INVITATION FOR BIDS

FOR

RADIO MAINTENANCE & RELATED SERVICES

ISSUING OFFICE

OFFICE OF ADMINISTRATION, OFFICE FOR INFORMATION TECHNOLOGY

IFB NUMBER

6100027777

DATE OF ISSUANCE

JANUARY 8, 2014

Page 1 of 27

INVITATION FOR BIDS

FOR

RADIO MAINTENANCE & RELATED SERVICES

TABLE OF CONTENTS

CALENDAR OF EVENTS PAGE 3

PART I – GENERAL INFORMATION PAGE 4

PART II – SPECIFICATIONS PAGE 15

APPENDIX A, IT TERMS AND CONDITIONS

APPENDIX B, COST MATRIX

APPENDIX C, COSTARS PROGRAM ELECTION FORM

APPENDIX D, LOBBYING CERTIFICATION FORM

APPENDIX E, DEDICATED CONTACTS

APPENDIX F, EQUIPMENT INVENTORY

APPENDIX G, STATEMENT OF WORK TEMPLATE

APPENDIX H, QUARTERLY REPORT TEMPLATE

APPENDIX I, GLOSSARY

APPENDIX J, CAPABILITY ATTESTATIN FORM

Page 2 of 27

CALENDAR OF EVENTS

The Commonwealth will make every effort to adhere to the following schedule:

Activity Responsibility Date

Deadline to submit questions via email to RA-OITPurchases@state.pa.us with the subject line “IFB 6100027777 Question” Bidders

01/20/1412:00

PM ESTMandatory pre-bid conference:

613 North StreetFinance Building – Room 503

Harrisburg, PA 17120

Issuing Office/Potential

Bidders

01/24/1410:00

AM EST

Answers to potential questions posted to the eMarketplace website (http://www.emarketplace.state.pa.us) no later than this date. Issuing Office 01/29/14

Please monitor the eMarketplace website for all communications regarding this IFB. Bidders Ongoing

Bids must be received by the Issuing Office at:

PASupplierPortal website (http://www.pasupplierportal.state.pa.us) no later than this date.

Bidders02/7/14

12:00PM EST

Page 3 of 27

PART I

GENERAL INFORMATION

I-1.Purpose:This Invitation for Bids ("IFB") provides to those interested in submitting bids for the subject procurement ("Bidders") sufficient information to enable them to prepare and submit bids for the Office of Administration's consideration on behalf of the Commonwealth of Pennsylvania ("Commonwealth") to provide maintenance and related services ("Maintenance" and "Services") for radio communications equipment ("Equipment"). The Maintenance and Services includes maintenance, service, repair, alteration, installation, removal, modifications, engineering assistance and rebanding of Equipment. The Equipment includes, but it not limited to, the Equipment specified in Appendix F, Equipment Inventory. The Commonwealth may add Equipment to the contract resulting from this IFB at any time.

I-2.Issuing Office:The Office of Administration ("Issuing Office") has issued this IFB on behalf of the Commonwealth. The sole point of contact in the Commonwealth for this IFB is Joe Millovich (RA-OITPurchases@state.pa.us), 613 North St., Finance Building – Rm. 506, Harrisburg, PA 17120, the Issuing Officer for this IFB. Please refer all inquiries to the Issuing Officer.

The Issuing Officer is the sole point of contact concerning this IFB. Any violation of this condition may be cause for the Issuing Office to reject the offending Bidder’s bid. If the Issuing Office later discovers that the Bidder has engaged in any violations of this condition, the Issuing Office may reject the offending Bidder’s bid or rescind its contract award. A Bidder must not distribute any part of its bid beyond the Issuing Office. Any Bidder who shares information contained in its bid with other Commonwealth personnel and/or competing bidder personnel may be cause for the Issuing Office to reject the offending Bidder’s bid.

I-3.Method of Award:An award will be made to the lowest cost responsive and responsible Bidder ("Contractor") who meets the requirements specified in Part II-1.

I-4.Terms and Conditions:The terms and conditions of Appendix A, IT Terms and Conditions shall govern any contract resulting from this IFB. The terms and conditions of this IFB are not negotiable. The Issuing Office will reject any bid that is conditioned on the negotiation of the terms and conditions set out in Appendix A, IT Terms and Conditions or to other provisions of the IFB.

I-5.Bidder Eligibility:Only Bidders that meet the requirements specified in Part II-1 may submit a bid in response to this IFB.

Page 4 of 27

I-6.Information Technology Bulletins:This IFB is subject to the Information Technology Bulletins ("ITB") issued by the Office of Administration, Office for Information Technology ("OA-OIT").  ITBs may be found at http://www.portal.state.pa.us/portal/server.pt?open=512&objID=416&PageID=210791&mode=2All bids must be submitted on the basis that all ITBs are applicable to this procurement.   It is the responsibility of the Bidder to read and be familiar with the ITBs.  Notwithstanding the foregoing, if the Bidder believes that any ITB is not applicable to this procurement, it must list all such ITBs in its bid, and explain why it believes the ITB is not applicable.  The Issuing Office may, in its sole discretion, accept or reject any request that an ITB not be considered to be applicable to the procurement.  The Bidder’s failure to list an ITB will result in its waiving its right to do so later, unless the Issuing Office, in its sole discretion, determines that it would be in the best interest of the Commonwealth to waive the pertinent ITB.

I-7.Term of Contract:The contract resulting from this IFB will commence on the effective date, as defined in Appendix A, IT Terms and Conditions, and will end in two (2) years with three (3) optional one (1) year renewal options. Renewal terms may be executed in single or multiple year terms. No work may begin or be reimbursed prior to issuance of the purchase order. Final payment will not be made until all work has been successfully completed.

I-8.Bid Submission:A. Bids must be submitted electronically via the PASupplierPortal website on or before

the due date specified in the Calendar of Events. Please refer to Part I, T. of this IFB, for instructions relating to submission of bids. Any bid submitted to the Issuing Office in hardcopy format will be rejected. The following documentation must be completed and returned with a Bidder’s bid: Appendix B, Cost Matrix Appendix J, Capability Attestation Form

Failure to submit the documents listed above will result in the bid being rejected. The submission of any documentation other than what is listed above may result in the bid being rejected.

B. The following documentation must be completed by the apparent low Bidder within ten (10) days of Commonwealth’s posting of the notice of award and sent via email to the Issuing Officer: Appendix C, COSTARS Program Election Form (if applicable). Bidders electing

to permit COSTARS members to participate in this Contract should sign and return Appendix C, COSTARS Program Election Form. If the Bidder is asserting that it is a Department of General Services Certified Small Business, also provide an active Department of General Services Small Business Certification.

