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DEPARTMENT OF ENTERPRISE SERVICES

Office of State Procurement

Solicitation Amendment

|IFB/RFQ Reference #: |RFP #04411 |

|Title: |Office Supplies, Ink and Toner, and Paper (Desk Top Delivery) |

|Amendment number: |One |

|Date issued: |December 8, 2011 |

The above referenced solicitation is amended as follows:

|Purpose: |To provide revised Price Sheets for Category Two, Ink and Toner |

| |Amendment must be submitted with response. All other Terms, Conditions, and Specifications remain unchanged. |

|Attachments: |One (revised Price Sheets) |

|Previously scheduled opening date and time | |New opening date and time |

|January 4, 2012 – 2:00 pm | |(unchanged) |

| | | |

| Connie Stacy, Contracts Specialist | | signed 12/08/11 |

|Phone: (360) 407-9403 | | |

|Bidder to complete the following: |

|Company: | |

|Authorized Representative: | |

|Signature | |Date |

Please download the following revised Category Two, Ink and Toner Price Sheet. Cells in the original were inadvertently locked. This Price Sheet replaces the original.

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DEPARTMENT OF ENTERPRISE SERVICES

Office of State Procurement

Solicitation Amendment #2

|IFB/RFQ Reference #: |RFP #04411 |

|Title: |Office Supplies, Ink and Toner, and Paper (Desk Top Delivery) |

|Amendment number: |Two |

|Date issued: |December 22, 2011 |

The above referenced solicitation is amended as follows:

|Purpose: |To extend opening date from: January 4 to January 18, 2012 |

| |To provide clarifications/changes/additional information to RFP document, resulting from the prebid conference or |

| |other information |

| |To provide (a) attendee roster; and (b) list of questions and responses from December 19th prebid conference |

| |To provide revised MANDATORY Price Sheets for all three Categories (unlocked protected cells, delete items, adjust |

| |quantities, etc) |

| |( Amendment must be SIGNED and SUBMITTED with response to be deemed responsive. Bids without signed Amendment Two |

| |and the completed revised price sheets will be disqualified. |

| | |

| |All other Terms, Conditions, and Specifications remain unchanged. |

|Attachments: |Questions/Responses/Clarifications; Prebid Attendee Roster; Revised Price Sheets |

|1. Previously scheduled opening date and time: | |New opening date and time: |

|January 4, 2012 – 2:00 pm | |January 18, 2012 – 2:00 pm |

| | | |

| Connie Stacy, Contracts Specialist | | signed 12/22/11 |

|Phone: (360) 407-9403 | | |

Bidder Information:

Company Name:

Authorized Representative:

Signature:

Date:

2. CLARIFICATIONS, CHANGES AND ADDITIONAL INFORMATION

|Reference |Page # | |

|Section One, Clause 1.2 |3 |Add “A voluntary numerical goal of 5% minority and 5% woman business participation has been established for |

| | |this solicitation” |

| | |A “comprehensive Small Business/MWBE outreach plan” is defined as |

| | |“providing a list of existing vendors with name, address and certification designation, if any; demonstrated |

| | |willingness to encourage proposer’s existing vendors/suppliers to seek certification with OMWBE, willingness |

| | |to engage in targeted outreach to Washington State’s mwbe businesses as supplier and vendor within their |

| | |supply chain. Commitment to report spend with certified mwbe businesses on a quarterly basis” |

| | |Add “Only those firms certified by OMWBE can be counted toward a state of Washington’s agency mwbe business |

| | |goals” |

|Section One, Clause 2.4 |4 & 5 |Correct “initial three year term” to read “initial two year term” |

| | |Correct “Delivery Locations” to read “approx 6500 are physical ship to locations with approx 8882 active ship |

| | |to addresses.” Add “Total Number of Accounts: 693” |

| | |Add “Demographic spend is approx 54% in the Olympia/Thurston County area, approx 25% in the Seattle/north |

| | |area, with the remaining spend on the eastern side of the state” |

|Section One, Part Two |10 |Delete the requirement for “descriptive literature” since it was emphasized that you must offer a true |

| | |equivalent in bidding other than the standard of quality provided (house brands cannot be offered in this |

| | |column, see below) |

|Section One, Part Two, | |For all Categories, correct/clarify that “house brands” cannot be offered as an equivalent to the standard of |

|#5 “Submission of Response”| |quality oem provided in Column C (unless a house brand has already been specified). “House brands” are only |

| | |allowed in the column(s) specifically designated in each Price Sheet (column designated “compatibles” in |

| | |Category Two, Ink and Toner) |

|Appendix D |10 |Download the following revised Price Sheets which supersede the prior forms Protected cells have been |

| | |unlocked, sku’s have been provided for Category One, some items have been deleted from Category Two and annual|

| | |usage quantities adjusted. THESE REVISED FORMS MUST BE USED AND SUBMITTED. |

