Overview for Contract

Prior to utilizing a contract, the user should read the contract in it's entirety.

CONTRACT DESCRIPTION
9 This system will enable the Commonwealth to provide digital photo capture
technology at workstations equipped with the web-based Commonwealth Photo
Imaging Network (CPIN) software. This digital photo capture technology will
network with the existing CPIN via the Commonwealth Enterprise Network and
meet all standards adopted by CPIN. Contract updated to allow for 3-one year
renewals. Contact sales rep Bill Shepard at 866-632-2780 ext. 6713 with any
questions.

PRICING HIGHLIGHTS
Included Minimum Order Amount (in dollar and/or quantity, if
applicable):

Please see Change Number 3 for current contract for pricing.

CONTRACT INFO
Contract Numbers

4400001685

Number of Suppliers

Validity Period

05/01/06 to 04/30/09

DGS Point of Contact

Tom Teprovich
E-Mail: tteprovich@state.pa.us
717-783-0257
Fax: 717-783-6241

PROCESS TO PURCHASE
9 Contract type SRM: Product Category

9 If product category: Define requirements to find contract

9 In order to find this contract, the Product Category is 45000000. Please look for
line items listed as Photo Imaging. This will bring up all lines on this contract.

Department of General Services

GSPUR-13B
Rev. 2/20/01

SPECIAL CONTRACT TERMS AND CONDITIONS

CONTRACT SCOPE/OVERVIEW: This Contract (identified here and in the other documents as the
Contract) will cover the requirements of the Commonwealth of Pennsylvania for the Commonwealth
Photo Imaging Network requirements.
ORDER OF PRECEDENCE: These Special Contract Terms and Conditions supplement the Standard
Contract Terms and Conditions For Statewide Contracts for Supplies. To the extent that these Special
Contract Terms and Conditions conflict with the Standard Contract Terms and Conditions For Statewide
Contracts for Supplies, these Special Contract Terms and Conditions shall prevail.
TERM OF CONTRACT: The Contract shall commence on the Effective Date no earlier than May 1, 2006
and expire on April 30, 2008.
OPTION TO EXTEND: The Department of General Services reserves the right, upon notice to the
Contractor, to extend the Contract or any part of the Contract for up to three (3) months upon the same
terms and conditions. This will be utilized to prevent a lapse in Contract coverage and only for the time
necessary, up to three (3) months, to enter into a new contract.
OPTION FOR SEPARATE COMPETITIVE BIDDING PROCEDURE: The Department of General
Services reserves the right to purchase supplies covered under this Contract through a separate
competitive bidding procedure, whenever the department deems it to be in the best interest of the
Commonwealth. The right will generally be exercised only when a specific need for a large quantity of the
supply exists or the price offered is significantly lower than the Contract price.
The objective is to replace the Commonwealth of Pennsylvanias current digital photo capture
workstations with workstations equipped with the web based Commonwealth Photo Imaging Network
(CPIN) software, networked with the CPIN system, which will meet all standards adopted by CPIN and
the Pa. Justice Network (JNET).
OVERVIEW
The contractor will provide all software and services related to replacement of Systems required.
The contractor is expected to make all reasonable efforts to proceed with minimum disruption of the
Commonwealth of Pennsylvanias business processes.
TASKS
The Contractor will perform the following tasks:
1) Install, configure, test and deploy a workstation at each Commonwealth specified
address.
2) Perform all levels of testing, including system testing, integration testing and user testing.
3) Consolidate the databases, to be forwarded to the JNET servers.
4) Provide documentation for the system administrator.
5) Provide train the trainer training sessions. The Contractor will provide in a format
approved by the Commonwealth and having unrestricted rights to distribute and
reproduce a Users Manual for reference and self-instruction by future new-hires.
6) Provide knowledge transfer sessions for Commonwealth of Pennsylvania staff:
7) Provide one (1) year warranty for the hardware and software, to include maintenance and
8x5 support.
DELIVERABLES
1) The implemented system with the capabilities described in OVERVIEW
2) Knowledge transfer sessions
Page 1 of 3

Department of General Services

GSPUR-13B
Rev. 2/20/01

3)
4)
5)
6)

Three (3) Train the Trainer sessions

Users Manual
Documentation for the system administrator
A Test Plan for Unit testing, and for integration testing