Appendix D, Lobbying Certification Form. This Project may be funded, in part, with federal monies. Public Law 101-121, Section 319, prohibits federal funds

Page 5 of 27

from being expended by the recipient or by any lower tier sub-recipients of a federal contract, grant, loan, or a cooperative agreement to pay any person for influencing, or attempting to influence a federal agency or Congress in connection with the awarding of any federal contract, the making of any federal grant or loan, or entering into any cooperative agreement. All Bidders who submit bids in response to this IFB must sign an return Appendix D, Lobbying Certification Form and, if applicable, complete the "Disclosure of Lobbying Activities" form also attached in Appendix D, Lobbying Certification Form as per MD 305.16 (Amended) Lobbying Certification and Disclosure Management Directive 305.16 Amended and available at: http://www.whitehouse.gov/omb/assets/omb/grants/sflllin.pdf

Appendix E, Dedicated Contacts. Bidders must identify the following dedicated contacts:o Account Manager: The account manager must be main point of contact for all

requests, and will be responsible for the coordination of all orders and the resolution of any sales issues.

o Service Manager: The service manager is the main point of contact for the resolution of any service issues that are escalated.

o Support Number: The support number must be a toll free dedicated number for Commonwealth service calls.

Failure to submit the completed information to the Issuing Officer as set forth above will result in the bid being rejected.

I-9.Pre-bid Conference:The Issuing Office will hold a pre-bid conference as specified in the Calendar of Events. The purpose of this pre-bid conference is to provide opportunity for clarification of the IFB. Bidders should forward all questions to the Issuing Office in accordance with Part I-10 to ensure adequate time for analysis before the Issuing Office provides an answer. Bidders may also ask questions at the pre-bid conference. In view of the limited facilities available for the conference, Bidders should limit their representation to two (2) individuals per Offeror. The pre-bid conference is for information only. Any answers furnished during the pre-bid conference will not be official until they have been verified, in writing, by the Issuing Office. All questions and written answers will be posted on the Department of General Services’ (DGS) website as an addendum to, and will become part of, this IFB. Attendance at the pre-bid conference is mandatory. Failure to attend the pre-bid conference will result in a Bidders bid to be rejected.

Page 6 of 27

I-10. Questions and Answers:If a Bidder has any questions regarding this IFB, the Bidder must submit the questions by email (with the subject line "IFB 6100027777 Question") to the email address specified in the Calendar of Events. If the Bidder has questions, they must be submitted via email no later than the date and time specified in the Calendar of Events. The Bidder shall not attempt to contact the Issuing Officer by any other means. The Issuing Officer will post the answers to the eMarketplace website. A Bidder who submits a question after the deadline date for receipt of questions indicated on the Calendar of Events assumes the risk that its bid will not be responsive or competitive because the Commonwealth is not able to respond before the bid receipt date or in sufficient time for the Bidder to prepare a responsive or competitive bid. When submitted after the deadline date for receipt of questions indicated on the Calendar of Events, the Issuing Officer may respond to questions of an administrative nature by directing the questioning Bidder to specific provisions in the IFB.  To the extent that the Issuing Office decides to respond to a non-administrative question after the deadline date for receipt of questions indicated on the Calendar of Events, the answer will be provided to all Bidders through an addendum.

All questions and responses as posted on the eMarketplace website are considered as an addendum to, and part of, this IFB. Each Bidder shall be responsible to monitor the eMarketplace website for new or revised IFB information. The Issuing Office shall not be bound by any verbal information nor shall it be bound by any written information that is not either contained within the IFB or formally issued as an addendum by the Issuing Office. The Issuing Office does not consider questions to be a protest of the specifications or of the solicitation.

I-11. Addenda to IFB: If the Issuing Office deems it necessary to revise any part of this IFB before the due date, the Issuing Office will post an addendum to the eMarketplace website. Answers to the questions asked during the questions and answer period will also be posted to the eMarketplace website as an addendum to the IFB.

I-12. Electronic Version of IFB: This IFB is being made available by electronic means. The Bidder acknowledges and accepts full responsibility to insure that no changes are made to the IFB. In the event of a conflict between a version of the IFB in the Bidder's possession and the Issuing Office's version of the IFB, the Issuing Office's version shall govern.

I-13. Response Date:A Bidder’s electronic bid must be submitted via the PASupplierPortal website on or before the due date specified in the Calendar of Events. Any bid submitted to the Issuing Office in hardcopy format will be rejected.

I-14. Incurring Costs:The Issuing Office is not liable for any costs the Bidder incurs in preparation and submission of its bid, in participating in the IFB process or in anticipation of award of a contract or purchase order.

Page 7 of 27

I-15. Prime Contractor Responsibilities:The Contractor will be required to assume responsibility for all services offered in its bid whether it produces them itself or by subcontract. The Contractor will be the sole point of contact with regard to contractual and purchase order matters.

I-16. Resources:The Contractor must provide all services, supplies, facilities, and other support necessary to complete the identified work.

I-17. COSTARS Participation:COSTARS Purchasers. Section 1902 of the Commonwealth Procurement Code, 62 Pa.C.S. § 1902 ("Section 1902"), authorizes local public procurement units and state-affiliated entities (together, "COSTARS Members") to participate in Commonwealth procurement contracts that the Department of General Services ("DGS") may choose to make available to COSTARS Members. DGS has identified this Contract as one which will be made available for COSTARS Members’ participation.

A. Only those entities registered with DGS are authorized to participate as COSTARS Members in this Contract. A COSTARS Member may be either a local public procurement unit or a state-affiliated entity.

1. A “local public procurement unit” is: Any political subdivision (local government unit), such as a municipality,

school district, or commission; Any public authority (including authorities formed under the Municipality

Authorities Act of 1955 or other authorizing legislation, such as the Public Transportation Law or the Aviation Code);

Any tax-exempt, nonprofit educational institution or organization; Any tax-exempt, nonprofit public health institution or organization; Any nonprofit fire, rescue, or ambulance company; and Any other entity that spends public funds for the procurement of supplies,

services, and construction (such as a council of governments, an area government, or an organization that receives public grant funds)

2. A state-affiliated entity is a Commonwealth authority or other Commonwealth entity that is not a Commonwealth agency. The term includes: The Pennsylvania Turnpike Commission; The Pennsylvania Housing Finance Agency; The Pennsylvania Municipal Retirement System; The Pennsylvania Infrastructure Investment Authority; The State Public School Building Authority; The Pennsylvania Higher Education Facilities The State System of Higher EducationThe term does not include any court or other officer or agency of the unified judicial system, the General Assembly and its officers and agencies, any State-related institution, or any Commonwealth executive or independent agencies, boards, or commissions not listed above. Statewide "row" offices, including the

Page 8 of 27

Auditor General, Attorney General, and State Treasurer are not State-affiliated entities under the Procurement Code.

