1 REQUEST FOR QUOTATION QUOTATION DUE DATE: JUNE 13 ...

County of San Diego Date Issued: May 28, 2013
REQUEST FOR QUOTATION
THIS IS NOT AN ORDER
QUOTATION DUE DATE: JUNE 13, 2013 FOR INFORMATION, PLEASE CONTACT
RFQ No. 6016 Billie English, Procurement Specialist
MAIL, FAX, EMAIL OR DELIVER TO: (858) 505-6344
County of San Diego
Department of Purchasing and Contracting
billie.english@sdcounty.ca.gov
5560 Overland Avenue, Suite 270
San Diego, CA 92123-1204
AWARD: Will be based on:
Fax To: (858) 715-6453 ALL OR NONE EACH LOT
Quotations must be received at the above address on or before TOTAL PRICE EACH ITEM
5:00 pm on the quote due date. If mailed, the above RFQ No. OTHER (SEE PRICING SCHEDULE)
MUST be included on the front of the envelope.
SUBJECT TO ACCEPTANCE WITHIN: 60 Days
DESCRIPTION
THE COUNTY OF SAN DIEGO, SHERIFF’S DEPARTMENT OF, HAS A REQUIREMENT FOR RADIO BATTERIES IN
ACCORDANCE WITH THE TERMS & CONDITIONS CONTAINED WITHIN.
INITIAL CONTRACT TERM: DATE OF AWARD THRU 30-JUN-2014
1 ST OPTION PERIOD: 01-JUL-2014 THRU 30-JUN-2015
2 ND OPTION PERIOD: 01-JUL-2015 THRU 30-JUN-2016
PRICING SUBMITTED IS TO REMAIN FIRM FOR EACH YEAR IN THE TERM PERIOD IDENTIFIED ABOVE. BIDDERS ARE
REQUIRED TO SUBMIT PRICING ON ALL ITEMS IN LOT BIDDING FOR ALL YEARS, IN ORDER TO BE CONSIDERED
RESPONSIVE. AWARD WILL BE MADE TO THE LOWEST RESPONSIVE, RESPONSIBLE BIDDER.
QUESTIONS AND REQUESTS FOR CLARIFICATION RELATED TO DEFINITION OR INTERPRETATION OF THIS RFQ
SHALL BE REQUESTED IN WRITING PRIOR TO THE CLOSE OF BUSINESS JUNE 4, 2013. THOSE RECEIVED AFTER THIS
DATE MAY NOT BE ANSWERED AT THE DISCRETION OF THE COUNTY
PLEASE POST YOUR QUOTE ON BUYNET AND FAX OR EMAIL ALL ATTACHMENT TO BUYER. INCLUDE TECHNICAL
SPECIFICATIONS, STATING BRAND AND PART NUMBER WITH YOUR FAX OR EMAIL.
Bidder acknowledges Addendum No. 1 2 3 4 5
BELOW TO BE COMPLETED BY BIDDER
PAYMENT TERMS ARE NET 30 UNLESS OTHERWISE INDICATED: _____ % _____days
NAME AND ADDRESS OF BIDDER (Type or Print) NAME, TITLE & CONTACT INFORMATION OF PERSON
AUTHORIZED TO SIGN OFFER (Type or Print)
Bidder/Company Name Name of Authorized Representative
Address Title of Authorized Representative
City, State, Zip Email Address
( )
( )
Telephone Number Telephone Number of Authorized Representative
Website Address Signature of Authorized Representative
( )
Fax Number Date
Evaluation and Award. Quotes are subject to acceptance at any time within 60 days after opening of same, unless otherwise stipulated by the County. This RFQ is an
informed negotiated procurement process. Lowest price may not always be the sole criteria for award of an RFQ. The County reserves the right to waive a variation in
specification if, in the opinion of the County, such variation does not materially change the item or its performance within parameters acceptable to the County. The County
reserves the right to reject any or all quotes and to accept or reject any item(s) thereon, or waive any informality in the quote. The County reserves the right to perform a
pre-award survey of the offeror to determine capability to perform, including but not limited to facilities, financial responsibility, materials/supplies, and past performance.
