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GPO Solicitation Prototype Procedures for SponsorsGroup Purchasing Organizations, Buying Organizations, and Third-Party Vendors. Collectively referred to as GPOs, often include CNP and non-Program operators such as public and private schools, hospitals, universities, law enforcement, public works, etc. who join a third-party company or service provider. GPOs could be private for-profit or nonprofit entities. A GPO is typically structured in a way that may include a membership fee paid by member users, who are then granted access to the GPO price list of products and services. Although participating in these types of agreements can offer greater economy and efficiency for procurement or use of common or shared goods or services (2 CFR 200.318(e)), sponsors participating in these agreements must still conduct competitive procurement in accordance with 2 CFR Part 200.318-.326 and applicable program regulations and guidance. GPOs can offer a variety of services. Therefore, performing a Request for Proposal (RFP) will allow GPOs to provide information on the different ways their organization would approach your organization’s needs. Depending on the type of services you are looking for, you may want to make adjustments to the GPO Prototype. For example, you can adjust the product item categories requested. Also, except for price, which must be most heavily weighted, the evaluation criteria can be adjusted depending on the importance of each factor to your organization. Regardless of your choice, you must observe the following steps to ensure compliance with the Federal regulations concerning open and competitive solicitation: 1. Fill out the attached prototype proposal and contract document to include information on your sponsorship. a. Fill in the information in the prototype document (documents are fill in the blank), attach a copy of your site listing(s), School Year Calendar, and your organization’s required list of products with estimated usage amounts. The list of products needs to be detailed and specific. b. Submit the documents to your area representative at FDACS or the FDACS FNW Procurement Specialist, for approval prior to publicly announcing the solicitation; the FDACS area representative can forward all of the necessary information to our procurement staff. c. FDACS will review the information and respond. 2. Publicly announce and advertise the RFP at least 14 calendar days prior to proposal opening. a. Once you have received approval from FDACS on the prototype document you will be required to publicly announce the proposal. b. Announcements must include the date, time and location in which proposals will be opened. c. Notify FDACS of the solicitation opening date, time and location at least three weeks prior to the proposal opening. d. Proposals may be announced using newspaper advertisements, publication in the Florida Administrative Weekly, publication on sponsor’s website, publication on electronic IFB/RFP websites (i.e. Demand Star), etc. Also, an email to potential vendors can be sent. Retain records and copies of all public announcements. 3. Once responses are received and a proposal opening has been completed, determine the company that meets the evaluation criteria set forth in the RFP solicitation. a. A determination should be made to award the contract to the proposer who was evaluated the highest based on the selection criteria identified in the proposal. b. Submit a statement to FDACS as to who is to be awarded. 4. Award the Contract a. Upon receiving a response from FDACS, the sponsor should award the contract to the lowest, most responsive and responsible proposer, with the highest evaluation score. Responsive proposers are those whose proposals conform to all the terms, conditions, and requirements of the RFP.b. The sponsor should award the contract at least two weeks before contracted operations begin. 5. Submit documentation to FDACS of the final signed contract and required proposal documents by uploading to FANS. ................
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