Supplements [RFP 000]



THE METROPOLITAN WATER DISTRICTOF SOUTHERN CALIFORNIAAddendum No. 1REQUEST FOR PROPOSAL TO PROVIDESERVICE AWARDS PROGRAMRFP No. 911To all prospective respondents to Request for Proposals (RFP) No. 911, for which proposals are to be received by The Metropolitan Water District of Southern California (Metropolitan), at its Offices, 700 North Alameda, Fifth Floor, Room 5-113, Los Angeles, California 90012, until 3:00 p.m., June 1, 2010.I.The information given in Addendum No. 1 are official responses to questions submitted by prospective respondents for clarification, and are hereinafter incorporated into Request for Proposals (RFP) No. 911. II.The following samples of artwork and RFP Word document are attached for your reference:MWD Seal for pinMWD Seal – Black and WhiteMWD Seal – ColorCertificate SampleAcrylic Frame Sample35 yr service pinRFP Word DocumentIII.Questions asked and answers given:Q1Can we get a sample of each lapel pin?A1The actual pin will be demonstrated to the short-listed firms at the interview stage; a sample will be provided to the selected Vendor. Q2If you can’t provide a sample of each lapel pin, can you provide the following: Detailed photographs in high resolution for each lapel pin The exact weight of each lapel pin The exact dimensions of each lapel pin The exact size and clarity of each stone in each lapel pinThe stone sequence used in each of the lapel pinsA picture of the packaging that the lapel pin is presented inA2 Pin Size: ?11/16" round and then there is a small tab with the number (Service Year of 5, 15, 15, etc) that measures 1/8" x 1/8".Weight: .15 to .18 ounces, approximately 7/8 in thick.Stone: One Cubic Zirconia Stone is 2.5mm (8pt). ?Only in the 25 and 50 Year pins.Material: Sterling silver with the exception of 50 Year, 10 karat gold.Q3Do you provide a gift for employees at 5, 10, and 15 years and if so what is the budget?A3See Exhibit D in the RFP. Maximum cost includes price of service pin and preselected employer gift. The employee will not be provided a gift selection.Q4To clarify, is the budget for the lapel pin separate from the budget for the gift? A4 Yes, as outlined in Exhibit D of the RFP. The budget for the service pin and preselected employer gift is separate from the budget for the “employee” selected online gift.Q5What type of engraving is currently being provided by your vendor?A5No engraving provided by current Vendor. The preselected employer gift will be a new item added, and we will want to have the gift engraved when possible. Also the engraved frames are currently provided by a separate Vendor, and we would like to consolidate this. The employee selected gift (online purchase), will not be engraved.Q6If a gift is unable to be engraved (i.e. electronics) is anything else provided in its place (i.e. engraved luggage tag)?A6 We will work with the Vendor to determine which preselected employer gifts can be engraved. In the event we select a gift that cannot be engraved, that will not be an issue, since it will be combined with the custom service pin.Q7Exhibit D of the RFP mentions that with the service pins there is an employee preselected gift. Can you provide what you are currently giving your recipients?A7The employer preselected gift is a new feature being added as of 1/01/2011.Q8Exhibit D also mentions at 20 plus years of service those recipients will get an award choice. Do they also get the pre-selected gift and service pin as well?A8 Yes, employees with 20 plus years of service would receive a preselected employer gift, service pin, framed certificate or plaque, and awards card with online gift instructions.Q9Can you provide a jpeg of the MWD logo so we can prepare artwork for lapel pins?A9 See attached jpeg artwork in color and black and white.Q10Can you provide a visual image of the existing silver lapel pin and the 10K gold pin? Are you open to new design ideas?A10 See attached picture of the 35 year service awards pin. Yes we are open to new design ideas.Q11Can you clarify what the PMS designation means after each pin listed in the Pricing Guide-Exhibit D?A11 We use the Patone Matching System (PMS) color chart for the colors on pins.Q12Do you expect the pins to be “sterling” silver for all years except 10K gold for 50 years?A12 Yes.Q13What kind of stone (diamond, ruby, sapphire?) do you want for the 20-year and 50-year pins? Genuine or synthetic?A13Synthetic (cubic zirconia)Q14Can you clarify the pricing guide in Exhibit D?Pin chart: We assume that the price for the pin DOES NOT INCLUDE the employer selected gift or certificate? We assume the pin pricing must include the pin price, engraving, taxes and shipping, correct?Gift chart: We assume the gift price ranges DOES NOT INCLUDE the pin? Correct? We assume the gift pricing must include the gift price, engraving, taxes and shipping, correct?? Certificate/Plaque chart?? We assume the price range quoted for the certificate is separate and DOES NOT INCLUDE the employer selected gift or pin. We assume the certificate pricing must include the certificate/trophy price, engraving, taxes and shipping, correct?A14 Yes, see below:The price for the custom pins includes the preselected employer gift, packaging, taxes and shipping.Correct. The gift chart does not include the service pin, it only includes the employee selected gift, taxes and shipping.Correct. The framed certificate or engraved plaque price range of $25 to $45 includes engraving, taxes and shipping. See sample of current certificate and acrylic frame attached.Q15Can you clarify “employer selected gift?” Do you want the supplier to provide a choice of awards at each year level (20 years and above) that the employee may select from for their gift?A15 We would like the Vendor to work with Staff to select the employer preselected gift for each service level starting at 5 years. Separately, the employee will be provided online instruction to order a separate gift from a menu of gifts within the cost range outlined in Exhibit D for employees with 20 plus years.Q16Do you want to duplicate the existing framed/certificate/trophies or are you open to new ideas? If you want suppliers to duplicate the trophy/certificate, can you provide a visual image?A16 We are open to new ideas. Q17Are the pins, gifts, and the certificates presented at your various ceremonial events, or just the certificate/trophy? Are the pins/gifts then sent to the employee’s home or work address after ordering? Do you prefer that the gifts ship to the employee’s home