The determination of the County as to the offeror’s prospective ability to perform the contract shall be conclusive. Any order resulting from this solicitation is subject to the
County’s Terms and Conditions of Purchase.
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SAMPLE County of San Diego SAMPLE
REPLACE WITH COMPLETED
& SIGNED FORM
Department of Purchasing and Contracting REPLACE WITH COMPLETED
REPRESENTATIONS AND CERTIFICATIONS
& SIGNED FORM
The following representations and certifications are to be completed, signed and returned with the offer.
1. NOT-FOR-PROFIT ORGANIZATIONS
Attach proof of status and omit Paragraph 3.
2. INTERLOCKING DIRECTORATE
In accordance with Board of Supervisors Policy A-79, if Offeror is
a non-profit as indicated in paragraph 1 above, Offeror is required
to identify any related for-profit subcontractors in which an
interlocking directorate, management or ownership relationship
exists. By submission of this offer, Offeror certifies it will not enter
into a subcontract relationship with a related for-profit entity if
Offeror is a non-profit entity. If Offeror is a non-profit and will be
subcontracting with a related for-profit entity, Offeror must list the
entity(ies) on an attached separate sheet listing them all and the
contract must be approved by the Board of Supervisors
3. BUSINESS REPRESENTATION
3.1. REPRESENTATION AS DISABLED VETERANS
BUSINESS ENTERPRISE
“Disabled Veterans Business Enterprise” means a business
which is at least fifty-one (51%) owned and operated by one
or more veterans with a service related disability as certified
by Equal Opportunity Management Office (EOMO), California
Department of General Services, Office of Small Business
and members of Joint Agencies Contracting Opportunities
(JACO), (California Military and Veterans code, Article 6,
section 999).
This Offeror represents as a part of this offer that the
ownership, operation and control of the business are in
accordance with the specific definition in 3.1. I am currently
certified by:
Certifying Government Agency:
Certification #:
4. CERTIFICATE REGARDING DEBARMENT, SUSPENSION AND
RELATED MATTERS
Offeror hereby certifies to the best of its knowledge that neither it
nor any of its officers:
4.1. Are presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from covered
transactions by any Federal department or agency; and
4.2. Have within a three (3) year period preceding this agreement
been convicted of or had a civil judgment rendered against
them for commission of fraud or criminal offense in
connection with obtaining, attempting to obtain, or performing
a public (Federal, State, or local) transaction or contract
under a public transaction; 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; and
4.3. Are presently indicted for or otherwise criminally or civilly
charged by a government entity (Federal, State, or local) with
the commission of any of the offenses enumerated in
paragraph 4.2 of this certification; and
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4.4. Have within a three (3) year period preceding this agreement
had one or more public transactions (Federal, State or local)
terminated for cause or default.
4.5. Are presently the target or subject of any investigation,
accusation or charges by any Federal, State or local law
enforcement, licensing or certification body and if they are, the
appropriate information is included in the proposal, as
requested in the Submittal Requirements.
4.6. Contractor will report in writing to the County Department of
Purchasing and Contracting within five business days of
knowing or have any reason to know any change in status as
certified in the preceding paragraphs 4.1 through 4.5, and that
occur prior to award (in the case of bids) and contract
execution (in the case of negotiated procurements).
4.7. Offeror and its proposed subcontractors, agents and
5.
consultants have not previously contracted with the County to
perform work on this project (e.g. preparing components of the
statement of work or plans and specifications for this project).
If Offeror or any of its subcontractors, agents or consultants,
have previously contracted with the County to perform work on
this project, Offeror shall identify those previous agreement(s)
and submit that list along with the proposal.
