How To Respond To A Bid/RFP AASBO Spring Conference April 05, 2012

How To Respond To
A Bid/RFP
AASBO Spring Conference
April 05, 2012
Gary Barkman, Buyer
Bill Munch, Director of Purchasing
Mesa Unified School District #4
gabarkma@mpsaz.org
blmunch@mpsaz.org
Vendor Registration
• Individual School Districts
•
http://www.azed.gov/school-district-web-sites/
• Greater Phoenix Purchasing Consortium
of Schools (GPPCS)
•
http://www.ajusd.org/departments.cfm?subpage=370725
• AZ Purchasing
•
http://www.azpurchasing.org/
• State Procurement Office (SPO) –
ProcureAZ
•
http://spo.az.gov/ProcureAZ/default.asp
• Mohave Educational Services Cooperative
(MESC)
•
http://www.mesc.org/bidder_signup.html
• The Cooperative Purchasing Network
(TCPN)
•
http://www.tcpn.org/
Bids/RFPS
What’s the Difference?
Bids and proposals are used to make purchases
with costs above the competitive sealed threshold
•
Bids are…
Proposals are…
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Formal requests for offers
from the school district.
Formal requests for offers
from the school district.
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Formal offers from vendors.
Formal offers from vendors.
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Firm as received. No
negotiation is allowed.
Subject to revision by
means of best & final offers.
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Awarded to the lowest
responsible and responsive
bidder.
Awarded to the vendor whose
proposal is determined to be
most advantageous to the
District,
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Utilized most often for
commodity or services
purchases where the
requirements can be clearly
defined and award is based
primarily, but not solely, on
price.
Utilized most often for commodity
or services purchases where the
requirements are not clearly
defined and award is based
primarily on factors other than
price.
Awards of Bids (IFB)
• Awarded to the lowest responsible (bidder who
has the financial resources, personnel, facilities, integrity,
and overall capability to complete a contract successfully)
and responsive (a bid which meets all the terms,
conditions and specifications of the IFB) bidder whose
bid conforms in all material respects to the
requirements and evaluation criteria set forth
in the IFB.
• Only objectively measurable criteria shall be
applied in determining the lowest bidder:
transportation cost, energy cost, ownership
cost or other identifiable costs, lead time,
delivery within number of days ARO.
• Cannot award to a bidder submitting a higher
quality item than that designated unless the
bidder is also the lowest responsive and
responsible bidder.
Samples
Samples of items, when requested,
•
furnished free of charge
•
if not destroyed will, upon request, be returned at
the bidder’s expense
Label individual sample
•
bidder’s name
•
manufacturer’s brand name and number
•
Bid/RFP number
•
item reference
DO NOT submit samples unless you
are specifically requested to do so
Award of Proposals (RFP)
• Awarded to the vendor whose
proposal is the most “advantageous
to the school district”
means in the best interest of the
school district; does not necessarily
mean lowest bid/cost
• Evaluation Criteria
 “listed in relative order of importance”
 point value or weighted value
Evaluation Criteria
Representatives of the District will evaluate the proposals and
determine which proposals are acceptable and which are
unacceptable for further consideration. If multiple proposals are
determined to be acceptable for further consideration, the
District reserves the option to call for and enter into discussions
(interviews) with the firms considered most likely to meet the
requirements for the purpose of negotiations, on pricing and/or
other portions of the proposal, if considered by the District to be
in the best interest of the District.
The evaluation criteria are listed below in relative order of
importance.
District’s assessment of the offerors:
A.
Abilities: to meet and satisfy the needs of the District, taking into
consideration additional services, specialized services or expertise
offered that exceed the requirements, or the vendor’s inability to
meet some of the requirements of the specifications.
A.
Qualifications: to provide the District with these services for the
required period of time, provide appropriate staffing, provide
necessary resources and show a history of demonstrated competence in
providing these services to other school districts.
A.
Cost: While cost is a significant factor in considering the placement of
the awards, it is not the only factor. The award will not be based on
price alone, nor will it be based solely upon the lowest fees submitted.
A.
Response to the proposal in clearly stating and understanding the scope
of work, and in meeting the requirements of the RFP.