However, elements of the court system, the General Assembly, and independent agencies, boards, or commissions have been deemed eligible for COSTARS membership as entities that spend public funds for the procurement of supplies, services, and construction.

3. A complete list of local public procurement units and state-affiliated entities that have registered with DGS and that are authorized to procure items from the Contract can be found at http://www.dgsweb.state.pa.us/COSTARSReg/Member.aspx

B. COSTARS Members have the option to purchase from this Contract, from any DGS contract established exclusively for COSTARS Members in accordance with the requirements of Section 1902, from any other cooperative procurement contracts, or from their own procurement contracts established in accordance with the applicable laws governing such procurements. The Contractor understands and acknowledges that there is no guarantee that a COSTARS Member will place an order under this Contract, and that the decision to procure from this Contract is within the sole discretion of each COSTARS Member.

C. DGS is acting as a facilitator for COSTARS Members who may wish to purchase under this Contract. COSTARS Members that participate in this Contract and issue POs to Contractors are third party beneficiaries who have the right to sue and be sued for breach of this Contract without joining the Commonwealth or DGS as a party. The Commonwealth will not intervene in any action between a Contractor and a COSTARS Member unless substantial interests of the Commonwealth are involved.

D. COSTARS Members electing to participate in this Contract will order items directly from the Contractor and be responsible for payment directly to the Contractor.

E. Those Contractors electing to permit COSTARS Members to procure from this Contract shall pay the Required Administrative Fee applicable to the Contractor’s classification:

Contractor Classification Required Administrative FeeDepartment of General ServicesCertified Small Business Bidder $500

All Other Bidders $1,500

1. Each bidder electing to permit COSTARS Members to participate in the Contract must submit the COSTARS Program Election to Participate form with its bid submittal and pay the applicable.

2. At the beginning of each Contract year and upon any Contract renewal, the Contractor shall submit a check for the required amount, payable to “Commonwealth of PA”. The Contractor must pay the Administrative Fee at each contract renewal date to continue to sell the awarded items/services to COSTARS Members. If the bidder is a Department of General Services-Certified Small Business, a copy of its active certification must be included with the Administrative Fee for each contract year and upon each renewal.

Page 9 of 27

F. DGS has registered the COSTARS name and logo (together, the "COSTARS Brand") as a trademark with the Pennsylvania Department of State. Therefore, the Contractor may use the COSTARS Brand only as permitted under in this Subsection.1. The Contractor shall pay the Administrative Fee covering its participation in the

program, including without limitation any use of the COSTARS Brand, for each year of the Contract period. The fee is payable upon Contract award and prior to the renewal date for each succeeding Contract period.

2. DGS grants the Contractor a nonexclusive license to use the COSTARS Brand, subject to the following conditions:a. The Contractor agrees not to transfer to any third party, including without

limitation any of its subcontractors or suppliers, any privileges it may have to use the COSTARS Brand under this Contract.

b. The Contractor agrees not to use the COSTARS Brand to represent or imply any Commonwealth endorsement or approval of its products or services.

c. The Contractor is permitted to use the COSTARS Brand in broadcast, or Internet media solely in connection with this Contract and any other Contract with the Commonwealth under which it has agreed to make sales to COSTARS Purchasers. The Contractor may use the COSTARS Brand on business cards, brochures, and other print publications so long as the purpose is to identify the Contractor as a COSTARS vendor, and only so long as the required Contract fee is kept current.

d. Should this Contract terminate for any reason, the Contractor agrees promptly to remove the COSTARS Brand from any and all print and electronic media and to refrain from using the COSTARS Brand for any purpose whatsoever from the date of Contract termination forward.

e. The Contractor agrees to defend, indemnify, and hold harmless the Commonwealth of Pennsylvania and DGS from and against all claims, demands, liabilities, obligations, costs, and expenses of any nature whatsoever arising out of or based upon the Contractor’s use of the COSTARS Brand.

f. The Contractor agrees it has no property rights in the use of the COSTARS Brand by virtue of this nonexclusive license. The Contractor expressly waives any claims, including without limitation due process claims that may otherwise be available under the law in the event of any dispute involving these terms of use.

G. The Contractor shall furnish to the DGS COSTARS Program Office a quarterly electronic Contract sales report detailing the previous quarter’s Contract purchasing activity, using the form and in the format prescribed by DGS. The Contractor shall submit its completed quarterly report no later than the fifteenth calendar day of the succeeding Contract quarter.1. The Contractor shall submit the reports via the web-based COSTARS Suppliers’

Gateway at www.dgs.state.pa.us/costars. If a Contractor does not have access to the Internet, the Contractor shall send the reports, using the form and in the format prescribed by DGS, on compact disc via US Postal Service to the DGS COSTARS Program Office, Bureau of Procurement, 6th Floor Forum Place, 555 Walnut Street, Harrisburg, PA 17101-1914.

Page 10 of 27

2. For each PO received, the Contractor shall include on the report the name and address of each COSTARS-Registered Purchaser that has used the Contract along with the sales date, and dollar volume of sales to the specific Purchaser for the reporting period.

3. DGS may suspend the Contractor’s participation in the COSTARS Program for failure to provide the Quarterly Sales Report within the specified time.

H. Additional information regarding the COSTARS Program is available on the DGS COSTARS Website at www.dgs.state.pa.us/costars.1. If the Contractor is aware of any qualified entity not currently registered and

wishing to participate in the COSTARS Program, please refer the potential purchaser to the DGS COSTARS Website at www.dgs.state.pa.us/costars, where it may register by completing the online registration form and receiving DGS confirmation of its registration. To view a list of currently-registered COSTARS member entities, please visit the COSTARS website.

2. Direct all questions concerning the COSTARS Program to:

Department of General ServicesCOSTARS Program555 Walnut Street, 6th FloorHarrisburg, PA 17101Telephone: 1-866-768-7827E-mail GS-PACostars@state.pa.us

I-18. External Procurement Activity:Section 1902 of the Commonwealth Procurement Code, 62 Pa.C.S. Section 1902, permits external procurement activities to participate in cooperative purchasing agreements for the procurement of services, supplies or construction.