CERTIFICATE OF CURRENT COST OR PRICING
This is to certify that, to the best of my knowledge and belief, cost
and/or pricing data submitted with this offer, or specifically
identified by reference if actual submission of the data is impracticable,
is/are accurate, complete, and current as of the date
signed below.
6. CERTIFICATE OF INDEPENDENT PRICING
By submission of this offer, each Offeror certifies, and in the case
of a joint offers, each party thereto certifies as to its own
organization, that in relation to this procurement:
6.1. The prices in this offer have been arrived at independently,
without consultation, communication, or agreement, for the
purpose of restricting competition, as to any matter relating to
such prices with other Offeror; with any competitor; or with any
County employee(s) or consultant(s) involved in this or related
procurements; and
6.2. Unless otherwise required by law, the prices which have been
quoted in this offer have not been knowingly disclosed by the
Offeror and will not knowingly be disclosed by the Offeror prior
to opening, in the case of a bid, or prior to award, in the case
of a proposal, directly or indirectly to any other Offeror or to
any competitor; and
6.3. No attempt has been made or will be made by the Offeror to
induce any other person or firm to submit or not to submit an
offer for the purpose of restricting competition.
7. The Offeror understands that prior to receiving a contract award
from the County, the Offeror must submit a completed IRS W-9
form to provide a Federal Tax ID number, or if not available, to
provide a Social Security Number (SSN).
CERTIFICATION
The information furnished in Paragraphs 1 through 7 is certified to be factual and correct as of the date submitted and this certification is made
under penalty of perjury under the laws of the State of California.
Name: Signature:
Title: Date:
Company/Organization:
SUBMIT THIS FORM AS DIRECTED IN THE REQUEST FOR SOLICITATION DOCUMENTS OR WITH THE OFFER
DPC 201 (07-28-11 – C0014 & P0027)
SAMPLE - REPLACE WITH COMPLETED & SIGNED FORM - SAMPLE

County of San Diego
SCOPE OF WORK/SPECIFICATIONS
1. GENERAL
The San Diego County Sheriff's Department would like to obtain a one (1) year Blanket Purchase Agreement (BPA) with two
(2) optional years for the purchase of radio batteries.
2. SPECIFICATIONS
Item Radio
Manufacturer and
1
Model (s)
Motorola
XTS3000,
XTS5000
EF Johnson
5100-ES
Item Radio
Manufacturer and
2
3
4
5
Models(s)
Motorola
XTS2500
Motorola
HT1000,
MTS2000
Motorola
HT1000,
MTS2000
Motorola
HT750, HT1250
Item Radio
Manufacturer and
6
7
Models(s)
BK RADIO
GPH5102XCMD
BK RADIO
GPH5102XCMD
OEM
LOT 1
Voltage Capacity Battery Type
Battery Part #
(MAH)
Minimum
RNN4006B 7.5 4000 Ni-MH
OEM
Battery Part #
LOT 2
3
Voltage Capacity
Minimum
Battery Type
NTN9858 7.5 2100 Ni-MH
NTN7144 7.5 1500 Ni-CAD
WPNN4013A 7.5 2000 Ni-MH
HNN9009AR 7.5 1900 Ni-MH
OEM
LOT 3
Voltage Capacity Battery Type
Battery Part #
LAA0193 10.0 1400 Ni-Cad
LAA0170 10.0 2200 Lithium Ion

3. REQUIREMENTS
3.1 All batteries shall be fully functional on listed radios in a manner that is equal to or greater than the original
manufacturer's as far as color match to radio, fit, operational voltage, capacity, and battery type or chemistry (NiCad,
Ni-MH, Lithium Ion). Case material construction shall be the same or similar quality.
3.2 No minimum purchase shall be required.
3.2 Vendor shall be able to accept the County of San Diego Sheriff's Department Procurement ("P") Card for purchases.
3.2.1 Vendor is required to have a CA Resellers Permit Number.
3.3 Pricing shall be for three (3) separate lots. Each lot shall be bid on separately. The vendor is not required to bid on
each lot. All items in each lot must be quoted for your quote to be considered for that lot.
