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All questions and correspondence shall be made in writing by e-mail. Questions and correspondence received by telephone

will not be accepted, reviewed or responded to.

bids@doc.ok.gov

1310004337

June 1, 2020 02:00 pm

04/23/2020

Due to the COVID-19 outbreak, responses shall be submitted via email to bids@doc.ok.gov.

The Oklahoma Department of Corrections (ODOC), Office of Inspector General Unit is seeking a Contractor to purchase,

erase, and/or dispose of cell phones that have been confiscated during ODOC's efforts against illegal contraband smuggled

into prisons statewide.

All questions shall be received no later than 02:00 pm CT on May 15, 2020.

All amendments shall be posted no later than 02:00 pm CT On May 22, 2020.

Skyler Greco

The emailed response shall contain the Bidder name, Solicitation Number, Bid Response Due Date and Time in the subject of the email.

For all responses that are unable to be submitted via email due to size limitations, the vendor shall submit response via a Cloud Service such as

Dropbox. The email shall provide a link to cloud documents to same email as above.

ODOC is not responsible for incorrect link information.

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STATEMENT OF EXEMPTION

DATE:_______________

FROM: _____________________________________________ Legal Business Name SUBJECT: OKLAHOMA SALES TAX EXEMPTION REF: OKLAHOMA ADMINISTRATIVE CODE 710:65 I hereby claim exemption of the Oklahoma Sales Tax Code. Vendor must state the reason below for claiming exemption. The Oklahoma Tax code can be found at https://www.ok.gov/tax/Businesses/index.html ______________________________________________________________________________

______________________________________________________________________________

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________________________________ Signed ________________________________ Printed Name

SECRETARY OF STATE STATEMENT OF EXEMPTION

DATE:_______________

FROM: _____________________________________________ Legal Business Name SUBJECT: SECRETARY OF STATE EXEMPTION REF: OKLAHOMA ADMINISTRATIVE CODE 580:16 I hereby claim exemption of the Oklahoma Secretary of State. Vendor must state the reason below for claiming exemption. For additional assistance: http://www.sos.ok.gov or 405-521-3911. ______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

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________________________________ Signed ________________________________ Printed Name

A. GENERAL PROVISIONS

A.1. Definitions

As used herein, the following terms shall have the following meaning unless the context clearly indicates otherwise:

A.1.1. "Acquisition” means the items or services the Contractor is required to purchase from the Oklahoma Department of Corrections (ODOC) pursuant to this Solicitation.

A.1.2. “Amendment” means a written change, addition, correction or revision to the Solicitation by ODOC.

A.1.3. “Addendum” means a written restatement of or modification to a contract document executed by the Contractor and ODOC.

A.1.4. ”Bid” means an offer in the form of a bid, proposal, or quote a bidder submits in response to the Solicitation.

A.1.5. "Bidder" means an individual or business entity that submits a bid in response to the Solicitation.

A.1.6. “Bid Response Packet” means the standardized format for all submitted bids. Bidders shall insert the relevant sections of a bid in accordance with required bid response packet format and requirements.

A.1.7. “Contractor” means the successful Bidder that is awarded the contract with ODOC.

A.1.8. "Solicitation" means a request or invitation by ODOC for suppliers to submit an offer to provide the services outlined by the Solicitation documents. With this Solicitation, the Contractor will be purchasing items from ODOC.

A.1.9. ”Supplier” or “vendor” means an individual or business entity that desires to contract with ODOC.

A.2. Certification Regarding Debarment, Suspension, and Other Responsibility Matters

By submitting a response to this Solicitation:

A.2.1. The Bidder and any subcontractor being utilized by the Bidder, certifies to the best of their knowledge and belief, that they and their principals or participants:

A.2.1.1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any federal, state or local department or agency;

A.2.1.2. Have not within a three-year period preceding this proposal been convicted of or pled guilty or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state or local) contract; or for violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

A.2.1.3. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with commission of any of the offenses enumerated in paragraph A.2.1.2. of this certification; and

A.2.1.4. Have not within a three-year period preceding this proposal had one or more public (federal, state, or local) contracts terminated for cause or default.

A.2.2. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to its Solicitation response.

A.3. Legal Contract

A.3.1. Submitted bids are rendered as a legal offer and any bid, when accepted by ODOC, shall constitute a contract.

A.3.2. The Contract resulting from this Solicitation shall consist of the following documents in the following order of precedence:

A.3.2.1. Any Addendum to the Contract;

A.3.2.2. Purchase order, as amended by Change Order (if applicable);

A.3.2.3. Solicitation, as amended (if applicable); and

A.3.2.4. Successful bid (including required certifications), to the extent the bid does not conflict with the requirements of the Solicitation or applicable law.

