. All calculations must be shown.
INSTALLATION, PROFESSIONAL SERVICES, WARRANTY/SUPPORT,
SUBSCRIPTIONS/LICENSES, AND PRE-WORK CONSULTATION
These items are available on this contract with the purchase of hardware unless otherwise
stated below:
Any Professional Services/Pre-Work Consultation must have a SOW accompany the
quote. Training is considered a Professional Service; however, if the quote has only
training for the professional services sub-category, then a SOW is not required.
Subscriptions/licenses are available for purchase. Discounts shall be the same as the
hardware/software discount that the subscription/license is being purchased for.
Warranty/Support, Subscriptions, and Licenses can be purchased as a stand-alone.
All other services must support a hardware purchase (cannot be purchased as a stand-
alone) unless being purchased for the purpose of warranty/support services.
Page 433 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 12 4/27/2021
User Instructions
Warranty/support, subscriptions and/or licenses shall be executed prior to their start
date.
SPECIFICATIONS
There are no specifications for this contract.
CUSTOMER SERVICE
The Contractor will have a customer service unit that is dedicated to this contract. The
customer service unit provides office and personnel resources for responding to inquiries,
including telephone and email coverage weekdays during the hours of 8:00 a.m. - 5:00
p.m., PT.
The customer service unit shall be staffed with individuals that:
Are trained in the requirements of this contract
Have the authority to take administrative action to correct problems that may occur
Are designated for training and general customer service follow-up
Contact Phone Email
Monica Varela
Work: (650) 231-
4240 x 1041
Mobile: (714) 791-
1775 *monica.varela@ahead.com *
ELECTRONIC CATALOG/CONTRACT WEBSITE CONTENTS
A contract website specific to this Statewide Contract for Dell/EMC Enterprise Technology
is available and contains the following data elements at a miniumum:
Contract-specific discounts
Warranty Information
SB/DVBE participation information
Quote generation/instructions on how to receive a quote
Contractor’s customer service contact information
Publically-available OEM price list URL’s (current and archives)
The URL is listed on the front cover of this User Instructions.
OFFER FORMAT
The Contractor shall provide an offer to ordering agencies in an MS Excel spreadsheet
format. [Purchases from this contract may not take place without the written
authorization of the State’s Contract Administrator.]
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STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 13 4/27/2021
User Instructions
The authorization process requires submission of the Contractor’s offer format
spreadsheet which must include the following data elements:
Contractor letterhead
Offer/Quote “prepared by” name and contact information
Offer/Quote number
Date of Offer/Quote
Expiration of Offer/Quote (no less than sixty (60) calendar days)
Ordering agency name
Ordering agency contact person
Contract number
Contract expiration date
Link to OEM Price List (MSRP)
Group/Category Sub-headers
Segment ID
Service Proprietary/Not Proprietary
Quantity
Description of Item
Manufacturer’s Part Number/SKU
OEM Price List (MSRP)/Index Price
Contract Discount and Unit Price
Extended Price (Quantity x Contract Price)
Energy Star® certification (if applicable)
PRODUCT SUBSTITUTIONS/DISCONTINUED ITEMS
Product substitution shall be in accordance with of the General Provisions, Section 15,
“Substitutions”. Under no circumstance is the Contractor permitted to make substitutions
with non-contract items or unauthorized products without approval from the State Contract
Administrator and/or the ordering agency.
PROMOTIONAL PRICING
During special pricing promotions, the Contractor shall offer ordering agencies purchasers
the promotional pricing or the discount percentage off list, whichever is lower.
The Contractor shall notify the State Contract Administrator of all promotional pricing
changes. Notification shall include at a minimum:
Promotion start/end dates
Models, products, and services included in the promotion
Promotional pricing
Promotional pricing shall not be cause for a permanent change in pricing. Promotional
pricing shall not be cause for Contractor refresh.
Page 435 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 14 4/27/2021
User Instructions
Promotional items shall come with all benefits of the statewide contract terms and
conditions and shall include all provisions such as warranty and delivery.
STATE AGENCY INFORMATION TECHNOLOGY CERTFICATION REQUIREMENT
This requirement does not apply to local government agencies.
For State departments, a signed certification of compliance with state information
technology (IT) policies is required for all IT acquisitions of hardware, software, and
services that cost $5,000 or more. The policy and required format is provided in SAM
Section 4819.41.