3.4 When requested, the winning vendor shall provide the San Diego County Sheriff's Department with one (1) battery
sample for each model in the lot that they have submitted the winning bid on. Once tested to determine if sample
meets specifications, sample shall be returned to the vendor at the vendor's expense.
3.4.1 Testing will be done using industry standard test equipment for the electrical compatibility and then a visually
fit-check.
3.5 The San Diego County Sheriff's Department shall test each sample battery for the following:
3.5.1 Battery case material and construction shall be the same or similar quality of the original equipment
manufacturer.
3.6.2. Physical fit of battery on radios.
3.6.3 Electrical contact integrity to insure they make contact and that batteries don’t lose contact during normal
use.
3.6.4 Capacity Batteries will be charged / discharged the sample a number of times (3, minimum) in a dynamic
charger rated for the OEM battery. The test battery has to meet spec on all three tests.
3.6.5. Operational Voltage We test the operating battery voltage under normal operating load.
3.7. Date of manufacture must be clearly labeled on battery.
3.7.1. Label must not use a code that requires a manufacturer's specific conversion chart to determine age of battery.
4. USAGE
4.1. The estimated annual usage is as follows:
4.1.1. Lot 1: 500
4.1.2. Lot 2: 800
4.1.3. Lot 3: 100
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5. ORDER AND DELIVERY SPECIFICATIONS
5.1. The County shall be given credit for damaged and returned items within five (5) business days.
5.2. All batteries ordered shall be delivered within thirty (30) calendar days from the date the order was placed. If the
delivery date falls on a County Holiday, the delivery shall take place on the next County Business day following the
holiday.
5.3. There shall be no restocking fee or other charges for return of damaged or incorrect items.
5.4. Delivery hours shall be between the hours of 8:00 a.m. and 4:00 p.m., Monday through Friday or by mail from the
United States Postal Service.
5.5. The facility is unable to accept deliveries on County Holidays.
5.6. All orders shall be shipped FOB destination to the location that initiated the order or to the address specified by
person placing order.
5.7. All invoices shall be shipped to the location that initiated the order.
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LOT 1
ITEM DESCRIPTION MFG/MODEL QUOTING
1
Motorola XTS3000, XTS5000 .
EF Johnson 5100-ES.
OEM NUMBER: RNN4006B.
LOT 2
ITEM DESCRIPTION MFG/MODEL QUOTING
2
3
4
5
Motorola XTS2500.
OEM NUMBER: NTN9858
Motorola HT1000, MTS2000.
OEM NUMBER: NTN7144
Motorola HT1000, MTS2000.
OEM NUMBER: WPNN4013A
Motorola HT750, HT1250.
OEM NUMBER: HNN9009AR
LOT 3
ITEM DESCRIPTION MFG/MODEL QUOTING
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7
BK RADIO GPH5102XCMD.
OEM NUMBER: LAA0193
BK RADIO GPH5102XCMD.