A.4. Award of Contract/Vendor Registration

A.4.1. ODOC’s intent is to award the Contract on an ALL OR NONE basis to one vendor.

A.4.2. Prior to receiving the award, selected Bidder must be or become registered. The vendor registration process can be completed electronically through the State of Oklahoma, Office of Management and Enterprise Services (OMES) website at the following link: https://www.ok.gov/dcs/vendors/index.php .

A.5. Contract Modification

A.5.1. The Contract may be modified only through a written Addendum, signed by ODOC and the Contractor.

A.5.2. No oral statement of any person shall modify or otherwise affect the terms, conditions, or specifications stated in the resultant Contract. Unless otherwise specified by applicable law or rules, such changes, including unauthorized verbal or written Addendums, shall be void and without effect, and shall not entitle the Contractor to any claim based on those changes.

A.6. Right to Renegotiate

A.6.1. Prior to exercising the State’s right to cancel this Contract, the State may renegotiate the Contract for the purpose of obtaining more favorable terms for the State, provided that the term of the Contract is not modified.

A.7. Delivery, Inspection and Acceptance

A.7.1. All collections F.O.B. Origin, Freight Collect. The Contractor shall pay and bear all packaging, handling, shipping and delivery arrangements and charges. Firm prices quoted in the bid shall include consideration for all such charges. The Contractor shall assume title and control of the phones at collection. The Contractor assumes risk of transportation and is entitled to route the shipment. The Contractor is responsible for filing claims for loss or damage.

A.8. Audit and Records Clause

A.8.1. As used in this clause, “records" includes books, documents, accounting procedures and practices, and other data, regardless of type and regardless of whether such items are in written form, in the form of computer data, or in any other form. The Contractor agrees that any pertinent state or federal agency will have the right to examine and audit all records relevant to execution and performance of the resultant Contract.

A.8.2. The Contractor is required to retain records relative to the Contract for the duration of the Contract and for a period of seven (7) years following completion and/or termination of the Contract. If an audit, litigation, or other action involving such records is initiated before the end of the seven (7) year period, the records are required to be maintained for two (2) years from the date that all issues arising out of the action are resolved, or until the end of the seven (7) year retention period, whichever is later.

A.9. Choice of Law

Any claims, disputes, or litigation relating to the Solicitation, or the execution, interpretation, performance, or enforcement of the Contract shall be governed by the laws of the State of Oklahoma.

A.10. Choice of Venue

Venue for any action, claim, dispute or litigation relating in any way to the Contract shall be in Oklahoma County, Oklahoma.

A.11. Termination for Cause

A.11.1. The Contractor may terminate the Contract for default or other just cause with a 45-day written request and upon written approval from ODOC. ODOC may terminate the Contract for default or any other just cause upon a 30-day written notification to the Contractor.

A.11.2. ODOC may terminate the Contract immediately, without a 30-day written notice to the Contractor, when violations are found to be an impediment to the function ODOC detrimental to its cause, when conditions preclude the 30-day notice, or when ODOC determines that an administrative error occurred prior to Contract performance.

A.11.3. If the Contract is terminated, the Contractor shall be liable for payment to ODOC for collections made prior to the effective date of termination.

A.12. Termination for Convenience

A.12.1. ODOC may terminate the Contract, in whole or in part, for convenience if the agency determines that termination is in ODOC’s best interest. ODOC shall terminate the contract by delivering to the Contractor a Notice of Termination for Convenience specifying the terms and effective date of Contract termination. The

Contract termination date shall be a minimum of 60 days from the date the Notice of Termination for Convenience is issued by ODOC.

A.12.2. If the Contract is terminated, the Contractor shall be liable for payment to ODOC for collections made prior to the effective date of termination.

A.13. Insurance

The Contractor shall obtain and retain insurance, including workers' compensation, automobile insurance, medical malpractice, and general liability, as applicable, or as required by state or federal law, prior to commencement of any work in connection with the Contract. The Contractor shall timely renew required policies throughout the term of the Contract and shall provide ODOC with evidence of such coverage and renewals.

A.14. Employment Relationship

The Contract does not create an employment relationship. Individuals performing services required by this Contract are not employees of the State of Oklahoma or ODOC. The Contractor’s employees shall not be considered employees of the State of Oklahoma nor of ODOC for any purpose, and accordingly shall not be eligible for rights or benefits accruing to State employees.

A.15. Mutual Responsibilities

The State and Contractor agree that:

A.15.1. Neither party grants the other the right to use any trademarks, trade names, or other designations in any promotion or publication without express written consent by the other party.