A. Definitions: The following words and phrases have the meanings set forth in this provision:1. External procurement activity: The term, as defined in 62 Pa. C. S. Section 1901,

means a 'buying organization not located in the Commonwealth [of Pennsylvania] which if located in this Commonwealth would qualify as a public procurement unit [under 62 Pa. C.S. Section 1901]. An agency of the United States is an external procurement activity.'

2. Participating addendum: A bilateral agreement executed by the Contractor and an external procurement activity that clarifies the operation of the Contract for the external procurement activity concerned. The terms and conditions in any participating addendum shall affect only the procurements of the purchasing entities under the jurisdiction of the external procurement activity signing the participating addendum.

3. Public procurement unit: The term, as defined in 62 Pa. C. S. Section 1901, means a 'local public procurement unit or purchasing agency.'

4. Purchasing agency: The term, as defined in 62 Pa. C. S. Section 103, means a 'Commonwealth agency authorized by this part or any other law to enter into contracts for itself or as the agent of another Commonwealth agency.'

Page 11 of 27

B. General: A participating addendum shall incorporate the terms and conditions of the Contract resulting from this IFB. The Contractor shall not be required to enter into any participating addendum.

C. Additional Terms:1. A participating addendum may include additional terms that are required by the

law governing the external procurement activity.2. A participating addendum may include new, mutually agreed upon terms that

clarify ordering procedures specific to a participating external procurement activity.

3. The construction and effect of any participating addendum shall be governed by and construed in accordance with the laws governing the external procurement activity.

4. If an additional term requested by the external procurement activity will result in an increased cost to the Contractor, the Contractor shall adjust its pricing up or down accordingly.

D. Prices:1. Price adjustment for any costs affecting the percent markup that the Contractor

will or will not incur or that differ from costs incurred or not incurred in the fulfillment of this Contract, the Contractor shall adjust its pricing up or down accordingly. These costs may include, but not be limited to:a. State and local taxes;b. Unemployment and workers compensation fees;c. E-commerce transaction fees; andd. Costs associated with additional terms, established pursuant to the Contract.

2. The Contractor's pricing for an external procurement activity shall be firm and fixed for the duration of the initial term of the Contract. After the initial term of the Contract, if the Contract is renewed, the Contractor's pricing may be adjusted up or down based on market conditions only with the mutual agreement of both the Contractor and any external procurement activity.

E. Usage Reports on External Procurement Activities: The Contractor shall furnish to the Contracting Officer an electronic quarterly usage report, preferably in spreadsheet format no later than the fifteenth calendar day of the succeeding calendar quarter. Reports shall be e-mailed to the Contracting Officer for the Contract. Each report shall indicate the name and address of the Contractor, contract number, period covered by the report, the name of the external procurement activity that has used the Contract and the total volume of sales to the external procurement activity for the reporting period.

F. Electronic Copy of Participating Addendum: The Contractor, upon request of the Contracting Officer, shall submit one electronic copy of the participating addendum to the Contracting Officer within ten days after request.

Page 12 of 27

I-19. Protest Procedures:A. Who May File the Protest:

Any Bidder or prospective Bidder who is aggrieved in connection with the IFB or award of the contract solicitation or award of a contract may file a protest. Protests relating to cancellation of invitations for bids and protests relating to the rejection of all bids are not permitted. A Bidder is a person that submits a bid in response to the IFB. A prospective Bidder is a person that has not submitted a bid in response to the IFB.

B. Time for Filing:1. If a protest is submitted by a prospective Bidder, the protest must be filed before

bid opening time or proposal receipt date.2. If a protest is filed by a Bidder, the protest must be filed within seven days after

the protesting Bidder knew or should have known of the facts giving rise to the protest except that in no event may a protect be filed later than seven (7) days after the date the contract or purchase order was awarded. Date of filing is the date of receipt of protest.

3. Untimely filed protests shall be disregarded.C. Form of Protest:

1. A protest must be in writing and filed with the agency head (or designee) of the purchasing agency.

2. A protest must state all grounds upon which the protesting party asserts that the solicitation or award was improper. Issues not raised by the protesting party in the protest are deemed waived and may not be raised on appeal.

3. The protesting party may submit with the protest any documents or information deemed relevant.

D. Notice of Protest:If award has been made, the agency head (or designee) shall notify the successful Bidder or contractor of the protest. If the protest is received before award and substantial issues are raised by the protest, all Bidders who appear to have a substantial and reasonable prospect of winning the award shall be notified and may file their agreement/disagreement with the purchasing agency within three (3) days after receipt of notice of the protest.

E. Stay of Procurement:The head of the purchasing agency (or designee) shall immediately decide, upon receipt of the protest, whether or not the solicitation or award shall be stayed, or if the protest is timely received after the award, whether the performance of the contract should be suspended. The Issuing Office shall not proceed further with the IFB or with the award of the contract, and shall suspend performance under the contract if awarded, unless the agency head of the purchasing agency makes a written determination that the protest is clearly without merit or that award of the contract/purchase order without delay is necessary to protect the substantial interests of the Commonwealth.

F. Procedures:1. Contracting Officer Response:

Within fifteen (15) days of the receipt of a protest, the contracting officer may submit a written response to the head of the purchasing agency (or designee). The

Page 13 of 27

response may include any documents or information that the contracting officer deems relevant to the protest.

2. Protesting Party Reply:Within ten (10) days of the date of the contracting officer response, the protesting party may file a written reply.

3. Review:The head of the purchasing agency (or designee) shall:a. Review the protest and any response or reply.b. Request and review any additional documents or information he deems

necessary to render a decision.c. Give the protesting party and the contracting officer reasonable opportunity to

review and address any additional documents or information requested by the agency head.

d. In his sole discretion, conduct a hearing.e. Within sixty (60) days of the receipt of the protest, issue a written

determination stating the reasons for the decision.f. If additional time is required to investigate the protest, inform the protesting

party of the additional time needed to render a determination and obtain the protesting party's consent.

4. "Clearly Without Merit" Determinations:If the head of the purchasing agency (or designee) determines, upon receipt, that the protest is clearly without merit and does not stay the procurement, the head of the purchasing agency (or designee) shall immediately issue the decision as required by Section 8. Decisions.

G. Settlement:The Issuing Office has the authority to settle and resolve bid protests.

H. Decision:The head of the purchasing agency (or designee) shall promptly, but in no event later than sixty (60) days from the filing of the protest, issue a written decision. The decision shall:1. State the reasons for the decision.2. If the protest is denied, inform the protesting party of its right to file an appeal in

Commonwealth Court within fifteen (15) days of the mailing date of the decision.3. If it is determined that the solicitation or award was contrary to law, enter an

appropriate order. The agency head (or designee) shall send a copy of the decision to the protesting party and any other person determined by the agency head (or designee) to be affected by the decision.