PURCHASE EXECUTION
A. State Departments
1) Std. 65 Purchase Documents
State departments not transacting in FI$CAL must use the Purchasing Authority
Purchase Order (Std. 65) for purchase execution. An electronic version of the
Std. 65 is available at the Office of State Publishing web site
(https://www.dgsapps.dgs.ca.gov/osp/StatewideFormsWeb/Forms.aspx) (select
STD Forms).
All Purchasing Authority Purchase Orders (Std. 65) must contain the following:
Agency Order Number (Purchase Order Number)
Ordering Agency Name
Agency Billing Code
Purchasing Authority Number
Leveraged Procurement Number (Contract Number)
Supplier Information (Contact Name, Address, Phone Number, Fax Number,
E-mail)
Contract Line-Item number
Quantity
Unit of Measure
Commodity Code Number
Product Description
Unit Price
Extension Price
2) FI$CAL Purchase Documents
State departments transacting in FI$CAL will follow the FI$CAL procurement and
contracting procedures.
3) Blanket Orders
The use of blanket purchase orders against this statewide contract is not allowed.
Page 436 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 15 4/27/2021
User Instructions
B. Local Governmental Agencies
Local governmental agencies may use their own purchase document for purchase
execution. The purchase documents must include the same data elements as listed
above (Exception: Purchasing Authority Number and Billing Code which are used by
State departments only).
MINIMUM ORDER
There is no minimum order for hardware or accessories for the resulting contract.
Services (professional services, installation, training, pre-work consultation) shall not be
stand-alone purchases from this contract unless being purchased for the purpose of
warranty/support services.
ORDERING PROCEDURE
Ordering agencies are to submit appropriate purchase documents directly to the
Contractor via one of the following ordering methods:
U.S. Mail
Facsimile
Email
The Contractor’s Order Placement Information is as follows:
ORDER PLACEMENT INFORMATION
U.S. Mail:
*Ahead, Inc. dba
Kovarus, Inc.*
1303 J street, Suite 410,
Sacramento, CA 95814
Facsimile:
(800) 783-8997
Email:
*KOV-
SLEDcontracts@ahead.com
*
When using any of the ordering methods specified above, all State departments must
conform to proper State procedures.
ORDER ACCEPTANCE
The Contractor shall accept orders from any ordering agency. The Contractor shall not
accept purchase documents for this contract that:
Are incomplete
Contain non-contract items
Contain non-contract terms and conditions
The Contractor must not refuse to accept orders from any ordering agency for any other
reason without written authorization from the State Contract Administrator.
Page 437 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 16 4/27/2021
User Instructions
ORDER RECEIPT CONFIRMATION
The Contractor will provide ordering agencies with an email or facsimile order receipt
confirmation within forty-eight (48) hours of receipt of purchase document. The Order
Receipt Confirmation shall include the following information:
Ordering Agency Name
Agency Order Number (Purchase Order Number)
Contractor’s Order Number
Description of Goods
Total Cost
Anticipated Delivery Date
Identification of any Out of Stock/Discontinued Items
OUT OF STOCK REMEDY
Upon receipt of an order acknowledgment identifying out of stock items, the ordering
agencies shall have the following options:
Request a back order
Cancel the item from the order with no penalty
The Contractor will provide notification to the ordering agencies regarding out-of-stock
items which have been back ordered.
Under no circumstance is the Contractor permitted to make substitutions with non-contract
items or unauthorized products.
DISCONTINUED ITEM REMEDY
Upon receipt of an order acknowledgment identifying discontinued items, the ordering
agencies shall have the following options:
Amend purchase document to reflect State-approved substitute item (Article 13,
Product Substitutions/Discontinued Items)
Cancel the item from the order
Under no circumstance is the Contractor permitted to make substitutions with non-contract
items or unauthorized products without approval from the State Contract Administrator.
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STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 17 4/27/2021
User Instructions
DELIVERY SCHEDULES
Delivery for orders placed against this contract shall be in accordance with the following:
A. Locations
Deliveries are to be made (statewide) to the location specified on the individual
purchase order, which may include, but not limited to inside buildings, high-rise office
buildings, and receiving docks.
B. Schedule
Delivery of ordered product shall be completed in full within thirty (30) calendar days
after receipt of an order (ARO) unless otherwise agreed to in writing by the ordering
agency. Since receiving hours for each ordering agency will vary by facility, it will be
the Contractor’s responsibility to check with each customer to inquire regarding their
specific delivery hours and drop locations before the delivery occurs.
The Contractor must notify the ordering agency within twelve (12) hours of scheduled
delivery time (as soon as the Contractor has been made aware; no longer than four
(4) hours before delivery) if delivery cannot be made within the time frame specified
on the order.