A.15.2. This is a non-exclusive Contract and each party is free to enter into similar agreements with others.

A.15.3. Each party grants the other only the licenses and rights specified in the Contract Document and all other rights and interests are expressly reserved.

A.15.4. Except as otherwise set forth herein, where approval, acceptance, consent, or similar action by either party is required under this Contract, such action shall not be unreasonably delayed or withheld

A.16. Compliance with the Oklahoma Taxpayer and Citizen Protection Act of 2007

By submitting a bid for services, the Bidder certifies that they, and any proposed subcontractors, are in compliance with 25 O.S. §1313 and participate in the Status Verification System. The Status Verification System is defined in 25 O.S. §1312 and includes but is not limited to the free Employment Verification Program (E-Verify) through the Department of Homeland Security and available at www.dhs.gov/E-Verify .

A.17. Compliance with Applicable Laws

The products and services supplied under the Contract shall comply with all applicable federal, state, and local laws, and the Contractor shall maintain all applicable licenses and permit requirements.

A.18. Special Provisions

Special Provisions set forth in Section B apply with the same force and effect as these General Provisions. However, conflicts or inconsistencies shall be resolved in favor of the Special Provisions.

B. SPECIAL PROVISIONS

B.1.  Additional Bidder Terms, Conditions, and Documentation

In the event that Bidder specifies additional terms, conditions, or documentation that conflicts with the terms of the Contract, the conflicting terms, conditions, or documentation shall not be binding on ODOC and the provisions of the Contract shall prevail.

B.2. Prison Rape Elimination Act (28 C.F.R. § 115.17 and § 115.77)

B.2.1. Any sexual assault or sexual misconduct or attempted sexual assault or attempted sexual misconduct between the Contractor, its employees, agents or representative and an offender is expressly forbidden.

B.2.2. In addition, by accepting a contract with ODOC, Contractor attests that no employee, agent, or representative of the Contractor who may have direct contact with ODOC offenders while performing the requirements of this contract has:

(1) Engaged in sexual abuse in a prison, jail, lockup, community confinement facility, juvenile facility or other institution (as defined in 42 U.S.C. 1997);

(2) Been convicted of engaging or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats of force, or coercion, or if the victim did not consent or was unable to consent or refuse; or

(3) Been civilly or administratively adjudicated to have engaged in the activity described above. Any supplier who engages in sexual abuse will be prohibited from contact with offenders and will be reported to law enforcement agencies and to relevant licensing bodies.

B.2.3. Any violation of this provision will be reported to law enforcement agencies and to relevant licensing bodies and will result in the filing of criminal charges as warranted. ODOC may also terminate the contract immediately when violations are found.

B.3. Facility Security

B.3.1. Contractor employees, agents, and representatives shall comply with all security and identification procedures at ODOC facilities. ODOC is responsible for alerting Contractor to these requirements prior to the commencement of work. Security requirements may include, but are not limited to:

B.3.1.1. Identification: All employees, agents, and representatives of the Contractor, while working on State property, shall carry or display acceptable identification.

B.3.1.2. Vehicle/Tool/Equipment Security: Drivers must turn off vehicle motors and lock cab doors whenever their vehicle is unattended. Tools and equipment must be secured. Vehicles shall be searched prior to entry and exit, causing up to a thirty (30) minute delay each way.

B.3.1.3. Offender Contact: Contractor employees, agents, and representatives shall minimize interaction with offenders or patients, and shall report any inappropriate contact to ODOC facility security staff before leaving the site.

B.3.1.4. Subject to Search: All persons, vehicles, packages and equipment entering an ODOC facility are subject to search. Persons are typically pat searched and required to clear metal detection devices. Packages, briefcases, purses, etc., will be searched with x-ray equipment. A drug K-9 may also be used to search persons, vehicles, packages, and equipment.

B.3.1.5. Contraband: Contractor employees, agents, and representatives shall not have any weapons including, but not limited to, guns, knives of any type or length, mace, stun-guns, or box cutters, cell phones, pagers, wireless PDAs, drugs, tobacco or tobacco-like products, alcohol (to include near-beer), cash (amount to be determined on a facility-by-facility basis) or any item deemed by facility to be potential contraband. Correctional officers can hold these items for delivery drivers at the delivery sally port and return them as the driver exits the grounds. Any illegal items shall not be returned and shall be reported to local law enforcement. Prescription drugs are allowed only in a one-day supply and must be in the original prescription container.

B.3.1.6. Security Clearance: Contractor employees, agents, and representatives who enter secure facilities shall have prior approval to enter from facility security staff, generally involving a background check. The Contractor shall submit background check requests a minimum of two weeks prior to arriving at the facility. At facility discretion, Contractor shall comply with any requests to reassign a Contractor employee, agent, or representative, whether or not the individual has passed the background check, if it is determined by facility that there is a security concern.