Evaluation Criteria (Cont.)
Evaluation
Representatives of the District will evaluate the proposals and determine
which proposals are acceptable and which are unacceptable for further
consideration. If multiple proposals are determined to be acceptable for
further consideration, the District reserves the option to call for and enter
into discussions (interviews) with the firms considered most likely to meet the
requirements for the purpose of negotiations, on pricing and/or other portions
of the proposal, if considered by the District to be in the best interest of the
District.
The evaluation criteria are listed below in relative order of importance.
District’s assessment of the offerors:
1.
Pricing/Warranty – While cost is a significant factor in considering the
placement of the awards, it is not the only factor. The award will not be based
on price alone, nor will it be based solely upon the lowest fees submitted. Please
provide warranty information.
1.
Qualifications/Experience of the offeror, Financial and otherwise, to provide
the District with these services for the required period of time, provide
appropriate staffing, provide necessary resources and show a history of
demonstrated competence. Please list the name of each technician, number of
years of experience in installation of complete systems and new components.
1.
Response/Service Time for Technical Support. Response time is defined as the
time between the initial call and return response for support. Vendors should
indicate their average response time for technical support calls in their
proposal.
1.
On-site Training. Your response should include the number of hours that are
provided for on-site training for initial package installations and for future onsite training as needed.
1.
Responsiveness of the Proposal in clearly stating and understanding the scope of
work, and in meeting the requirements of the RFP.
1.
Value Added Services. District’s assessment of the offerors abilities to meet
and satisfy the needs of the District, taking into consideration additional
services, or expertise offered, that exceed the requirements of the
specifications.
Specifications
• Brand name or equal – Manufacturers’ name
or catalog number is used to describe the
standard of quality, performance or other
characteristics to meet the district’s
requirement, and provides for submission of
equivalent products.
• Brand name specification – limited to one or
more items by manufacturers’ names or
catalog numbers. District determines that
only the identified brand name item will
satisfy the needs. (i.e. –interscholastic –
footballs, locks)
• Proprietary specification – having the
exclusive right to manufacture and sell an
item, and excludes other materials with
similar quality, performance or functional
characteristics. (i.e. – Apple OS needed for
some programs).
Pre-Bid Conference
When:
• Unfamiliar products or services
• Complicated procurements
• Solicitations resulting in a
number of vendor questions
Why:
• Opportunity to ask questions in a
public forum
• Provide clarification of the
solicitations requirements
• Determine if the solicitation
should be revised - Addendum
“Piggybacking?”
• Using competitive Bids/RFPs obtained
by other governmental entities –
municipals, county, state, federal
governmental agency, purchasing
cooperatives.
• Avoid the time consuming process of
soliciting bids for the same commodity
or service.
• Obtain economies of scale.
Potential volume identified
• Vendor can choose not to open bid to
others.
Response Preparation
• Read the solicitation.
• Mandatory vs. permissible language.
• Submit questions to the contact
person identified in the solicitation.
• Do not rely on verbal response – wait
for the addendum.
• Is there a pre-bid conference and is
it mandatory?
• Submit your response on the forms
provided or their substantial
equivalent.
Response Preparation
(Cont.)
• Note any exceptions or deviations to
the specifications.
• All prices and notations must be
printed in ink or typewritten. No
erasures permitted. Errors may be
crossed out and corrections printed in
ink or typewritten adjacent, and must
be initialed in ink by person signing
bid.
• Indicate any part of the submittal
that should be considered
“confidential”.
• Include a copy of any proposed
contract.
• Sign Offer & Acceptance.
Offer and Acceptance
•
OFFER AND ACCEPTANCE
Tab 3
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CERTIFICATION
By signature in the Offer section below, the offeror certifies:
1. The submission of the offer did not involve collusion or other anti-competitive practices.
2. The offeror shall not discriminate against any employee or applicant for employment in violation of State
Executive Order 99-4, 2000-4 or A.R.S. §§ 41-1461 through 1465.
3. The offeror has not given, offered to give, nor intends to give at any time hereafter any economic opportunity,
future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection
with the submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause
shall result in rejection of the offer. Signing the offer with a false statement shall void the offer, any resulting
contract and may be subject to legal remedies provided by law.
