GENERAL OFFICE SUPPLIES REQUEST FOR PROPOSAL

GENERAL OFFICE SUPPLIES REQUEST FOR PROPOSAL

ISSUED BY: CHILD CARE ASSOCIATES 300 East Belknap Street, Fort Worth, TX 76111

Release Date 2/10/2017

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General Office Supplies RFP

1. INTRODUCTION AND INFORMATION

1.1

Corporate Overview

As the largest child development nonprofit organization in North Texas, Child Care Associates (CCA) prides itself on being the champion of the early learning field. CCA has served over 545,000 at risk young children and their families since its establishment in 1968. CCA has been a trusted community partner for the last 48 years, working at the forefront of quality early childhood care and education. CCA serves approximately 17,000 young children per year and has an annual budget in excess of $70 million. Child Care Associates is a non-profit organization that provides subsidized childcare to low income families in North Central Texas as well as West Texas. CCA is a non-profit corporation under Section 501(c)(3) of the Internal Revenue Code. A volunteer Board of Directors governs CCA. Administrative offices and all records are located at 3000 E. Belknap Fort Worth, TX 76111.

1.2

RFP GOALS AND OVERVIEW

The goal of this RFP is to provide all bidding Suppliers with Child Care Associates requirements in order to respond, as well as, establish a formal procurement process where all solicitations will be open and fee to competition.

Child Care Associates is seeking proposals for a contract for general office supplies and related services. Child Care Associates intends to award a contract designating a single source or multiple sources as the preferred supplier(s) for a period of 1 year, with an option to renew for an additional 2 years.

Child Care Associates is requiring that supplier(s) provide an online order system capable of identifying Child Care Associates employees, ship-to addresses, department names and locations, and by classroom/location. Supplier's system will allow for select Child Care Associates personnel to be assigned as system administrators to manage user-defined parameters, as well as, manage and monitor fixed contract pricing that results from this proposal. The successful bidder will deliver, next day, office supplies to all 25 locations in the Fort Worth area and 1 location in Abilene and pick-up any designated returns for return-to-stock processing and account crediting. Successful bidder will provide for set-up and installation as the chosen location/area for all purchases as deemed necessary.

1.2.A. Brand Names

References to brand names and/or numbers in the solicitation are intended to be restrictive, and not merely descriptive, unless otherwise specified. If the specific product cannot be supplied by the bidder, equivalent items meeting the standards of quality specified will be considered. Unless a bidder indicates otherwise, it is understood that the proposer is offering the referenced brand item as specified in the solicitation. Child Care Associates reserves the right to determine whether a substitute offer is equivalent to and meets the standards of quality indicated by the brand name referenced, and Child Care Associates may require the supply of additional descriptive material and a sample.

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General Office Supplies RFP

1.2.B. Samples

Samples of goods may be required prior to award to determine bidder's responsiveness to the RFP's requirements. If requested, such samples must be provided at no cost and delivered to the address specified within the timeframe identified in the notification. Failure to submit samples as specified may be grounds for rejection of a vendor's proposal. Unless expressly set forth in the solicitation, the sample of goods furnished must be identical in all respects to the product or products being offered. Bidders offering products of a different manufacturer and model number than those specified in the solicitation may be required to submit samples for inspection and specification compliance testing in order for Child Care Associates to determine if the item offered is equivalent to and meets the minimum standards of quality acceptable to CCA. Samples, if not destroyed by tests, may, upon request made by the bidder at the time the sample is furnished, be returned at bidder's expense.

1.2.C. Work Plan and Methodology

Vendor shall provide a project plan that describes how the vendor intends to implement the program, including the process to convert the current office supply accounts. The description shall include, but is not limited to, the following:

1. Account team structure and roles (including description of sales contacts, account team support, and periodic account review process)

2. Communication process with Child Care Associates (employee buyers and Procurement)

3. Customized ordering process and websites or catalogs that reflect Contract Items and Contract Pricing, including distribution of catalogs and capabilities to block ordering on an individual account, product lines, or other basis

4. Training (initial and ongoing)

5. Time schedule

6. Program evaluation

1.2.D. Ordering Process

Describe the process to establish an online ordering account for a Child Care Associates employee, including how the individual users would be linked together and identified. Describe the ordering process and the various options available (e.g., Internet access, telephonic, facsimile, etc.) and include the acknowledgement process. The vendor is required to maintain a toll-free number for ordering, inquiries, and customer service. Describe how back-ordered or out-of-stock products are handled during the ordering process.