Contractor is requested to make deliveries in Los Angeles County, Orange County,
San Bernardino Metropolitan Area, and San Diego Metropolitan Area during off-peak
hours. Off-peak hours are Monday through Friday, 10:00 AM to 4:00 PM.
C. Security Requirements
Deliveries may be made to locations inside secure institutional grounds (such as the
California State Prisons) that require prior clearances to be made for delivery drivers.
Since security clearance procedures for each facility may vary, it will be the
Contractor’s responsibility for contacting the secure location for security clearance
procedures, hours of operation for deliveries and service, dress code, and other rules
of delivery.
EMERGENCY/EXPEDITED ORDERS
Emergency/Expedited orders do not apply to this contract.
FREE ON BOARD (F.O.B.) DESTINATION
All prices are F.O.B. destination; freight prepaid by the Contractor, to the ordering
agency’s receiving point. Responsibility and liability for loss or damage for all orders will
remain with the Contractor until final inspection and acceptance, when all responsibility will
pass to the ordering agency, except the responsibility for latent defects, fraud, and the
warranty obligations.
Special Delivery charges may occur. These charges must be described in detail by the
Contractor (either in the purchase order or in the SOW) and MUST BE pre-approved by
the State Contract Administrator.
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STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 18 4/27/2021
User Instructions
PALLETS
Unless otherwise specified on the ordering agency’s purchase order document, standard
commercially available pallet sizes should be used. All pallets shall be of sturdy
construction and adequate condition to assure delivery of the goods without damage to the
goods or safety hazards.
Exchange pallets may be available; however, the State assumes no responsibility for the
availability to exchange pallets. Delivery drivers shall not remove more pallets from the
location than delivering at time of delivery.
SHIPPED ORDERS
All shipments shall be in accordance with the General Provisions, Section 12, “Packing
and Shipment”.
PACKING SLIP
Packing slip requirements shall be in accordance with the General Provisions, Section 12,
“Packing and Shipment”.
Any back-ordered or out of stock items shall be identified on the packing slip as well as the
availability date of unfilled and partial shipment.
PACKING LABEL
A packing label will also be included with each order shipped and include the following
items, visible on the outside of the box:
Ordering agency name
Delivery address, unit, and/or floor
Department and floor
Ordering agency contact name
Ordering agency telephone number
INSPECTION AND ACCEPTANCE
Inspection and acceptance shall be in accordance with the General Provisions, Section 16,
Inspection, Acceptance and Rejection.
CONTRACT ADMINISTRATION
Both the State and the Contractor have assigned contract administrators as the single
points of contact for problem resolution and related contract issues.
Page 440 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 19 4/27/2021
User Instructions
Administrator
Information DGS-PD *Ahead, Inc. dba Kovarus,
Inc. *
Contact
Name:
Sarah Samaan Scott Wiele, Director, Public
Sector
Telephone: (916) 375-4432 (916) 262-7450
Facsimile: (916) 375-4613 N/A
Email: Sarah.Samaan@dgs.ca.gov *KOV-
SLEDcontracts@ahead.com
*
Address: DGS/Procurement Division
Attn: Sarah Samaan
707 Third Street, 2nd Floor, MS
201
West Sacramento, CA 95605
Ahead, Inc. dba Kovarus, Inc.
Attn: Scott Wiele
1303 J Street, Suite 410
Sacramento, CA 95814
RETURN POLICY
Contractor will accept all products for return if returned prior to acceptance by the State in
accordance with Article 30, Inspection and Acceptance. Contractor shall offer a credit or
refund in accordance with Article 33, Credit Policy. Contractor may impose a Restocking
Fee per Article 34, Restocking Fees.
Note: Products returned should be in the packaging as delivered and include all
documentation. Lost or damaged packaging materials and/or documentation shall be
supplied by the Contractor. The Contractor shall not charge for these materials in excess
of the Contractor’s cost or the 15 percent Restocking Fee, whichever is lower. The
Contractor shall provide the State Contract Administrator and/or ordering department a
copy of the Contractor’s material cost, if requested, within ten (10) days of request.
All returns shall be picked up within seven (7) working days of notification. Notification is
defined as notice in writing, by facsimile or e-mail. Shipping or freight costs for returned
items that were shipped in error, defective or freight-damaged shall be paid by the
Contractor.
Exceptions to the Return Policy’s date of acceptance can be negotiated for an individual
SOW with the approval of the Department, Contractor, and the State Contract
Administrator.