OEM NUMBER: LAA0193
VENDOR/CONTACT:
PHONE / EMAIL:
CA RESELLER NUMBER:
QUOTED LEAD TIME:
ESTIMATED
QTY
UNIT OF
MEASURE
RFQ 6016
PRICING SCHEDULE
BASE PERIOD, DATE OF AWARD
THROUGH 30-JUN-2014
1ST OPTION PERIOD, 01-JUL-2014
THROUGH 30-JUN-2015
2ND OPTION PERIOD, 01-JUL-2015
THROUGH 30-JUN-2016
UNIT PRICE TOTAL UNIT PRICE TOTAL UNIT PRICE TOTAL
TOTAL ALL YEARS
500 EA $0.00 $0.00 $0.00 $0.00
LOT 1 BASIS OF AWARD $0.00
BASE PERIOD, DATE OF AWARD 1ST OPTION PRICING, 01-JUL-2014 2ND OPTION PERIOD, 01-JUL-2015
THROUGH 30-JUN-2014
THROUGH 30-JUN-2015
THROUGH 30-JUN-2016
ESTIMATED
QTY
UNIT OF
MEASURE
UNIT PRICE TOTAL UNIT PRICE TOTAL UNIT PRICE TOTAL
TOTAL ALL YEARS
200 EA $0.00 $0.00 $0.00 $0.00
200 EA $0.00 $0.00 $0.00 $0.00
200 EA $0.00 $0.00 $0.00 $0.00
200 EA $0.00 $0.00 $0.00 $0.00
LOT 2 BASIS OF AWARD $0.00
BASE PERIOD, DATE OF AWARD 1ST OPTION PERIOD, 01-JUL-2014 2ND OPTION PERIOD, 01-JUL-2015
THROUGH 30-JUN-2014
THROUGH 30-JUN-2015
THROUGH 30-JUN-2016
ESTIMATED
QTY
UNIT OF
MEASURE
UNIT PRICE TOTAL UNIT PRICE TOTAL UNIT PRICE TOTAL
TOTAL ALL YEARS
50 EA $0.00 $0.00 $0.00 $0.00
50 EA $0.00 $0.00 $0.00 $0.00
SAMPLE
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REPLACE THIS SAMPLE PRICING SCHEDULE WITH YOUR PRINTED PRICING SCHEDULE
LOT 3 BASIS OF AWARD $0.00

DELIVERY LOCATION:
County of San Diego
Sheriff’s Department
5555 Overland Ave, Bldg 5, Ste 5105
San Diego, CA 92123
DELIVERY TIME:
Monday through Friday
Between 8:00 AM through 4:00 PM
County of San Diego
SPECIAL INSTRUCTIONS OF REQUEST FOR QUOTATION
DELIVERY DOCUMENTS MUST REFLECT THE FOLLOWING MINIMUM INFORMATION:
Name of Contact Person
Company Name
Ordering Organization and Location
Purchase Order Number
Quantity, Description, Unit Price and Extended Price
Quote must meet specifications provided.
Quote F.O.B. Destination pricing only.
Do not include sales tax in unit price.
Shipping and handling costs to be included in unit price.
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County of San Diego
TERMS AND CONDITIONS OF REQUEST FOR QUOTATION
AUTOMATIC CONTRACT RENEWAL: Unless County notifies Contractor in writing, not less than 30 days prior to the expiration date
that they do not intend to renew the Agreement will be automatically renewed for another year. Term not to exceed 30-June-2016.
SECURITY: San Diego County Penal Statute requires that no packaging can be provided in glass or metal containers or any packaging that is
determined to have sharp edges or which can be used as a weapon. Foil lids or wrappers are acceptable.
SAMPLE: Sample, at supplier’s expense, may be required for evaluation by the requiring department. Sample must be provided within
twenty-four (24) hours after notification. Delivery of sample must be scheduled with buyer. The county shall have the right to review sample
and to determine if such sample is acceptable. The county’s decision to award is contingent upon its acceptance of the products provided in the
sample. During the term of the award, the county must approve any substitutions from the initial sample in writing in advance of substitution.
In no event shall the vendor be permitted to increase prices on the basis of substituted item(s).
Sample, if not destroyed by tests, will, upon request, be returned at supplier’s expense. Supplier must advise buyer at time of sending sample
that they must be returned, provide return address and Federal Express account number.
ESTIMATED QUANTITIES: The Estimated Quantities in the Pricing Schedule are provided solely for evaluation of quotes. They represent
approximate anticipated use based on historical consumption. If the County’s actual requirements do not result in orders in the quantities
described as “estimated” in the Schedule, that fact shall not constitute the basis for price adjustment.