PROJECT CONTROL
Status Meetings. A bi-weekly status meeting will take place between the Contractor representative and
the Commonwealth of Pennsylvania, unless the parties mutually agree to waive the requirement in any
given time period. The Contractor must produce an agenda and an updated project schedule for each
session.
Standards of Performance
1) All work is subject to Commonwealth of Pennsylvania approval at milestones determined by
the Commonwealth of Pennsylvania. Intermediate deliverables, if any, are subject to formal
review and approval.
2) The Contractor will formulate an Acceptance Test Plan, which provides for Milestone
Acceptance Tests. The contractor shall notify the Commonwealth of Pennsylvania when any
group of installation sites is ready for acceptance testing. The parties will conform to
acceptance procedures as follows:
a. The acceptance period is 10 business days for milestones. On or before the 10th
day for milestones, the Commonwealth of Pennsylvania shall either (a) provide
the Contractor with its written conditional acceptance of the completed milestone,
subject to the Boards final acceptance, or (b) identify to the Contractor, in
writing, the failure to comply with the specifications, listing all such errors and
omissions in reasonable detail.
b. f the Commonwealth of Pennsylvania fails to notify the Contractor in writing of
any failures within the applicable acceptance period, the milestone is deemed
accepted.
c. Upon Contractors receipt of the Commonwealth of Pennsylvania written notice of
rejection that must identify the reasons for the failure to comply with the
specifications, the Contractor shall have 10 business days, or such other time as
the Commonwealth of Pennsylvania and the Contractor may agree is
reasonable, to correct all such failures and resubmit a request for acceptance.
Upon receipt of the request, the Commonwealth of Pennsylvania shall have 10
business days to test the corrected system to confirm that tit is in compliance
with the specifications, and then the Commonwealth of Pennsylvania shall
provide the Contractor with its acceptance of the milestone.
If in the opinion of the Commonwealth of Pennsylvania, the corrected system still
contains material failures, the Commonwealth of Pennsylvania shall have the
option either to repeat the procedure set forth above, or terminate the applicable
PO and no further payment is rendered.
d. Contractor Staff.
1. Any temporary or substitute staff member shall have background
and experience similar to the regular staff. The Commonwealth
of Pennsylvania reserves the right to accept or reject any staff
member.
2. Contractor staff is willing to interface and work cooperatively with
other contracted vendors.
3. With the exception of the proprietary software, all deliverables
become the exclusive property of the Commonwealth of
Pennsylvania.
Page 2 of 3

Department of General Services

GSPUR-13B
Rev. 2/20/01

Inquires: Direct any questions to:

Susan Rojas, Commodity Specialist
Department of General Services
555 Walnut Street
Forum Place, 7th Floor
Harrisburg, PA 17101
Telephone: 717-346-8187
Fax: 717-783-6241
E-mail address: srojas@state.pa.us

Page 3 of 3

REPRINT

Page

Contract Number:
Creation Date:

All using Agencies of the Commonwealth, Political Subdivision,

Authorities, Private Colleges and Universities
Your vendor number with us: 179820

1 /

4600009917
03/15/2006

Purchasing Agent:
Name: Susan Rojas
Phone: 717-346-8187
Fax: 717-783-6241
E-mail: srojas@state.pa.us
Valid from/to:
05/01/2006 - 04/30/2008
Please Deliver To:

Vendor Name/Address:
DATA WORKS PLUS LLC
1168 NORTH PLEASANTBURG DRIVE
GREENVILLE SC 29607-1243

*** TBD AT TIME OF PURCHASE ORDER ***

*** UNLESS SPECIFIED BELOW ***

Your Quotation:
Date:
Collective No.: CN00019677
Our Quotation: 6000099833

Payment Terms: NET 30

The Commonwealth of Pennsylvania, through the Department of General Services, accepts the submission of the Bidder/Contractor for the awarded item(s) at
the price(s) set forth below in accordance with: 1) the RFQ submitted by the Bidder/Contractor, if any; 2) the documents attached to this Contract or
incorporated by reference, if any, and 3) the contract terms and conditions stored on the website address at www.dgs.state.pa.us for this type of Contract as of
the date of the RFQ, if any, or other solicitation for this Contract, all of which, as appropriate, are incorporated herein by reference. When the Bidder/Contractor
receives an order from a Commonwealth agency, the order constitutes the Bidder/Contractor's authority to furnish the item(s) to the agency at the time(s) and
place(s) specified in the order. RFQ, as used herein, means Request for Quotations, Invitation for Bids, Invitation to Qualify, or Request for Proposals, as
appropriate.

Item
Description
Material/Service No.