CREDIT POLICY
The Contractor shall offer a credit/refund for the following items:
Items shipped in error
Items that are returned within thirty (30) calendar days of delivery
Defective or freight-damaged items
Page 441 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 20 4/27/2021
User Instructions
All other items returned in accordance with Article 32, Return Policy, shall receive credit or
refund, less any applicable restocking fees in accordance with Article 34, Restocking Fees.
In all cases, the ordering agency shall have the option of taking an exchange, receiving a
credit, or receiving a refund.
The Contractor will be responsible for the credit/refund or replacement of all products,
including those covered by manufacturer warranties as stated in accordance with Article
39, Warranty. Contractor cannot require the ordering agency to deal directly with the
manufacturer.
RESTOCKING FEES
The Contractor will not impose a restocking fee on the ordering agency for the following
situations:
Items returned that were damaged upon receipt
Incorrect items shipped
Items that are returned within thirty (30) calendar days of delivery
Items that are returned, but exchanged for other items within thirty (30) calendar days
Re-stocking fees for all other reasons shall be 10 percent of the value of the items to be
re-stocked.
The packaging and documentation provisions in accordance with Article 32, Return Policy,
shall apply to re-stocked items.
The Contractor will not be required to accept returns more than sixty (60) days after
delivery. The ordering agency will be responsible for return transportation costs to the
Contractor if so, accepted after sixty (60) days after delivery.
INVOICING
Ordering agencies may require separate invoicing, as specified by each ordering agency.
Invoices will contain the following information:
Contractor’s name, address, and telephone number
Leveraged Procurement Agreement Number (Contract Number)
Agency order number (purchase order number)
Item and commodity code number
Quantity purchased
Contract price and extension
State sales and/or use tax
Prompt payment discounts/cash discounts, if applicable
Totals for each order
Page 442 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 21 4/27/2021
User Instructions
PAYMENT
A. Terms
Payment terms for this contract are net forty-five (45) days. Payment will be made in
accordance with the provisions of the California Prompt Payment Act, Government
Code Section 927, et seq. Unless expressly exempted by statute, the Act requires
State departments to pay properly submitted, undisputed invoices not more than forty-
five (45) days after the date of acceptance of goods, performance of services, or
receipt of an undisputed invoice, whichever is later.
B. CAL-Card Use
State departments may use the CAL-Card for the payment of invoices. Use of the
CAL-Card requires the execution of a Purchasing Authority Purchase Order (Std. 65) in
accordance with Article 16, Purchase Execution and must include all required
documentation applicable to the purchase.
The CAL-Card is a payment mechanism, not a procurement approach and, therefore,
does not relieve State departments from adhering to all procurement laws, regulations,
policies, procedures, and best practices, including those discussed in the State
Contracting Manual (SCM) Volume 3. This includes but is not limited to the application
of all sales and use tax laws, rules, and policies as applicable to the purchase.
C. State Financial Marketplace
State departments reserve the right to select the form of payment for all procurements,
be it either an outright purchase with payment rendered directly by the State, or a
financing/lease-purchase or operating lease via the State Financial Marketplace (GS
$Mart and/or Lease $Mart). If payment is via the financial marketplace, the Contractor
will invoice the State department and the State department will approve the invoice and
the selected Lender/Lessor for all product listed on the State's procurement document
will pay the Contractor on behalf of the State.
D. Payee Data Record
Each State department’s accounting office must have a copy of the Contractor’s Payee
Data Record (Std. 204) in order to process payments. State departments should
forward a copy of the Std. 204 to their accounting offices. Without the Std. 204,
payment may be unnecessarily delayed. State departments should contact the
Contractor for copies of the Payee Data Record.
Page 443 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 22 4/27/2021
User Instructions
CAL-CARD INVOICING
All CAL-Card invoices are to be processed separately from other payment methods and
include the elements identified in Article 35, Invoicing. CAL-Card invoices shall be
submitted to the CAL-Card account holder. The total invoice amount for each CAL-Card
order must reflect a zero (0) balance due or credit, if applicable, and state “paid by CAL-
Card”.
This website contains additional information regarding DGS-PD’s CAL-Card program
(https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-
Folder/Enroll-in-CAL-Card-Program-for-Government-Entities).
CALIFORNIA SELLER’S PERMIT
The California seller permit number for the Contractor is listed below. Ordering Agencies
can verify that permits are currently valid at The California Tax and Fee Administration
(CDTFA) webpage (www.cdtfa.ca.gov). State departments must adhere to the file
documentation identified in the State Contracting Manual, Volume 3.