BRAND NAME OR EQUAL: If items called for in this request for quote have been identified in the schedule by a "brand name or equal"
description, such identification is intended to be descriptive, but not restrictive, and is to indicate the quality and characteristics of products
(including products of brand name manufacturer s other than the one described by the brand name) to be considered for award if such products
are determined by the county to meet fully the salient characteristic requirements listed in the request.
Unless the offeror clearly indicates in the quote that an "or equal" product is being offered, quote shall be considered as offering the brand name
product specified.
If the offeror proposes to furnish an "equal” product, the brand name, if any, of the product to be furnished shall be inserted in the space
provided in the request for quote, or such product shall be clearly identified in the quote. The evaluation of the quote and the determination as
to equality of the product offered shall be the responsibility of the county and will be based upon the information furnished by the offeror, or
identified in the quote as well as other information reasonably available to the purchasing activity. Caution to offerors: the purchasing activity
is not responsible for locating or securing any information which is not identified in the quote and reasonably available to the purchasing
activity. Accordingly, to insure that sufficient information is available, the offeror must furnish, as part of the quote, all descriptive material
(such as cuts, illustrations, drawings, or other information) necessary for the purchasing activity to (i) determine whether the product offered
meets the salient characteristic requirements of the request for quote, and (ii) establish exactly what the offeror proposes to furnish and what the
county is binding itself to purchase by making an award. The information furnished may include specific references to information previously
furnished or to information otherwise available to the purchasing activity.
If the offeror proposes to modify a product so as to make it conform to the requirements of the request for quote, he shall (i) include in the quote
a clear description of such modifications and (ii) clearly mark any description to show the proposed modifications.
Modifications proposed after quote opening to make a product conform to a brand name product referenced in the request for quote will not be
considered.
DUTY TO INQUIRE: Should the firm find discrepancies in or omissions from the RFQ, plans, specifications or other documents, or should
the firm be in doubt as to their meaning, the firm must at once notify the Procurement Specialist, in writing. If the point in question is not
clearly and fully set forth, a written addendum will be issued and posted on the County’s Web site “BUYNET.” It is the firm’s responsibility
to register for the corresponding commodity code and to periodically check the Web site for such addenda. The County will not be
responsible for any oral instructions nor for any written materials provided by any County personnel that are not also posted on the BuyNet
website.
AVAILABILITY OF FUNDING: The County's obligation for payment of any contract beyond the current fiscal year end is contingent upon
the availability of funding from which payment can be made. No legal liability on the part of the County shall arise for payment beyond June
30 of the calendar year unless funds are made available for such performance.
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CALIFORNIA REVENUE AND TAXATION CODE SECTION 18662: In compliance with California Revenue and Taxation code section
18662, if you are a non resident of California (out-of-state invoices) who receives California source income, the County will pay California Use
Tax directly to the State of California per permit no. SR FH 25-632384. Fifteen (15) business days prior to the first payment, new suppliers or
suppliers with expired forms or forms with incorrect information, must submit new forms to the County (forms are available from the Franchise
Tax Board website listed below).
Under certain circumstances you may be eligible for reduced or waived nonresident withholding. If you have already received a waiver or a
reduced withholding response from the State of California and the response is still valid, submit the response to the County in lieu of the forms.
Failure to submit the required forms will result in withholding of payments. Refer to the Franchise Tax Board websites (listed below) for tax
forms and information on nonresident withholding, including waivers or reductions. The County will not give you any tax advice. It is
recommended you speak with your tax adviser and/or the State of California for guidance.
FRANCHISE TAX BOARD WEBSITES:
http://www.ftb.ca.gov
http://www.ftb.ca.gov/individuals/Withholding_Definitions.shtml
http://www.ftb.ca.gov/individuals/wsc/Processing_Changes_for_2010.shtml
http://www.ftb.ca.gov/individuals/wsc/forms_and_publications.shtml
http://www.ftb.ca.gov/individuals/wsc/decision_chart.shtml
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