4. The Offeror warrants that it and all proposed subcontractors will maintain compliance with the Federal
Immigration and Nationality Act (FINA), A.R.S. §§ 41-4401 and A.R.S., §§ 23-214 and all other Federal
immigration laws and regulations related to the immigration status of its employees which requires compliance
with federal immigration laws by employers, contractors and subcontractors in accordance with the E-Verify
Employee Eligibility Verification Program.
5. In accordance with A.R.S. §§ 35-392, the Offeror is in compliance and shall remain in compliance with the Export
Administration Act.
6. In accordance with A.R.S. §§ 35-391, the Offeror does not have scrutinized business operations in Sudan.
7. In accordance with A.R.S. §§ 35-393, the Offeror does not have scrutinized business operations in Iran.
8. In accordance with A.R.S. §§15-512, the offeror shall comply with fingerprinting requirements unless otherwise
exempted.
The Undersigned hereby offers and agrees to furnish the material, service or construction in compliance with all
terms, conditions, specifications, and amendments in the Solicitation and any written exceptions in the offer.
•
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Arizona Transaction (Sales) Privilege Tax License Number:
__________________________________________
For clarification of this offer, contact:
Name: _____________________________
•
Federal Employer Identification Number___________
Phone:______________________________
•
Fax: _______________________________
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Tax Rate: _________________________________%
E-Mail: _____________________________
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_________________________________________
___________________________________
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Company Name
_________________________________________
Signature of Person Authorized to Sign Offer
___________________________________
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Address
_________________________________________
City
State
Zip
»
ACCEPTANCE OF OFFER
The offer is hereby accepted.
Printed Name
___________________________________
Title
•
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The Contractor is now bound to sell the materials or services listed by the attached contract and based upon
the solicitation, including all terms, conditions, specifications, amendments, etc., and the Contractor’s Offer
as accepted by the School District/public entity.
•
This contract shall henceforth be referred to as Contract No._____________________________________.
•
The Contractor has been cautioned not to commence any billable work or to provide any material or service
under this contract until Contractor receives purchase order, contract release document, or written notice to
proceed.
»
Awarded this _________ day of _________ , 20XX
»
_______________________________________________
AUTHORIZED SIGNATURE
Offer and Acceptance
• Sign the Offer and Acceptance
• Authorized Signer
• Submit an Original Signature
• “Acceptance of Offer” section
is completed by the District
• Note the Certifications
Response Submittal
• Submit your response on time. Late submittals
will be rejected.
• Do not fax response.
• Seal the package.
• Clearly indicate the name of the solicitation,
solicitation number, and due date and time on
the outside of the submittal package.
• Ensure vendor name and address is shown on
outside of submittal package.
One more time,
SUBMIT YOUR RESPONSE ON TIME!
Modifications & Withdrawals
• Allowed at any time before
opening if received at
specified location prior to
due date and time.
• If retrieved after it has
been time and date stamped,
it is no longer officially
received.
Mistakes After Bid Opening
• The District shall either waive minor
informalities in a bid or allow the
bidder to correct them if correction is
advantages to the District.
• A mistake based on an error in
judgment may not be corrected or
withdrawn and vendor is obligated to
perform.
• If a bid mistake and the intended bid
are evident on the face of the bid, bid
may not be withdrawn but shall be
corrected to the intended bid.
Bid Withdrawal
Withdrawal permitted if:
• Nonjudgmental mistake is evident on the
face of the bid but the intended bid is
not evident; or
• Bidder establishes by clear and
convincing evidence that a
nonjudgmental mistake was made.
• Mistakes cannot be corrected after
award of the contract except where the
school district determines that it would
be unconscionable not to allow the
mistake to be corrected.
Gratuities
• It is not only unethical but illegal
for any person to give, offer or
agree to give any purchasing
employee, or for any employee to
solicit, demand, accept or agree to
accept from another person a
gratuity or an offer of
employment in connection with
influencing any decisions.
How To Respond To
A Bid/RFP
• QUESTIONS?
• QUESTIONS?
• QUESTIONS?