B.3.1.7. Tobacco Use Prohibited. The use of tobacco or tobacco-like products is prohibited throughout all indoor and outdoor areas of property owned, leased, loaned or under the control of ODOC, including parking lots owned or under the control of ODOC.

B.3.2. Confidentiality

B.3.2.1. The Contractor shall maintain strict security of all ODOC data and records entrusted to it or to which the Contractor gains access, in accordance with and subject to applicable federal and state laws, rules, regulations and policies and shall use any such data or records only as needed by Contractor for performance of its obligations hereunder. The Contractor further agrees to evidence such confidentiality obligation in a separate writing if required under such applicable federal or state laws, rules and regulations. If Contractor utilizes a permitted subcontractor, Supplier shall obtain specific written assurance, and provide a copy to ODOC, that the subcontractor shall maintain this same level of security of all data and records entrusted to or accessed by the subcontractor and agree to the same obligations as the Contractor, to the extent applicable. Such written assurance may be set forth in the required subcontractor agreement referenced herein.

B.3.2.2. No ODOC data or records shall be provided or the contents thereof disclosed to a third party unless specifically authorized to do so in writing by the ODOC or in compliance with a valid court order. The Contractor shall immediately forward to the ODOC any request by a third party for data or records in the possession of the Contractor or any subcontractor or to which the Contractor or subcontractor has access and the Contractor shall fully cooperate with all efforts to protect the security and confidentiality of such data or records in response to a third party request.

C. SOLICITATION SPECIFICATIONS

C.1. Overview

The Contract is being awarded by ODOC on behalf of its Office of Inspector General (OIG) unit. Contraband cellular telephones (“phones”) smuggled into ODOC facilities are illegal and present an ongoing serious public safety concern. ODOC’s efforts in the fight against contraband phones results in thousands being seized every year from ODOC facilities statewide. To assist ODOC with the proper disposal of confiscated phones, the OIG seeks the services of a vendor capable of purchasing and disposing of all seized phones in accordance with the specified requirements herein. This contract is being solicited and awarded under specific powers and authority granted to the Director of ODOC by Oklahoma Statutes 57 O.S. 21 F and 57 O.S. 510 A.12.

C.2. Background

As of the date of this Solicitation, it is estimated that ODOC possess approximately 5,000 confiscated phones. These phones were collected over a period of approximately 10 months. It is estimated that ongoing/future confiscated quantities will continue to be sufficient to require purchase and collection by the Contractor each calendar quarter. The quantities of phones currently mentioned are offered as informational estimates only and in no way guarantees any specified number of phones, other than some total quantity per calendar quarter will require ODOC disposal. The type, model, condition, and quantity of phones for Contractor’s purchase can neither be projected nor guaranteed. While some may have resale value, others may require destruction. Regardless, the Contractor will be required to purchase all ODOC designated phones each quarter. Confiscated phones are stored for collection in boxes within a CONEX storage container as seen in Attachment A.

C.3. Contract Term and Renewal Options

The initial Contract term, which begins on the effective date of the Contract, is for one year and there shall be two (2) one-year options to renew the Contract. Renewal shall be at ODOC’s discretion and shall be based on a continued need and the Contractor’s performance.

C.4. Scope of Work

C.4.1. Contractor shall collect and accept the total quantity of ODOC confiscated phones with one collection per calendar quarter with the initial collection taking place within two weeks of date of award. Contractor assumes all responsibility and liability for the collection, loading, and transport of phones. The collection location will be: Lexington Assessment and Reception Center (LARC), 15151 State Highway 39, Lexington, OK 73051. Contractor must coordinate pickup of phones no less than five (5) business days prior to the desired collection date. Contractor shall coordinate collection with Anthony Johnston, (405) 343-6986, anthony.johnston@doc.ok.gov. Any deviation from this requirement will only be by concurrence and instruction of Anthony Johnston or his designee.

C.4.2. Contractor shall pay ODOC for each phone collected.

C.4.2.1. For the initial collection, the amount paid for each phone shall be based upon pricing that was proposed by Contractor on Attachment B at the time of their bid. For all other phones not listed on Attachment B, or phones or phone parts that are designated for destruction with the initial collection, the amount paid will follow the same structure as established for subsequent collections in Section C.4.2.2.