I-20. Bidding Reference Material:Bidding Process Reference GuideSupplier Response to a Solicitation - BrochureAttaching Follow-On Documents to your BidBidding Frequently Asked Questions (FAQ's)

Page 14 of 27

PART II

SPECIFICATIONS

II-1. Requirements:

A. Contract Requirements:The Commonwealth will procure Maintenance and Services at its discretion based on the Service Level requirements. The contract resulting from this IFB requires a catalog style format wherein each Agency will select Services and Service Levels applicable to its requirements. Some Agencies may utilize all Services, while others may utilize only a few.

B. Contractor and Personnel Requirements:1. The Contractor must have the necessary legal rights, licenses to third party

software and any other tools required to perform Maintenance and Services on the Equipment specified in Appendix F, Equipment Inventory.

2. Sufficient documentation that the Contractor meets the following qualifications must be submitted with the bid as Appendix J, Capability Attestation Form.a. The Contractor must have at least forty (40) field radio technicians, in

Pennsylvania, dedicated to the contract resulting from this IFB.1) The Contractor must dedicate fifteen (15) field technicians to

Pennsylvania State Police, of which all must have a minimum of four (4) years of field radio service experience on Radio Frequency (RF) equipment.

2) The Contractor must dedicate twenty-five (25) field technicians to support all using agencies, of which five (5) must have a minimum of four (4) years of field radio service experience on Radio Frequency (RF) equipment.

b. The Contractor must have at least twenty (20) vehicular installation technicians, in Pennsylvania, dedicated to the contract resulting from this IFB, eight (8) of which must have at least four (4) years of experience in vehicle equipment installation and removal.

c. The Contractor must have at least ten (10) years of experience in maintaining large scale Land Mobil Radio (LMR) systems at the city, county, or state level and have annual revenue that is at least twice the estimated value of this contract.

d. For key personnel including but not limited to, field radio technicians, vehicular installation technicians, account manager and the service manager, include the employee’s name and, through a resume or similar document, the employee’s education and experience in the services they will perform as it related to this Project. Indicate the responsibilities each individual will have in this Project and how long each has been with your company. Identify by name any subcontractors you intend to use and the services they will perform.

Resumes are not to include personal information that will, or will be likely to, require redaction prior to release of the proposal under the Right to Know

Page 15 of 27

Law. This includes home addresses and phone numbers, Social Security Numbers, Drivers’ License numbers or numbers from state ID cards issued in lieu of a Drivers’ License, financial account numbers, etc. If the Commonwealth requires any of this information for security verification or other purposes, the information will be requested separately and as necessary.

3. The Contractor must provide a dedicated Account Manager who will be the main point of contact for all requests, and will be responsible for the coordination of all orders and the resolution of any issues. The Issuing Office will consider the Account Manager to be the sole point of contact with regard to contractual and purchase order matters.

4. The Contractor must provide a dedicated Service Manager, with a minimum of four (4) years managerial experience. The Service Manager is the main point of contact for the resolution of any service issues that are escalated.

5. The Contractor’s technicians and sub-contractors must have the certifications, qualifications and any other required training in order to repair the Equipment specified in Appendix F, Equipment Inventory. The Commonwealth, at its sole discretion, may request the removal of any technician and/or sub-contractor.

C. Background checks: 1. The Contractor must, at its expense, arrange for a background check for each of

its employees, as well as for the employees of its subcontractors, who will have access to Commonwealth Services Locations, either through on site or remote access. Background checks will not be conducted by the Commonwealth but rather will be conducted by Contractor or its subcontractors according to Contractor policy and practice and consistent with ITB-SEC009. The background check must be conducted prior to initial access by a Contractor Personnel and every two (2) years thereafter or at a longer interval if required by applicable law.

2. Before the Commonwealth will permit Contractor Personnel access to Commonwealth facilities, the Contractor must provide written confirmation to the office designated by the agency that the background check has been conducted. If, at any time, it is discovered that Contractor Personnel has a criminal record that includes a felony or misdemeanor involving terroristic threats, violence, use of a lethal weapon, or breach of trust/fiduciary responsibility; or which raises concerns about building, system, or personal security, or is otherwise job-related, the Contractor shall notify the Commonwealth Contracting Officer immediately, shall not assign that employee to any Commonwealth facilities, shall remove any access privileges already given to the employee, and shall not permit that employee remote access to Commonwealth facilities or systems, unless the agency consents, in writing, prior to the access being provided. The agency may withhold its consent at its sole discretion. Failure of the Contractor to comply with the terms of this Paragraph may result in default of the Contractor under its Contract with the Commonwealth.

3. The Commonwealth specifically reserves the right of the Commonwealth to conduct background checks over and above that described herein.

Page 16 of 27

D. Service Center requirements:1. The Contractor must provide a minimum of eight (8) service centers,

geographically dispersed across the Commonwealth, to perform maintenance that is unable to be completed in the field.

2. The Contractor’s service centers shall be monitored and required to maintain acceptable standards for quality control.

3. The Commonwealth reserves the right to perform verification and inspection of the ACSs prior to award of the Contract and at any time during the term of the Contract.

E. Site Access Requirements:1. Site access roster – The Contractor is required to maintain a site access roster at

each Commonwealth facility for which the Contractor performs work under this contract. At a minimum, each site access roster must include the following for each technician: a. Representative’s Nameb. Date & Time of Arrivalc. Date & Time of Departured. Purpose of Visite. Representative’s Signature

F. Maintenance Requirements:1. Equipment must be kept operational within the OEM specifications, subject to

OEM parts availability, and within FCC requirements. Contractor must make all efforts possible to obtain OEM parts.

2. Maintenance and Services for Equipment must not void the OEM warranty. Maintenance and Services may involve the return of Equipment to the OEM. The Contractor is responsible for tracking the Equipment until returned to the Commonwealth.

3. The Contractor must provide Maintenance and Services to all Commonwealth facilities which includes but is not limited to, troops, stations, remote and local radio sites, command post points, central office sites, district, county stockpile, traffic management centers, mobile radio locations, state parks and forest districts.

4. Maintenance includes all parts and labor necessary to perform the Services as described in the IFB.

5. Service or Maintenance involving Acts of God or negligence of Commonwealth employees must be immediately reported to the Agency contact, with the estimated cost for repairs, for procedures on how to proceed. Upon request by the Agency, the Contractor must provide the broken part to the Agency for inspection.