Quantity UOM

Price

Per Unit

TOTAL

---------------------------------------------------------------------------------------------00010 PHOTO IMAGING DEVICE

243645
0 EA
9,950.00
EA
0.00
---------------------------------------------------------------------------------------------00020 PHOTO IMAGING DEVICE
243645
0 EA
8,000.00
EA
0.00
---------------------------------------------------------------------------------------------00030 PHOTO IMAGING DEVICE MAINTENANCE
243645
0 EA
3,775.00
EA
0.00
Item text
EA = Year
---------------------------------------------------------------------------------------------00040 PHOTO IMAGING DEVICE SOFTWARE
243645
0 EA
17,050.00
EA
0.00
---------------------------------------------------------------------------------------------00050 PHOTO IMAGING DEVICE INSTALLATION
243645
0 EA
2,500.00
EA
0.00

*** SEE LAST PAGE FOR TOTAL VALUE OF CONTRACT ***

REPRINT

Page

Contract Number:
Creation Date:

2 /

4600009917
03/15/2006

Vendor Name:
DATA WORKS PLUS LLC
Item
Description
Material/Service No.

Quantity UOM

Price

Per Unit

TOTAL

-----------------------------------SUPPLEMENTAL INFORMATION----------------------------------Header text

CONTRACTOR ALLOWS PIGGYBACKING PER ACT 57.
Bill Shephard
864-672-2780

Shipping instructions
Supplier to maintain equipment at their plant during configuration and implementation until
installation occurs at Commonwealth agency.
NO FURTHER INFORMATION FOR THIS CONTRACT

Currency: USD
999,999,999.00
***ESTIMATED VALUE***

Contract Reference Number: 5810-07

Collective Number:
SAP Contract Number: 4600009917
Change Number:1
Change Effective Date : December 7, 2007
COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
HARRISBURG

For:
Subject:
Contract Period:

All using Agencies of the Commonwealth

PHOTO IMAGING
Effective date of May 1, 2006 thru April 30, 2008

Buyer Name:

Susan L. Rojas 717-346-8187

CHANGE SUMMARY:
Please note that the new phone number for account rep, Bill Shephard at DataWorks Plus is:
866 632 2780 Ext. 6713
ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS ORGINALLY
WRITTEN.

Contract Reference Number: 5810-07

Collective Number: CN00019677
SRM Contract Number: 4400001685
Change Number:2
Change Effective Date: December 28, 2007
COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
HARRISBURG

For:
Subject:
Contract Period:
Buyer Name:

All using Agencies of the Commonwealth

Dataworks Photo Imaging Networks
Effective date of May 1, 2006 and Expiration date of April 30, 2008
Susan L. Rojas 717-346-8187

CHANGE SUMMARY:
Contract 4600009917 found in SAP has been terminated as of 12/28/07 and replaced with contract 4400001685 in SRM. This contract now
includes the following language:
OPTION TO RENEW: The Contract or any part of the Contract may be renewed for an additional one (1) year term by mutual agreement
between the Commonwealth and the Contractor. Such renewals shall be limited to three (3) one year terms.

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS ORGINALLY
WRITTEN.

Contract Reference Number: 5810-07

Collective Number: CN00019677
SRM/SAP Contract Number:4400001685
Change Number: 3
Change Effective Date: March 17, 2008
COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
HARRISBURG

For:
Subject:
Contract Period:

All using Agencies of the Commonwealth

Dataworks Photo Imaging Networks
Beginning May 1, 2006 and Ending April 30, 2008

Commodity Specialist Name: Susan L. Rojas 717-346-8187

CHANGE SUMMARY:
DataWorks Plus supplied the Commonwealth with an additional price list. See the pages following this change notice.

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS ORIGINALLY
WRITTEN.

March 13, 2008

Commodity Specialist Susan Rojas
Pennsylvania Department of General Services
Bureau of Procurement
555 Walnut Street
Forum Place, 7th Floor
Harrisburg, PA 17101-1914
Dear Susan,
In Reference to the Commonwealth Contract Number 4400001685 with DataWorks Plus
LLC to provide Photo Imaging Devices, Imaging Device Software, Installation, System
Maintenance, Miscellaneous Maintenance and Miscellaneous System Supplies, DataWorks
Plus is providing the follow specifications for Items listed in the contract.
Item