Contractor Name Seller Permit #
*Ahead, Inc.* *235270272*
WARRANTY
The Contractor must honor all standard manufacturers’ warranties and guarantees from
the date of acceptance on all products offered as part of this contract (excluding 3 rd party
software). The Contractor shall bear all material and labor costs and freight for repair of
equipment defects and failure.
During the manufacturers’ warranty period, the Contractor must:
Honor all manufacturers’ warranties and guarantees on all products offered through the
contract.
Continue to provide warranty service after contract termination until expiration of
warranties for products that have been sold under the contract.
Provide all labor, parts, and travel necessary to keep the products in good operating
condition and preserve its operating efficiency in accordance with its technical
specifications.
Pay any necessary shipment and insurance costs.
Page 444 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 23 4/27/2021
User Instructions
The warranty services listed shall include all products, software and firmware maintenance
costs and costs of labor, parts, travel, factory overhaul, rehabilitation, shipping,
transportation, and substitute products (if offered) as necessary. If it is necessary to
remove any products from an Ordering Agency’s location where on-site warranty is
specified, the Contractor will provide substitute products (if offered) at the time of removal.
Substitute products (if offered) will be comparable to or better than the products removed.
In instances where it is necessary for the Contractor to return the products to the factory,
the Contractor will be responsible for all costs of the products from the time it leaves the
Ordering Agency’s site until it is returned to the site in good operating condition.
Only new standard parts or parts equal in performance to new parts will be used in
effecting repairs. Parts that have been replaced will become the property of the Contractor
except in instances where the State chooses to keep the hard drives. Replacement parts
installed will become the property of the Ordering Agency.
All operating system software and firmware will be considered an integral component of
the equipment and the Contractor will respond to all requests for warranty service for any
failure.
Warranty services during the warranty period will not include electrical work external to the
products, the furnishing of supplies, or adding or removing accessories, attachments, or
other devices not provided under this contract. Warranty services also will not include
repair of damage resulting from transportation by the Ordering Agency’s between State
and/or local sites or from accident unless the accident is caused by negligent or intentional
acts or omissions of Contractor or its agents.
In the event of system failure or damage caused by the Contractor or its product, the
Contractor agrees to use its commercially reasonable efforts to assist in restoring the
system to operational capacity provided that the Contractor’s products are under warranty
or a continuous maintenance agreement.
Additional warranties and support will be offered for purchase from the OEM’s catalog.
The warranty/support agreements shall include warranty/support service after contract
expiration until the expiration of the warranty/support agreement.
Software/Firmware: At no additional cost, the Contractor must provide the State with
software/firmware updates for the length of the support agreement purchased.
QUALITY ASSURANCE GUARANTEES
The Contractor shall represent and warrant that Enterprise Technology products provided
shall be free from defects in material and workmanship, given normal use and care, over
the period of the manufacturer warranty. The terms of this contract will supersede any
language to the contrary on purchase orders, invoices, or other sources. Contractors must
use new products, parts, and components for all new equipment purchased by the State.
Page 445 of 652
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DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 24 4/27/2021
User Instructions
Contractors may use parts that are equal in performance to new parts for warranty
replacement repair parts only as long as it does not violate manufacturers’ warranty.
EQUIPMENT REPLACEMENT DURING WARRANTY
If the product provided fails to perform in accordance with technical specifications and
functional descriptions contained or referenced in the contract agreement and is subject to
warranty response three (3) or more times during any ninety (90) day period, the
Contractor will upon the ordering agency’s request, replace the product at no price. The
replacement product(s) will be delivered no later than fifteen (15) working days after the
ordering agency’s request is received by the Contractor. Replacement goods cannot be
used, refurbished, or recycled, and must be of equal or greater value.
PRINCIPAL PERIOD OF MAINTENANCE
The Contractor must provide warranty in accordance with the following Principal Period of
Maintenance (PPM) times after notification from an ordering agency of a problem with any
of the goods included in this contract.
Metropolitan Areas shall be 8x5x8 NBD onsite – Eight (8) hours, typically 8:00 am to
5:00 pm, Pacific Time, five (5) days a week, Monday through Friday, eight (8) hour
Next Business Day onsite response time in metropolitan areas, excluding State
holidays.
Non-Metropolitan Areas shall be 8x5x2 (two (2) hour call back response time, excluding
State holidays.) Remediation shall be underway within forty-eight (48) hours.