6. The Contractor must perform Maintenance at any facility as requested by the Commonwealth.

7. The Contractor must provide a Service Report upon completion of Services. This Service Report must indicate the reported problem, Service performed, resolution and operational status. The Service Report indicates the Service has been

Page 17 of 27

performed, but is not intended to be a user acceptance indicating Service has been completed accurately and completely.

8. Technicians must have the tools necessary to complete the required Maintenance and Services on Equipment. As an example, the tools necessary to complete the required Maintenance and Services on Equipment may include, but are not limited to: a. RF/AF signal generatorb. AM/FM modulation analyzerc. RF/AF power meterd. Spectrum analyzere. Tracking generatorf. Oscilloscopeg. Signaling encoder/decoderh. Function generatori. AC/DC voltmeterj. SINAD/SNR meterk. DC current meter

The Commonwealth will not be charged for any Service call where the technician does not have the tools and skills necessary to perform the requested Service.

9. All tools must be calibrated to industry standards and subject to Commonwealth inspection and approval.

G. Service Requests, Tracking & Procedures:1. The Contractor must be available to receive and respond to service requests

twenty-four (24) hours per day, seven (7) days a week, three hundred sixty-five (365) days per year.

2. The Commonwealth’s current Enterprise Help Desk Ticket tracking application will be the sole application for managing and reporting on trouble tickets.

3. The Contractor, at its own expense, if any, must secure access to the Commonwealth’s Enterprise Help Desk Ticket tracking application to create, display, and modify tickets.

4. Agencies will submit service requests to the Contractor via the Commonwealth’s Help Desk. The Contractor, therefore, will receive trouble tickets from the Help Desk via the Commonwealth’s Enterprise Help Desk Ticket tracking application.

5. All requests will be entered into the Commonwealth’s Enterprise Help Desk Ticket tracking application, by the Commonwealth, and marked with the date and time. The Contractor must prioritize and dispatch a technician to resolve the ticket. Once the issue has been resolved the Contractor must update the database with status and the time of resolution. The Contractor must obtain confirmation of resolution, by the Commonwealth, prior to closing the ticket.

6. The following items will be enforced with respect to trouble ticketing procedures:a. Ticket status is updated within Commonwealth’s Enterprise Help Desk Ticket

tracking application within 24 hours of action.

Page 18 of 27

7. Forms for Service Reports, invoicing, and requisitions may be revised or replaced, in order to accommodate efficient administration of the reporting process. The Contractor must notify the Commonwealth, and the Commonwealth must accept the revisions. It is the intent of the Commonwealth to standardized forms across all Agencies; therefore, the Commonwealth is defined as the Agency and the Project Office. Requests for form modification should be at the Weekly Project Office meeting. Copies of the current revision of this form will then be included when implemented without a formal amendment.

8. The Contractor must provide a Toll Free support number for anyone reporting outside of Commonwealth’s Enterprise Help Desk Ticket tracking application.

H. Quality Control:1. The Contractor must initiate customer satisfaction surveys. The Commonwealth

must approve the format and delivery mode of the survey. 2. The Contractor’s technicians must have the ability to call on experienced

engineering staff for technical backup whenever needed, night or day. This experienced engineering staff must have extensive experience to assist field operations whenever the service conditions require the additional expertise.

3. If the Contractor determines that certain Equipment is not repairable, the Contractor must immediately notify the Commonwealth. The Contractor will be responsible for forwarding written correspondence to the Commonwealth indicating the reason the Equipment cannot be repaired. The Contractor must also recommend a suitable replacement for the Equipment that is not repairable. Due to the critical nature of the system’s operation, written notification must be made within one day when the Equipment is deemed not repairable. The time period required to identify a suitable replacement may be waived by the Commonwealth if it is determined that more time is necessary or logical to correctly assess individual situations. However, replacement of Equipment at the Commonwealth’s expense will be the exception only after the Contractor has explored all means for restoring the faulty Equipment. The Contractor must have the Commonwealth’s approval before any expense is incurred by the Commonwealth for replacement Equipment. The Commonwealth reserves the right to inspect any item adjudged by the Contractor as being not repairable or unfit for continued service, which has been replaced.

4. Defective Equipment removed from inventory, which is not operational, must be returned to the Commonwealth.

5. The Commonwealth reserves the right to conduct inspections in order to verify the Contractor’s performance.

II-2. Services:

A. Preventative Maintenance:The Contractor must provide periodic inspections, measurement of transmitter and receiver parameters, cleaning of Equipment and observation of operation.

1. Generator Maintenance:a. The Contractor must perform semi-annual inspection which meets the OEMs

standards.

Page 19 of 27

b. The Contractor must run tests, inspect propane cylinders, hoses and batteries; and check all propane tanks to ensure the tank is not less than 20% full. The Contractor must provide notification if fuel tank is less than 20%. The Commonwealth will not purchase fuel through the contract resulting from this IFB.

2. Remote Site Maintenance:a. The Contractor must perform semi-annual inspections which meet the OEMs

standards.b. The Contractor must perform remote site maintenance which includes but it

not limited to:1) Antenna, waveguides and foam cable - Time Domain Reflectometry

("TDR") line sweeps and Standing Wave Ratio ("SWR") measurements must be documented.

2) Tower lamps must be replaced at 75% of its life expectancy. The Contractor must provide immediate notification to the FAA flight service station and the agency for all lamp outages.

3) Equipment shelters which include electrical, heating, cooling and/or fans and lighting must be inspected to ensure operability of systems. First aid (OSHA) systems must be checked for compliance. Equipment shelters must be checked for insect and rodent control, housekeeping, grass cutting, debris removal and shell condition. Any deficiencies must be immediately reported to the Commonwealth and resolved upon Commonwealth request.

4) Concrete equipment shelters must be inspected for shell condition including leak control and damage repair.

5) Perform site grounds maintenance including cutting of grass and control of vegetation around utility poles, boxes, shelter, tower and guy cables, trash removal, clearing of infestations and maintenance of electrical grounding systems. The Contractor must maintain access roads, keeping them clear and drivable.

6) Inspect and service the compressor and air system/dehydrator for the transmission lines to meet the OEM’s standards.

7) Alarm systems must be tested and maintained to ensure functionality.3. Radio Equipment Maintenance:

The Contractor must perform preventative maintenance as requested by the Commonwealth.

B. Corrective Maintenance:1. Generator Maintenance:

a. The Contractor must respond to service calls, make basic service repairs in the field. Any defects noted in operation or function of the Equipment must be corrected immediately upon discovery for basic repairs. For advance repairs, those repairs that involve engine or transfer circuitry is required the contractor must contact an approved generator repair company, after receiving authorization from the Commonwealth, for more extensive repairs. Details of

Page 20 of 27

such corrective action must be made on a Contractor provided Service Report which must be approved by the Commonwealth.

b. The Contractor must provide back-up power at the site when a main generator is being repaired by the Contractor or by an approved generator repair company.