Material/Service Description

Price Per Unit

Photo Imaging Miscellaneous Supplies

Varies

Photo Imaging Miscellaneous Maintenance

Varies

Photo Imaging Device Secure Cabinet Model

$ 9950
Consists of:
Dell PC Workstation
1.0GB RAM
2- 80GB Drives in Mirror
250 GB Storage Hard Drive
24X CDRW/DVD Combo Drive
NIC Card
Keyboard and Mouse
UPS
17" LCD Flat Panel Monitor
Cables as Required
Canon Digital Camera + AC Adapter
Power Panner (Keyboard Control) + AC Adapter
RF Switch Controller for Light System
Signature Pad
HP Color Laser Printer
Secure Cabinet
Lighting System- NIST Compliant (Mounted on Secure Cabinet)
18% Gray NIST Compliant Backdrop

728 North Pleasantburg Drive, Greenville, SC 29607 / Tel (864) 672-2780 / Fax (864) 672-2787

Item

Material/Service Description

Photo Imaging Device Open Desk Model

$ 8,000
New Installation Consists of:
Dell PC Workstation
1.0GB RAM
2- 80GB Drives in Mirror
250 GB Storage Hard Drive
24X CDRW/DVD Combo Drive
NIC Card
Keyboard and Mouse
UPS
17" LCD Flat Panel Monitor
Cables as Required
Canon Digital Camera + AC Adapter
Power Panner (Keyboard Control) + AC Adapter
RF Switch Controller for Light System
Signature Pad
HP Color Laser Printer
Open Desk Style Cabinet (Non-Secure)
Lighting System- NIST Compliant (Mounted on Secure Cabinet)
18% Gray NIST Compliant Backdrop
5

Photo Imaging Device Maintenance

Standard Full CPIN System Maintenance (7/24)

Price Per Unit

$ 3,775

Enhanced Life-Cycle CPIN Maintenance (7/24)

$ 4,100
Includes Scheduled Replacement of PC
and Camera to Latest Current Specification
based on a 5 year cycle with program initiation
slated for 20% of Agency units scheduled in
first year, 20% of Agency Units scheduled in
second year, 20% of Agency Units in third year,
20% of Agency Units scheduled in fourth year
and the last 20% scheduled in fifth year. After
first upgrade, each Agency site PC and Camera
will be automatically upgraded every five years.
New sites installed will be upgraded on a planned
Five year cycle.

728 North Pleasantburg Drive, Greenville, SC 29607 / Tel (864) 672-2780 / Fax (864) 672-2787

Item

Material/Service Description

Photo Imaging Device Software

Software to Include:

Price Per Unit

Units 1 & 2
Units 3 to 5
Units 6 to 10
Units Above 10

MS Windows XP Professional OS SP2

MS SQL Personal Edition
PhotoManager Application Software- CPIN Configuration
PhotoManager Photo Capture Software
CPIN Capture Wizard
Local Arrest DB with CPIN Server Consolidation
Local Historical Arrest Database for source of Line Up Stand-ins
Canon Camera Keyboard Control Software
Keyboard Panner Control Software
Quality Assurance Software
Watch List and Watch List Notification Software and Interface
Signature Capture Software
Identix Livescan Demographic Interface
Record Update Process
Seal and Expungement Process
CPIN Export Templates
Local Database Back up Software
Line Up Stand-In Database Excerpt (300,000 Records)

Photo Imaging Device Installation

$ 17,050
$ 16,550
$ 16,050
$ 15,550

$ 2,500

If more information is required or if additional clarification is needed, please do not

hesitate to contact me at either my direct office line, 716 652 8153 or the Toll Free number
866 632 2780, extension 6713.
Sincerely,

Bill Shephard
Senior Account Manager

728 North Pleasantburg Drive, Greenville, SC 29607 / Tel (864) 672-2780 / Fax (864) 672-2787

Contract Reference Number: 5810-07

Collective Number: CN00019677
SRM/SAP Contract Number:4400001685
Change Number: 4
Change Effective Date: March 24, 2008
COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
HARRISBURG

For:
Subject:
Contract Period:

All using Agencies of the Commonwealth

Dataworks Photo Imaging Networks
Beginning May 1, 2006 and Ending April 30, 2009

Commodity Specialist Name: Susan L. Rojas 717-346-8187

CHANGE SUMMARY:
DataWorks Plus LLC has changed their street address to 728 N. Pleasantburg Drive, Greenville, SC 29607-1243.
Contract 4400001685, 5810-07, is hereby renewed until April 30, 2009 by mutual agreement of the supplier.

ALL OTHER TERMS AND CONDITIONS OF THIS AGREEMENT NOT CHANGED BY THIS CHANGE NOTICE REMAIN AS ORIGINALLY
WRITTEN.