C.4.2.2. For all subsequent collections, the amount paid for each phone shall be no less than Contractor’s current published price at the time of collection. For any phone not existing within the Contractor’s published price list at the time of collection, the amount paid shall be no less than the current market price. For those phones or phone parts designated for destruction, the amount paid for each phone shall be no less than current scrap weight pricing. Contractor will completely document paid prices for each phone in the Audit Trail Documentation report required by Section C.4.5.

C.4.2.3. Contractor shall certify that prices paid for each phone are in accordance with published price lists or current market values as described above and shall be required to provide ODOC with proof to support pricing upon ODOC request.

C.4.3. Contractor shall erase data from all purchased phones, with the exception of those that are physically destroyed in accordance with Section C.4.4. The Contractor shall provide data erasure services using ODOC approved industry standard phone check diagnostic and data erasure software. Software must be ISO 15408 Certified with multiple data erasure methods offered. Methodology must utilize cryptographic and multi-layer Department of Defense/DoD3 level wipe access, per Asset Disposal and Information Security Alliance (ADISA) standards. The Contractor shall assume all responsibility and liability for accuracy and completeness of data erasure and shall hold ODOC harmless for the same.

C.4.4. Contractor shall physically destroy any phone that cannot be erased due to functionality and/or is determined not appropriate for resale. Contractor must recycle all destroyed phones using certified R2:2013 standards.

C.4.5. After each collection and no later than the date of remittance for the collection, Contractor shall provide an Audit Trail Documentation Report for the phones purchased. The Audit Trail Documentation Report shall be submitted by email to Anthony Johnston, anthony.johnston@doc.ok.gov and shall at a minimum, include the Model, Serial Number, the Date of Wipe/Method Used, or Date of Destruction, and price paid for each phone.

C.4.6. Payment

C.4.6.1. Payments will be made payable to the Oklahoma Department of Corrections via electronic funds transfer (EFT).

C.4.6.2. Payment terms will be Net 60 calendar days from date of collection of phones. Failure to remit within 60 days may result in a determination of non-compliance.

C.4.6.3. Payment notification shall be made via e-mail to: deposits@doc.ok.gov. The e-mail shall include the exact dollar amount of the payment, date payment is set to draft, and a copy of the remittance advice.

C.4.6.4. A remittance advice must be provided with each payment and must include details to support the payment amount.

C.4.7. Both parties shall notify the other, in writing, within 5 working days, of any change in contact persons or contact information.

D. EVALUATION

D.1. Evaluation and Award

D.1.1. Meeting all bid submission requirements will allow Bidder’s proposal to be deemed responsive and eligible to proceed in the evaluation process.

D.1.2. All responsive proposals will be evaluated based on best value evaluation criteria that includes the following selection criteria.

D.1.2.1. Pricing

D.1.2.2. Vendor capability & experience

D.1.2.3. Response to Technical Requirements

D.1.3. ODOC will conduct a comprehensive, fair, and impartial evaluation of the responses received for this Solicitation.

D.1.4. The contract award will be based upon the Bidder that best meets the needs of ODOC and provides the best overall value to ODOC.

D.2. Negotiations

D.2.1. ODOC reserves the right to negotiate with one, selected, all or none of the Bidders responding to this Solicitation to obtain the best value for ODOC. Negotiations may entail discussions on services, pricing, contract terminology or any other issue that may mitigate ODOC’s risks. ODOC shall consider all issues negotiable and not artificially constrained by internal corporate policies.

D.2.2. Bidders that contend that they lack flexibility because of their corporate policy on a particular negotiation item shall face a significant disadvantage and may not be considered.

D.2.3. Negotiations may be conducted in person, in writing, or by telephone.

D.2.4. Negotiations shall only be conducted with potentially acceptable offers. ODOC reserves the right to limit negotiations to those offers that received the highest rankings during the initial evaluation phase.

D.2.5. Terms, conditions, prices, methodology, or other features of the Bidder’s offer may be subject to negotiations and subsequent revision. As part of the negotiations, the Bidder may be required to submit supporting financial, pricing, and other data in order to allow a detailed evaluation of the feasibility, reasonableness, and acceptability of the offer.

D.2.6. The requirements of the Solicitation shall not be negotiable and shall remain unchanged unless ODOC determines that a change in such requirements is in the best interest of the agency.

E. INSTRUCTIONS TO BIDDER

E.1. Instructions/Compliance

Information related to the bid submission requirements, format, and process are contained in this section. Prospective Bidders are urged to carefully read and comply with the entire Solicitation and these Bidder Instructions. Failure to do so shall be at the Bidder’s risk. Compliance with these instructions is material to the determination of whether a bid is responsive.  

E.2. Communications and Questions Concerning Solicitation 

E.2.1. The ODOC Contracting Officer listed on the Bidder Instructions Cover Page is the only individual the Bidder should contact, or communicate with regarding any questions or issues with the Solicitation or a bid. 