2. Radio Equipment Maintenance:a. The Contractor must perform corrective maintenance as requested by the

Commonwealth. b. Any defects noted in operation or function of the Equipment must be

corrected immediately upon discovery. Details of such corrective action must be made on a Contractor provided Service Report which must be approved by the Commonwealth.

C. Equipment Installation/Removal: Equipment installation/removal may occur at the required location as described below or at field locations per Agency request. The estimates provided are not a guarantee of service to be performed or payment under the resulting contract,1. Fleet Changeover:

a. The Contractor must provide a location within twenty-five (25) miles of the Capitol Complex, in Harrisburg, to perform Maintenance and Services on Equipment for patrol and/or special purpose vehicles ("Vehicles"). The location must be secure; for the protection of the Equipment and Vehicles. The location must be able to accommodate at least 120 Vehicles.

b. The Commonwealth replaces Vehicles annually. The Contractor must transfer radios, mobile office suite (computer, printer, barcode scanner, etc.), mobile video recorder, light bar and other specialized Equipment from the existing Vehicle to the new Vehicle. The Commonwealth estimates forty (40) Vehicles require Equipment to be transferred per week. The Contractor must have an additional two (2) weeks of inventory on the lot for pre-wiring.

2. Equipment Installation: a. The Contractor must install radios, mobile office suite (computer, printer,

barcode scanner, etc.), mobile video recorder, light bar and other specialized Equipment in Vehicles.

b. The Contractor must install non-mobile Equipment at Commonwealth facilities. The Commonwealth reserves the right to allow the OEM or its designee to perform a new installation.

3. Equipment Removal: a. The Contractor must remove radios, mobile office suite (computer, printer,

barcode scanner, etc.), mobile video recorder, light bar and other specialized Equipment from Vehicles.

b. The Contractor must remove non-mobile Equipment at Commonwealth facilities. The Commonwealth reserves the right to allow the OEM or its designee to perform the removal or de-commission.

Page 21 of 27

D. Engineering Services:1. The Contractor must place new towers and/or transmitters. 2. The Contractor must realign units for the improvement of propagation.3. The Contractor must perform maintenance and support activities as specified in a

work order.

E. Flat Rate Services:The Contractor must perform the services listed as flat rate services described on the Rate tab of Appendix B, Cost Matrix upon request of the Commonwealth at a cost not to exceed the rate provided in Appendix B, Cost Matrix.

F. Additional Service(s):

If additional Maintenance and Services are needed, the Commonwealth will develop a statement of work ("SOW") utilizing Appendix G - Statement of Work Template, which will be attached to the associated purchase order.

G. Service Level Agreement ("SLA"):1. Service Levels - The SLA organizes the required technical support into several

distinct services areas, as follows:IFB Requirement Service Level Agreements

Service Level 1 Six (6) hour repair and/or replacement on a 24 hour basis.

Service Level 2 Twenty-four (24) hour repair and/or replacement on 24 hour basis

Service Level 3 Seventy-two (72) hour repair and/or replacement on a 24 hour basis

Service Level 4 Repair and/or replacement in one (1) day on a business hour basis

Service Level 5 Repair and/or replacement in two (2) days on a business hour basis

Service Level 6 Repair and/or replacement in three (3) days on a business hour basis

Service Level 7 Repair and or replacement in five (5) days on a business hour basis

Service Level 8Vehicle installation and de-installation completed within two (2) hours of scheduled time of service

2. Application of Service Level Agreement:a. The Contractor must meet the applicable SLA time requirements in Part II-F,

1. If the Contractor fails to meet the applicable SLA time requirements in Part II-F, 1. liquidated damages will be assessed.

3. The chart in Appendix F, Equipment Inventory is a representative, non-inclusive overview of SLAs anticipated by Agencies.

Page 22 of 27

4. The Contractor must perform Maintenance services within the times established by the ordered SLA. The SLA time begins from time of report made via the Contractor’s support number or web based contact procedure. The Contractor must be able to fix the system or provide an interim solution to restore operation within times specified in Part II-F, 1.

5. The Commonwealth, at its discretion, may change an ordered SLA.

G. Warranty Service: The Contractor must honor the warranty specified by the OEM for all Equipment supplied to complete requested Services.The Contractor must provide a single point of contact to address warranty service issues. The Contractor is responsible for contacting an OEM directly for any warranty issues, unless the Contractor is the OEM.

H. Liquidated Damages:1. If the Contractor fails to meet the applicable SLA requirement, the delay will

interfere with the Commonwealth’s operations. In the event of any such delay, it would be impractical and extremely difficult to establish the actual damage for which the Contractor is the material cause. The Commonwealth and the Contractor therefore agree that, in the event of any such delay, the amount of damage will be the amount set forth in this section and agree that the Contractor will pay such amount as liquidated damages, not as a penalty. Such liquidated damages are in lieu of all other damages arising from such delay. No delay or omission by the Commonwealth in exercising its right to enforce this provision will operate as a waiver of such right. A waiver of this right on any one occasion will not be construed as a waiver of such right on any future occasion.

2. The amount of liquidated damages will be twenty five dollars ($25.00) per calendar day, for a maximum of thirty (30) days, for each piece of Equipment that is not repaired or replaced within the timeframe of the SLA requirement. Liquidated damages will be assessed each calendar day until the date on which the Contractor satisfactorily completes the repair or replacement of the Equipment.

3. Liquidated damages will be paid by the Contractor and collected by the Commonwealth by deducting them from the invoices submitted under the contract resulting from this IFB.

4. To the extent that the delay is caused by the Commonwealth, no liquidated damages will be applied.

5. If the delays are caused by the default of a subcontractor, and if such default arises out of causes beyond the control of both the Contractor and subcontractor, and without fault or negligence, the Contractor will not be liable for liquidated damages for delays, unless the Services to be furnished by the subcontractor were obtainable from other sources in sufficient time to permit the Contractor to meet the required performance schedule.

Page 23 of 27

II-3. Reports and Project Controls:

A. Quarterly Reports: The Contractor must provide quarterly reports to the Office of Administration, Office of Information Technology, Bureau of IT Procurement.

1. The quarterly customer satisfaction report must be delivered in the format approved separately by the Commonwealth which includes, at a minimum: performance of the Contractor in the areas of: quality assurance, accuracy of orders shipped, professionalism, flexibility, competence, timeliness of delivery and response to questions.