| | |[pic][pic][pic] |

3(a). PREBID CONFERENCE ROSTER

| |NAME |COMPANY REPRESENTED |

|1 |Michael Scanes |Printer Ink Source |

|2 |Cindy Henderson |Office Depot |

|3 |Kaylea Kuhlman |Department of Corrections |

|4 |Ken Cohrs |Department of Transportation |

|5 |Carla Nustrom |Department of Social & Health Services |

|6 |Greg Russell |Staples |

|7 |Kyle Diamond |Staples |

|8 |Nick Braden |Magnum Print Solutions |

|9 |Al Lynden |Chuckal’s Office Products |

|10 |Steven Sterne |Keeney’s |

|11 |Lisa Kenney |Keeney’s |

|12 |Mark Blake |Keeney’s |

|13 |Shannon Moore |Keeney’s |

|14 |Steve Duhamel |Keeney’s |

|15 |Spencer Priett |The Creative Office |

|16 |Lowell Gorden |The Creative Office |

|17 |Dan Marcus |Complete Office |

|18 |Kyle Nark |Complete Office |

|19 |David Patterson |Complete Office |

|20 |Tracy Savage |Pacific NW Business Products |

|21 |Kelly Cudworth |Pacific NW Business Products |

|22 |Jim Chatfield |Office Max |

|23 |Jad Hamdan |Office Max |

|24 |Gerald Ballard |OMWBE |

|25 |Larry Golden |Office Depot |

|26 |Francine Smith |Office Depot |

|27 |Lance Yount |Labor & Industries |

|28 |Shannon Kingsley |Department of Licensing |

|29 |Tim Shay |Department of Enterprise Services |

|30 |Jennifer Burbage |Department of Enterprise Services |

|31 |Melanie Williams |Department of Enterprise Services |

3(b). QUESTIONS AND REPONSES FROM PREBID CONFERENCE

| |Question |Response |

|1. |Will the state consider multiple awards within the three Categories? |No, the RFP was structured to consider a single award for each of |

| | |three categories. |

|2. |Would you consider combining Category One and Category Three for a single|No, although the scoring of the RFP’s may result in award to fewer |

| |award? |than three contractors. You may also choose to bid on an “all or |

| | |none” basis for these two categories. |

|3. |What level is the pcard used for payment purposes? |Although substantial due to rebates and decreased administrative |

| | |costs, we are unable to provide specific usage. Customers can |

| | |choose to pay via pcard at time of order placement, or choose to be|

| | |billed monthly – and then pay via pcard (or electronic funds |

| | |transfer). |

|4. |Can we offer a discount for payment via pcard? |Yes, see Appendix D, although due to the above, it cannot be a |

| | |factor during evaluation |

|5. |By awarding three separate categories, will that foster small business |We believe so, primarily for Category Two, Ink & Toner. |

| |participation? | |

|6. |Is it your intent to award to a single vendor? |See response to item 2 |

|7. |Will you consider pre-bates? |No, instead we expect you to pass along any cost initiatives in |

| | |your bid pricing |

|8. |Is there a mechanism to steer agencies from purchasing off contract? |No, although we do our best to steer purchases to the contract. Off|

| | |contract spend is typically determined by the individual agency. |

|9. |Going forward, would you consider a different method of evaluation and |No, the current process identified was given thoughtful |

| |award? |consideration |

|10. |Are we looking at a potential of 9000 items plus with the possible |Highly doubtful although we do want as many of those types of items|

| |addition of house brands, recycled, reman and compatibles? |made available as possible for cost saving and green initiatives. |

|11. |Who can block items from potential product lists? |The customers |

|12. |Would you consider bidder changes to the Terms and Conditions? |Taking exception to the Standard Terms and Conditions will result |

| | |in your bid being considered nonresponsive. You may propose changes|

| | |to the Special Terms and Conditions however they must not |

| | |materially affect your bid response or your bid will be considered |

| | |nonresponsive. |

|13. |If we can offer an equivalent, can we bid it? |Yes |

|14. |Can Office Depot provide the sku’s? |Yes, they’ve been incorporated into the revised price sheets |

|15. |Can Office Depot provide breakdown of desk top versus loading dock |Yes, they’ve indicated that approx. 6500 ship to locations |

| |deliveries? |represent desktop delivery with 8882 locations overall |

|16. |For Category One, Office Supplies, it appears that the total column for |That was done intentionally since pricing is not a consideration in|

| |the “green” items is missing |award |

|17. |Is the state looking for bids on the same quantity by line item? |Note that “multipliers” have been built in by line the event you |

| | |can offer specified alternatives (house brands, compatibles & |

| | |remans) |

|18. |Can Office Depot provide level of EFT and Pcard payments? |They are unable to do so at this point in time |

|19. |Can Office Depot provide the rate of customers returns? |Office Depot reports that the rate is approx. 1% |

|20. |Is Hewlett Packard extending their “Big Deal” to all bidders? |We do not presume to know what pricing manufacturers choose to |

| | |extend to specific distributors |

|21. |Can you provide the demographic spend? |Demographic spend is approx 54% in the Olympia/Thurston County |

| | |area, approx 25% in the Seattle/north area, with the remaining |

| | |spend on the eastern side of the state |

|22. |Why is Clause #27 “Billing Accuracy” highlighted in Appendix B? |It was intended as a reminder for OSP to double check the 99% |

| | |billing accuracy statement (which remains unchanged) |

|23. |Would the prompt payment discount be applied to pcard transactions? |If the bidder indicates it does |