Metropolitan Areas
Counties
San Diego
Orange
Riverside
Los Angeles
San Francisco
Alameda
Sacramento
Santa Clara
San Bernardino
Yolo
Solano
Contra Costa
San Mateo
Cities
Redding
Stockton
Bakersfield
Ventura
Tracy
San Quentin
Santa Rosa
Santa Barbara
Frontera
Fresno
Page 446 of 652
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 25 4/27/2021
User Instructions
RECYCLED CONTENT
State departments are required to report purchases in many product categories. While this
contract does not contain any reportable products at this time, Departments may request
the Contractor to validate that their purchase does not contain any recycled content.
SB/DVBE PARTICIPATION
The Small Business (SB) and Disabled Veteran Business Enterprise (DVBE) certifications
and percentages for the Contractor and subcontractor(s) are listed below. State
departments can verify that the certifications are currently valid at The State of California
Certifications webpage (https://caleprocure.ca.gov/pages/PublicSearch/supplier-
search.aspx).
Name
Prime or
Subcontract
or
OSDS
Certification
#
SB
Percent
(%)
DVBE
Percent
(%)
Castro International
Consulting, Inc.
Subcontract
or 1744407
Determined per order –
read below
State departments must identify subcontractors on individual purchase documents
whenever subcontractors have been identified.
Individual orders may have no applicable participation or may have participation greater
than that of the total contract commitment. Ordering agencies must verify the participation
amount with the Contractor. The exact participation percentage levels for each purchase
order will be determined on an order-by-order basis in cooperation with the Contractor
prior to submittal of a Purchasing Authority Purchase Order (STD 65).
Any irregularities or concerns regarding prime or SB/DVBE subcontractor responsibilities
are to be immediately documented and reported to the State Contract Administrator for
further investigation. Information provided to the State Contract Administrator includes,
but is not limited to:
Copy of executed purchase document
Value-added service description
Work performance issue or concern
Department contact name, email, and phone number
Departments should keep track of their SB/DVBE participation levels on orders. However,
departments may request a monthly report from the Contractor which will provide the
SB/DVBE participation levels on purchase orders.
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DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-19-70-19D-2 - Supplement 4
Contract User Instructions
Contract 1-19-70-19D-2 Page 26 4/27/2021
User Instructions
BIDDER DECLARATION/COMMERCIALLY USEFUL FUNCTION (CUF)
The DGS-PD, as the awarding department, has assessed the Contractor and
subcontractor certifications and CUF during the solicitation evaluation process.
Consequently, when executing purchase documents pursuant to this contract, it is not
necessary for State departments operating under statewide contract purchasing authority
to request the completion of a Bidder Declaration document or perform additional CUF
analysis. The State department should make a notation of this within their procurement
file.
Exception: It is the responsibility of ordering departments to confirm CUF when value-
added services are acquired by an ordering department and performed by certified
SB/DVBE subcontractors consistent with commitments identified in the table above.
TRADE-IN
Before any Trade-In can occur, ordering agencies must obtain approval for discarding their
IT equipment from the DGS Surplus Property and Reutilization Program. In accordance
with the State Administrative Manual (SAM), Chapter 5900, Information Technology-
Disposal of IT Equipment, each agency must explore the reutilization of surplus IT
equipment prior to requesting approval for recycling or attempting to use the equipment as
a credit toward the purchase of new equipment.
This contract offers a Trade-In service for similar equipment, including other OEM
equipment. This Trade-In service is for non-working equipment. It is not mandatory that
the ordering agency use the Trade-In service offered. The equipment returned as part of
the Trade-In service shall be environmentally responsibly managed. To the greatest extent
feasible, the equipment is to be refurbished for resale or recycled.
ELECTRONIC WASTE RECYCLING
The Contractor will comply with the Electronic Waste Recycling Act of 2003 requiring
retailers to collect a recycling fee from consumers on covered electronic devices, starting
January 1, 2005. California Public Resources Code Section 42463(f) defines a "covered
electronic device" as a video display device containing a screen greater than four inches
measured diagonally. The fees must be shown on all purchase orders. See the code
identified above for more information and exceptions to this definition or go to CDTFA Tax
Rates - Special Taxes and Fees (https://www.cdtfa.ca.gov/taxes-and-fees/tax-rates-
stfd.htm) for a breakdown of the fees.
ATTACHMENTS
Attachment 1 – Contract Discounts, Rev. 4/27/2021
Attachment 2 - Quote Review – Instructions and Sample Quote, Supplement 3
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