1.2.E. Customer Service

Describe the level of customer service that will be provided, including procedures that

will ensure consistency and problem resolution. The description should include, but is

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General Office Supplies RFP

not limited to:

1. Customer service organizational structure 2. Contact process (phone, email, fax, etc.) 3. Follow up process 4. Process to handle back ordered or out-of-stock products, including

alternate suggestions and pricing policy 5. Internal procedures to track customer service contact and resolution

1.2.F. Billing, Invoicing

Vendor shall describe its invoicing control process. All office supply procurement will be charged directly to the purchase order provided by requester. Invoices should itemize line items by classroom, if applicable.

1.2.G. Cost Proposal, Pricing and Price Adjustments

Vendors bidding must submit fixed pricing as required by Attachment C: Itemized Cost Proposal. Pricing shall include all anticipated charges, including but not limited to, freight and delivery, cost of materials and product, overhead, profits, and other costs or expenses incidental to the vendor's performance.

All products must be bid using the wholesale distributor item numbering system. Vendor may cross-reference these standard industry item numbers to their own SKU numbers, but both identifiers must be used on all bids, reports and subsequent contract core listings.

The vendor shall describe the process used to evaluate purchasing patterns that result in the identification of items that may be eligible to add to the list of Contract Items and opportunities for price reductions to existing Contract Items (or substitutions) during the term of any resulting agreement.

Vendor shall propose a single-rate standard discount from manufacturers' list pricing, for Non-Contract Items that vendor is able to provide and Child Care Associates employees may purchase under the terms of any Master Agreement that results from this RFP. Regardless if shipping cost is waived, charges will be managed and annual summary report provided to CCA.

The prices proposed in the bidder's response will be valid for the original one year term after any resulting agreement is signed. The bidder's proposal must describe how future price increases will be minimized and capped and how both increases and decreases will be passed on to Child Care Associates if the agreement is renewed after the initial term. The bidder must explain the proposed process to implement price changes, including the process to update catalogs and websites.

It is expected that all bidders to this solicitation will offer the bidder's best government

or comparable favorable rates.

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General Office Supplies RFP

2. SUPPLIER PREREQUISITIONS

2.1

Mutual Confidentiality Agreement must be either: on file with Child Care

Associates, or be signed prior to your company receiving the RFP documents.

3. CONTACT AND COMMUNICATION RULES

3.1 CONTACT

The CCA Contact (the "CCA Contract") for the RFP regarding questions and submission of confidentiality agreements and intent to participant should be made electronically to the following email address:

RFP@

The submission of bidders/suppliers RFP response should only be submitted to following address:

RFP_Submission@

3.2 COMMUNICATION AND LIMITED CONTACT RULES AND DISQUALIFICATION

The CCA CONTACT LISTED ABOVE IS THE SOLE CONTACT FOR SUPPLIERS REGARDING THIS RFP AND THE SELECTION PROCESS UNTIL SUPPLIERS RECEIVE FURTHER NOTICE TO THE CONTRARY IN WRITING FROM CCA. EXCEPT AS SPECIFICALLY ALLOWED IN THIS SECTION 3, NO ONE DIRECTLY OR INDIRECTLY RESPRESENTING SUPPLIER MAY CONTACT, VISIT, OR MEET WITH (OR ATTEMPT TO DO ANY OF THE FORGOING) ANY CCA EMPLOYEE, OFFICER OR AGENT, REGARDING THIS RFP OR THE SELECTION PROCESS. CCA WILL IMMEDICATELY DISQUALIFY A SUPPLIER FROM PARTICIPATION IN THIS RFP IF ANY SUPPLIER OR SUPPLIER'S AGENT OR EMPLOYEE VIOLATES THIS RULE.

4. CONTRACT VS. NON-CONTRACT PRODUCTS AND VENDOR RELATIONS MANAGEMENT, RESOURCES AND COMMITTMENTS

Each of Child Care Associates offices/departments may individually at their discretion, order office supplies, including Contract Items and Non-Contract Items, by placing an individual order via a vendor's online ordering portal. The term "Contract Item" is defined as any item or replacement item (as agreed to by the CCA) that is included in Attachment C: Itemized Cost Proposal, or any resulting agreement that may result from this RFP. The term "Non-Contract Item" is defined as any item that vendor is able to provide that is not included with a specific price in Attachment C. The term "Contract pricing" is defined as the price for a Contract Item that was bid in the vendor's proposal and reflected in any final agreement that results from this RFP.

Bidders shall demonstrate options for designating Contract items using visual identifiers (online) customer catalog product numbers.

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General Office Supplies RFP

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