[End of Questions]

DEPARTMENT OF ENTERPRISE SERVICES

Office of State Procurement

Solicitation Amendment #3

|IFB/RFQ Reference #: |RFP #04411 |

|Title: |Office Supplies, Ink and Toner, and Paper (Desk Top Delivery) |

|Amendment number: |Three |

|Date issued: |December 23, 2011 |

The above referenced solicitation is amended as follows:

|Purpose: |To provide revised MANDATORY Price Sheets for all three Categories (unlocked protected cells, delete items, adjust |

| |quantities, etc). The set provided with Amendment #2 were flawed. |

| |( Amendment must be SIGNED and SUBMITTED with response to be deemed responsive. Bids without signed Amendment Three |

| |and the completed revised price sheets will be disqualified. |

| | |

| |All other Terms, Conditions, and Specifications remain unchanged. |

|Attachments: |Revised Price Sheets |

|1. Previously scheduled opening date and time: | |New opening date and time: |

|January 4, 2012 – 2:00 pm | |January 18, 2012 – 2:00 pm |

| | | |

| Connie Stacy, Contracts Specialist | | signed 12/22/11 |

|Phone: (360) 407-9403 | | |

RFP #04411

Amendment #3

Bidder Information:

Company Name:

Authorized Representative:

Signature:

Date:

|Appendix D |10 |Download the following revised Price Sheets which supersede the prior forms Protected cells have been |

| | |unlocked, sku’s have been provided for all categories, some items have been deleted from Category Two and |

| | |annual usage quantities adjusted. THESE REVISED FORMS MUST BE USED AND SUBMITTED. |

| | | |

| | |[pic][pic][pic] |

DEPARTMENT OF ENTERPRISE SERVICES

Office of State Procurement

Solicitation Amendment #4

|IFB/RFQ Reference #: |RFP #04411 |

|Title: |Office Supplies, Ink and Toner, and Paper (Desk Top Delivery) |

|Amendment number: |Four |

|Date issued: |January 5, 2012 |

The above referenced solicitation is amended as follows:

|Purpose: |To re-emphasize the following in response to bidder request: |

| | |

| |For all categories, you must bid the “OEM” product specified (or an actual “OEM” equivalent). House brands or |

| |compatibles may only be offered in the columns specifically designated. If you have an equivalent house brand or |

| |compatible, you cannot offer it as an “OEM”. |

| | |

| |All other Terms, Conditions, and Specifications remain unchanged. |

|Attachments: |None |

|1. Previously scheduled opening date and time: | |New opening date and time: |

|January 4, 2012 – 2:00 pm | |January 18, 2012 – 2:00 pm |

| | | |

| Connie Stacy, Contracts Specialist | | signed 01/05/12 |

|Phone: (360) 407-9403 | | |

Bidder Information:

Company Name:

Authorized Representative:

Signature:

Date:

DEPARTMENT OF ENTERPRISE SERVICES

Office of State Procurement

Solicitation Amendment #5

|IFB/RFQ Reference #: |RFP #04411 |

|Title: |Office Supplies, Ink and Toner, and Paper (Desk Top Delivery) |

|Amendment number: |Five |

|Date issued: |January 12, 2012 |

The above referenced solicitation is amended as follows:

|Purpose: |To post updated Appendix B – Special Terms and Conditions with updated : |

| | |

| |[pic] |

| | |

| |All other Terms, Conditions, and Specifications remain unchanged. |

|Attachments: |None |

|Previously revised bid due date and time remains unchanged: |

| |

|January 18, 2012 – 2:00 pm |

| | | |

|Heidi Bohl for Connie Stacy, Contracts Specialist | |signed 01/12/12 |

|Phone: (360) 407-9403 | | |

Bidder Information:

Company Name:

Authorized Representative:

Signature:

Date:

Solicitation Amendment #6

|IFB/RFQ Reference #: |RFP #04411 |

|Title: |Office Supplies, Ink and Toner, and Paper (Desk Top Delivery) |

|Amendment number: |Six |

|Date issued: |January 17, 2012 |

The above referenced solicitation is amended as follows:

|Purpose: |To postpone bid due date until January 25, 2012 due to inclement weather. |

| |All other Terms, Conditions, and Specifications remain unchanged. |

|Attachments: |None |

|Previously scheduled opening date and time: | |New bid due date and time: |

|January 18, 2012 – 2:00 pm | |January 25, 2012 – 2:00 pm |

| | | |

|Heidi Bohl for Connie Stacy, Contracts Specialist | |signed 01/17/12 |

|Phone: (360) 407-9403 | | |

Bidder Information:

Company Name:

Authorized Representative:

Signature:

Date:

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