E.2.1.1. Bidder’s General Clarification Questions 

Bidder may submit general clarification questions concerning the specifications of the Solicitation at the Contracting Officer’s email address shown on the Bidder Instructions Cover Page NLT 5:00 CDT, Friday, 5/15/2020. Questions received via any other means will not be addressed. Questions should be concise, identify the document, include specific section references and avoid use of tables or special formatting (use simple lists).

E.2.1.2. Solicitation Errors 

A Bidder that believes there are errors with the Solicitation or the specifications are unnecessarily restrictive may notify ODOC. If Bidder fails to notify ODOC of an error, ambiguity, conflict, discrepancy, omission or other error in the Solicitation, known to the Bidder, or that reasonably should have been known by the Bidder, the Bidder shall submit a bid at its own risk; and if awarded the contract, the Bidder shall not be entitled to additional compensation, relief, or time, by reason of the error or its later correction.

E.2.1.3. ODOC Clarification Questions to Bidder

ODOC reserves the right, at its sole discretion, to request clarifications of bid information or to conduct discussions for the purpose of clarification with any or all Bidders. The purpose of any such discussions shall be to ensure full understanding of the bid. If clarifications are made because of such discussions, the Bidder(s) shall put such clarifications in writing. Bidder answers that are outside the scope of the clarification questions shall be disregarded. Oral explanations or instructions provided to a potential Bidder are not binding.

E.3. Solicitation Amendments

E.3.1. If an Amendment of Solicitation is issued during the solicitation process, the Bidder shall acknowledge receipt of each amendment by signing and returning the amendment(s). Amendment acknowledgement(s) may be submitted with the bid or may be forwarded separately. However, ODOC must receive the amendment acknowledgement(s) by the response due date and time specified for receipt of bids for a bid to be responsive.

E.3.2. Any Amendment of Solicitation issued by ODOC shall be posted at the same online link as the Solicitation. It is the Bidder’s responsibility to check ODOC’s website frequently for any possible Amendment of Solicitation that may be issued. ODOC is not responsible for the Bidder’s failure to download any amendment documents required to complete a bid.

E.3.3. No oral statement by any person shall modify or otherwise affect the terms, conditions, or specifications stated in the Solicitation.

E.4. Open Records 

E.4.1. All documents and information Bidder submits as part of or in connection with a bid are public records and subject to disclosure.  However, a public bid opening does not make the bid(s) immediately accessible to the public.  In compliance with the Oklahoma Open Records Act, ODOC shall keep the bid(s) confidential, and provide prompt and reasonable access to the records only after a contract  is awarded or the Solicitation  is cancelled.   This practice 

protects the integrity of the competitive bid process and prevents excessive disruption to the procurement process.  The interest of achieving the best value for the State of Oklahoma outweighs the interest of vendors immediately knowing the contents of competitors’ bids [51 O.S. § 24 A.5 (6)].

E.4.2. All material submitted by a Bidder becomes the property of the State of Oklahoma.  No portion of a bid shall be considered  confidential  after  award  of  the  Contract  except  information,  that  upon  request  of  the  Bidder,  is determined to be confidential by ODOC Legal Counsel.  Typically, a properly submitted confidentiality claim of a potential awardee is reviewed and determined prior to award; a properly submitted confidentiality claim of a non‐awarded Bidder is reviewed and determined only when responding to an open records request concerning the bid.

E.5. Acceptance of Solicitation Content

Unless otherwise provided in a Bidder’s response to the Solicitation, all bids shall be firm representations that the responding Bidder has carefully investigated and will comply with all terms, conditions, and requirements in the Solicitation. If the Bidder takes exception to any requirement or specification contained in the Solicitation, these exceptions must be clearly and prominently stated in their response.

E.6. Legibility 

All bid documents shall be legible and completed in ink or with electronic printer or other similar office equipment. Any corrections to bids shall be identified and initialed by the Bidder. 

E.7. Bid Change

If Bidder needs to change a bid prior to the Solicitation response due date, a new bid shall be submitted to ODOC with the following statement "This bid supersedes the bid previously submitted".

E.8. Manufacturers' Name and Approved Equivalents

Manufacturers'  names,  brand  names,  information  and/or  catalog  numbers  listed  in  a  specification  are  for information and not intended to limit competition.  Bidder may offer any brand for which they are an authorized representative,  and which meets  or  exceeds  the  specification  for  any  item(s).    However,  if  bids  are  based  on equivalent products, indicate on the bid form the manufacturer's name and number.  Bidder shall submit sketches, descriptive  literature,  and/or  complete  specifications with  their  bid.    Reference  to  literature  submitted with  a previous bid will not satisfy this provision.  The Bidder shall also explain in detail the reason(s) why the proposed equivalent will meet the specifications and not be considered an exception thereto.  Bids that do not comply with these requirements are subject to rejection. 