2. The Contractor must utilize Appendix H – Quarterly Report Template for the remainder of the quarterly report, which must consist of, and include at a minimum:a. Sales report which includes, at a minimum: Agency Information,

Maintenance/Services Information, Equipment Information, Order Information and Invoice Information.

b. Problem and response report which includes, at a minimum: Agency Information, Maintenance/Services Information, Equipment Information and Problem/Response Information.

c. Service level report which includes, at a minimum: Agency Information and Service Level Tracking.

d. Outstanding issues summary report which includes, at a minimum: Agency Information and Outstanding Issue Summary.

3. The Contractor must provide quarterly reports to the Commonwealth no later than fifteen (15) business days after the end of a quarter. A quarter is defined by the Commonwealth as follows:a. Quarter 1: January through Marchb. Quarter 2: April through Junec. Quarter 3: July through Septemberd. Quarter 4: October through December

B. Corrective Maintenance Reporting:All corrective maintenance requests will be reported as outlined below and as described in Part II-1.F.1. A corrective maintenance incident report will be provided to the Commonwealth

for each request via the monthly meeting report, sorted by Agency.2. Equipment of the same type may be reported on the same form for an Agency.

(Base station and station control equipment status may be reported on a single form, but separate stations or individual mobile units must be reported on separate forms.)

3. If temporary repairs are made with functionally equivalent Equipment and/or spares or other temporary measures, or if repair times are exceeded, the Agency must be notified by the Contractor.

4. If another Contractor’s Equipment is possibly involved, the Contractor must notify the Agency.

Page 24 of 27

5. If an Agency notifies the Contractor of an Equipment failure and the Contractor cannot meet the specified repair times, the Contractor must notify the Agency of the reason why the time frame cannot be met. The Contractor must also supply a resolution plan and an updated time of repair. This event will also be included in the monthly report.

C. Reporting:The Contract must provide reports in electronic and hardcopy format, at the discretion of the Commonwealth:

1. Monthly Maintenance and Services Activity Summary Report: This report must summarize the maintenance service events and calls for the previous month and include the following information regarding activities for the preceding month, both by aggregate, and by Agency total.a. Total calls (by Service Level).b. Total calls by maintenance area showing call quantity and cost, by total and

by Agency.c. Performance of Service Level category, clearly showing response compliance

and deficiencies by area broken down by total and by Agency.d. Number of calls requiring escalation – no acceptance response to outage

greater than thirty (30) minutes by service personnel.e. Restoration activities.f. Service call reference number with summary.g. Escalation, if no tech response within 30 minutes of alert to critical outage.h. Special services (separate work order).

2. Problems and histories must be tracked and reported at appropriate levels of detail and frequency to identify recurring problems, trends, and opportunities to improve system performance and availability.

3. Preventive Maintenance Summary Report: This report must summarize all preventive maintenance actions, with individual copies of all service reports attached as completed by the field technician. The report must be completed and provided to the Commonwealth at the end of each month or at the Commonwealth’s request. The schedule must highlight, by exception, those actions not completed according to schedule.

4. Inventory report: This report must be forwarded by the Contractor, listing changes to asset inventory. This report must be provided to the Commonwealth by the end of each month or at the Commonwealth’s request.

5. Outage Reports: This report on critical and non-critical outages must be provided to the Commonwealth at the end of each month or at the Commonwealth’s request. The following items are required at a minimum; time of report (notification), reported problem, correction time, corrective action, and individual copies of all service reports attached as completed by the field technician.

6. Requests for Flat Rate Service: This report provides the status of all pending (open) flat rate service requests, by Agency, by purchase order, must be completed and provided to the Commonwealth and Agency at the end of each month, or at the Commonwealth’s request. All invoices for such work shall have

Page 25 of 27

all respective service reports attached as completed by the individual field technician.

7. Time and Material repairs will also allow for examination of the purchase order to show details for each line of a purchase order, reflecting when received current status, estimated time of repair and costs (if known).

8. Monthly Status: This is a periodic monthly progress report covering activities, problems and recommendations (see monthly meetings).

9. Problem Identification Report: This is an “as required” report, identifying problem areas. The report should describe the problem and its impact on the overall project and on each affected task. It should list possible courses of action with advantages and disadvantages of each, and include the Contractor’s recommendations with supporting rationale.

10. COSTARS Usage: This report provides information as defined Part I-17. G.11. Inventory of Remote Sites: Upon commencement and through the first year, the

Contractor must inventory remote sites of all Equipment, and forward the listing to the Agency. This must be accomplished by the end of the first year. The inventory must be available to technicians on future service calls for noting missing Equipment. Missing Equipment must be reported to the Agency.

12. Annual Report: In all cases, draft copies of the final report must be submitted to permit the Issuing Office to satisfy itself as to the report’s completeness and factual accuracy. After approval, this report will be issued. The format should specify the content of the final report in detail comparable to the following:a. Abstract or summarize the result of the study or service in terminology that

will be meaningful to management and others generally familiar with the subject areas.

b. Describe data collection and analytical and other techniques used during the study.

c. Summarize findings, conclusions and recommendations developed in each task.

d. Include all supporting documentation; e.g., flow-charts, forms, questionnaires, etc.

e. Propose a time-phased work plan for implementing the recommendations (Note: recommendations must be approved by the Commonwealth before they can be implemented).

D. Meetings: 1. The Contractor’s Service Manager must meet monthly with the Commonwealth,

in Harrisburg, to review previous maintenance incident reports, projects, and managerial-level contractual issues.  The Contractor must come prepared with all required reports and an agenda of old and new items for discussion. The Contractor is required to keep minutes of these meetings and present them to Agency personnel within five (5) business days of the meeting. The date of each meeting is to be decided upon by the Contractor and the Agency.

2. The Contractor’s Service Manager must meet bi-weekly with the Commonwealth, in Harrisburg, to review maintenance its fleet and remote site maintenance. The Contractor must come prepared with all required reports and an agenda of old and

Page 26 of 27

new items for discussion. The Contractor is required to keep minutes of these meetings and present them at subsequent meetings.

3. A Contractor’s Service Manager must meet monthly, when requested, at locations specified by the Agencies, to review the previous month’s maintenance incident reports and other ongoing activities or issues regarding Maintenance.

4. Agencies may require a more frequent meeting schedule, or Project Control Report. Any charge for such, is to be billed to the Agency, for the additional effort, via a purchase order as the authorization to proceed.

E. Additional Reports:Additional reports may be added, or removed, by the Commonwealth at any time.

Page 27 of 27