E.9. Rejection of Bid

ODOC reserves  the  right  to  reject any bids  that do not  comply with  the  requirements and specifications of  the Solicitation. A bid may be rejected when the Bidder imposes terms or conditions that would modify requirements of the Solicitation, are not in the best interest of ODOC, or limit the Bidder's liability to ODOC.  

E.10. Electronic Submission

Bids  shall  be  submitted  via  email  to  the  ODOC  Contracting  Officer  listed  on  the  Solicitation  Cover  Page.  The SOLICITATION NUMBER and RESPONSE DUE DATE must appear in the subject line of the email. 

E.11. Bid Opening

Bids will be opened by the ODOC Contracts and Acquisitions Unit.

E.12. Late Bids

Bids received by ODOC after the response due date and time shall be deemed non-responsive and shall NOT be considered for any resultant award.

E.13. Required Bid/Response Structure 

The Bidder’s response, or bid,  is required to be structured  into separate,  labelled and easily  identifiable sections using the Bid Response Packet format provided in Section E.14. below.  A bid submitted using any other format may not be accepted.  The bid should not contain duplicative content. 

E.14. Bid Response Packet Format

E.14.1. Bid Response Packet Section One: Cover Page

A dated cover page or transmittal letter that identifies the Solicitation and the Bidder and provides Bidder contact information. 

E.15. Bid Response Packet Section Two: Required Forms, Certifications and Disclosures

E.15.1. Completed “Responding Bidder Information” form

E.15.2. Completed “Certification for Competitive Bid and/or Contract (Non-Collusion Certification)” form

E.15.3. Certificate of Insurance and Workers’ Compensation documents. 

E.15.4. Information regarding any subcontractors the Bidder is proposing to use in performance of the resulting contract. 

E.15.5. Signed solicitation amendments,  if any were  issued as described  in Section E.3.    The Bidder  shall acknowledge agreement with each amendment by inserting the amendment in this section, signed by or on behalf of the Bidder.   

E.16. Bid Response Packet Section Three: Bid Portions Requested to be Held Confidential

E.16.1. Any portion of the bid that the Bidder requests be held confidential shall be inserted in this section.  The Bidder must  specifically  identify,  on  each  page,  the  specific  information  considered  confidential  and  enumerate  the specific grounds, based on applicable laws which support treatment of the information as exempt from disclosure and explain why disclosure is not in the best interest of the public.  Additional information regarding information considered confidential by a Bidder is provided in Section E.4.

E.16.2. A bid marked  in  total as proprietary and/or  confidential  shall  not be considered confidential.    Likewise, unless specifically  referenced  otherwise  in  a  Solicitation,  resumes,  pricing,  marketing  materials,  business  references, Voluntary Product Accessibility Templates, additional terms proposed by a Bidder, and subcontractor information are not confidential and are not exempt from disclosure under the Oklahoma Open Records Act.  The foregoing list is intended to address information often marked confidential that is not exempt from disclosure and is not intended to be an exhaustive list. 

E.16.3. Any information marked as confidential and embodied elsewhere in a bid rather than inserted in this section of the Bid Response Packet will not be considered confidential and will be subject to disclosure without further review.  ODOC has no responsibility to independently review an entire bid for a confidentiality claim. 

E.17. Bid Response Packet Section Four: Requested Exceptions to Terms

E.17.1. Any requested exception or revision to terms associated with the Solicitation shall be inserted in this section of the Bidder’s response.  If no exceptions or revisions are requested, the bid should reflect that by indicating “N/A” for this section.   Each requested exception or revision shall  identify  (i)  the document and section reference of  the specific affected  term and  (ii) either  that  the  term  is  inapplicable and  should be  intentionally omitted or offer alternative  language  if the Bidder  is requesting revision of the term.   An example format  is provided below for illustrative purposes only. 

Term & Section

Language

General Terms, Pricing (Section 5.2, pg. 7)

Section 5.2 is deleted in its entirety and replaced with the following: Pursuant to 74 O.S. §85.40, all travel expenses of Supplier must be included in the total Acquisition price. Travel expenses include, but are not limited to, lodging, transportation and meal expenses.

E.17.2. A general clarification question (Section E.2.1.1.) is not an exception and any clarification question included in this section will be disregarded. 

E.17.3. ODOC has no responsibility to independently review an entire bid for exceptions and any exception embodied in another  section  of  the  bid  or  in  a  format  other  than  the  provided  table will  not  be  considered.    Likewise,  an exception expressing only general disagreement with a term or a general exception to the Solicitation, without suggested alternative wording or identifying that the term should be intentionally omitted, will not be considered. 

E.18. Bid Response Packet Section Five: Additional Bidder Terms

E.18.1. Any additional terms that the Bidder requests be applicable to the Contract shall be inserted in this section. 

E.18.2. ODOC  has  no  responsibility  to  independently  review  an  entire  bid  for  additional  terms.    Any  such  terms  not submitted in this section of the bid shall not be considered. 

E.18.3. Should a Bidder be awarded a Contract, neither ODOC nor a Contractor shall be required to execute additional documents not included in a bid.  For example, if a Bidder typically uses an ordering document in connection with an acquisition, the ordering document template shall be included in the bid. 

E.19. Bid Response Packet Section Six: Bidder’s Company Information and Experience

E.19.1. Bidder company information as outlined below shall be inserted in this section. 

E.19.1.1. An overview of  the business entity  including  its  corporate name, ownership,  number of  years  in operation, as well as the address of its headquarters.   

E.19.1.2. A summary of the Bidder’s experience in providing services required by this Solicitation, including the number of years they have contracted with organizations to perform services similar in size and scope and details of two current or former contracts. 

E.19.1.3. A written disclosure of any contract that the Bidder had that was terminated for performance reasons  during the past (3) years.   

E.19.1.4. A written disclosure of any litigation that resulted in a judgment rendered against the business entity in the past three (3) years; providing quantitative and qualitative  information to enable ODOC to understand the nature of the litigation, potential magnitude of the litigation, and potential time of litigation.    Bidder may  aggregate  disclosures  about  similar  litigation  by  class  or  type  so  that  the disclosures are easily understood.  

E.19.1.5. A completed Attachment C, providing the names and contact information of Bidder’s staff who will be contacted by ODOC for pre‐ and post‐award contract coordination.  These persons will serve as ODOC’s principal contacts for pre‐award questions regarding its bid response information and for post‐award coordination of implementation, start up, and day to day operational support. 

E.19.1.6.  Current documentation of any corporate or individual licenses or certificates required by federal, state,  or  local  ordinance  to  perform  services  described  in  this  contract.    Documentation  should indicate that the requirements are currently met and Bidder is in good standing. 

E.20. Bid Response Packet Section Seven: Willingness and Capability

E.20.1. The portion of the bid to be inserted in this section certifies the willingness and capability of the Bidder to meet or exceed Solicitation specifications and requirements.  Bidder shall complete Attachment D, demonstrating Bidder’s willingness and capability to comply with and provide each of the deliverables required by the Solicitation. 

E.21. Bid Response Packet Section Eight: Technical Information

E.21.1. Technical information as outlined below shall be inserted in this section: 

E.21.1.1. A draft example Audit Trail Documentation Report that complies with the required elements outlined in Section C.4.5. 

E.21.1.2. A written  narrative  that  describes  the  Bidder’s methodology  and  process  of  erasing  data  from phones, including information about the software that is used and how the Bidder assures accuracy and completeness of data erasure.   

E.21.1.3. A  written  narrative  that  describes  the  Bidder’s  methodology  and  process  of  completely  and physically  destroying  and  recycling  phones  that  cannot  be  erased  due  to  functionality  or  are determined to not be appropriate for resale.  

E.22. Bid Response Packet Section Nine: Pricing

E.22.1. Attachment B with Bidder’s proposed pricing information as outlined below shall be inserted in this section: 

E.22.1.1. The complete pricing structure for the resulting contract is described in Section C.4.2.  

E.22.1.2. For the initial collection only, the following guidelines will apply.  In their bid response, the Bidder 

shall  provide  the  amount  they  are  proposing  to  pay  for  each  phone  listed  in  Attachment  B.    If awarded  the  contract,  this will  be  the  pricing  paid  to ODOC  for  each  phone  listed.    The  pricing proposed on Attachment B shall apply to the initial collection only.  It is understood that Attachment B does not provide a complete list of all phones that will be in the initial collection.  The amount paid for all other phones not listed on Attachment B and all phones designated for destruction with the initial collection shall be in accordance with the same pricing structure established for subsequent collections in Section C.4.2.2.  

E.22.2. Bids shall remain firm for a minimum of sixty (60) days from the Solicitation closing date. 

E.22.3. Bidder shall guarantee unit prices to be correct. 

E.22.4. ALL travel expenses to be incurred by the Contractor in performance of the Contract shall be considered and included in the Bidder’s total bid price.