or work place?A17 The pins are presented by the employee’s manager at the employee’s group meetings. The employee gifts are ordered online by the employee and shipped to their home address. The framed certificates are currently presented at the Service Awards Luncheons. We will want to package the service pins with the new added employer preselected gift. We may want to include the framed certificates or plaques with the service pin and employer preselected gift, not yet decided. Q18What are the employer pre-selected gifts awarded to each employee 5 through 50 years. Please provide images and descriptions.A18We are expecting the Vendor to provide us with a few options for each service level based on the cost outlined in Exhibit D of the RFP. For example, 5 years may be a nice pen or simple pen and pencil set; 10 years may be paper weight or desk clock, and 20 years a watch.Q19Is the pre-selected gift and lapel pin shipped to the employees’ homes together? Or separate shipments?A19See A17 Q20Certificates and PlaquesPlease provide description of framed personalized certificate, type of frame, size of certificate.Provide description of personalized plaque, material and size.A20We would like the Vendor to provide suggestions based on the cost range of $25 to $45 of what can be provide, framed certificate and/or plaque. Acrylic or wood, of any other material suggested. Attached is a copy of the acrylic 5 x 7 frame currently being used, it is engraved with Metropolitan’s seal that is also attached in a jpeg file. The certificate is printed on cardstock paper and inserted in the acrylic plaque. Employee’s First and Last Name along with XX Years of Service is inserted on the template, see sample attached.Q21Do you offer a brochure selection packet to employees or are they contacted via email solicitation or instruction card with web access information?A21 Employees are notified via email from HR and a second email from the Vendor. The employee’s manager provides the employee with a service awards instruction card and a service pin. Employee gifts are ordered online and shipped to their home.Q22Please explain your current service award program process. When and how are employees being notified of their 5, 10, and 15 year service milestones award? Do they receive an email with online instructions, a password and pin number like the 20 year and above recipients? Is there manager involvement in the 5, 10, and 15 year service milestone recognition process? If so, please describe their involvement. Are all employee selected gifts delivered to the employee’s home? Are employer preselected gifts delivered to the workplace or the employee’s home? Please confirm the frequency of service award luncheons. Are all employees invited to the luncheons? Are they held at multiple locations? If so, please explain the process. Under the Scope of Services section (background, paragraph 2), is the framed certificate different from the engraved framed certificate presented at the luncheon? How much time are employees allotted to order their gift? What are your current preselected gifts for each service milestone (5-50 years of service)? Are they currently engraved with your logo? Please provide a sample or photo and description of each current preselected gift(s) with the logo engraved on it. Are you open to alternative preselected gift options and designs? Under the Scope of Services section (deliverables, last bullet), you request that vendors have the ability to make changes to the service pins, framed certificates or plaques, and employer preselected gifts for all service year levels. What type of changes are you looking for and how often do you anticipate making these changes?A22See Answers below.Currently 5, 10 and 15 year recipients only receive a service pin presented to them by their manager during a group meeting. Yes, the Manager provides the service pin and employer preselected gift.Service pin and employer preselected gift will be packaged together, and if applicable, an Awards Card with online instructions for employees with 20 plus years of service. These items will be shipped to HR Benefits here at Union Station. Currently we have a Spring Luncheon, typically late April or early May, and a Fall Luncheon, mid October or early November. Only employees with 20 plus years of service are invited to the luncheon. The framed certificates or plaques would be presented at the Luncheon.Employees are informed they have 60 days, but we leave their access open for 90 days.See response A19.Changes would include the materials used to make the service pins based on market fluctuations with prices of gold and silver. Selected PMS colors may vary based on recommendations or actual samples provided. Employer-Selected gift may change based on options available and cost. Changes are minimal, and we typically will not make any mid-year changes. The Program is calendar-year based; therefore changes would typically not occur more than once a year. Q23Please provide the following information about your current pin(s): Where are the lapel pins shipped to? Are they shipped directly to the employee’s homes or to their work location? Does it differ by milestone? For example, do 5, 10 and 15 year employees have a different process than 20 – 50 year employee? If so, please describe the differences. What is the type and size of the stone for the 25 and 50 year lapel pins? Are the stones in the pin genuine or synthetic? What is the grade of the stones? Are there any other stones in the lapel pins for the other milestones? How are the lapel pins packaged? Please describe. Please provide a sample or photo of the current lapel pin at each level of service along with their specifications (i.e. size, grade of stone, packaging, etc.). Do you want to continue to offer the current pin in your program? Are you open to alternative pin options and designs? A23See answers below:Service pins and employer preselected gift are packaged and shipped to HR Benefits at Union Station (Los Angeles) for all service levels. Stone is cubic zirconia, and only for 25 and 50 years of service.Current pins are in a black velvet box. Now that we are adding an employer preselected gift, the package would need to change and Vendor recommendations will be needed.See A2See A10Q24In regard to your engraved framed certificates/plaques: Please provide a sample or photo of your current engraved framed certificate and/or plaque, along with certificate/plaque specifications. What type of information would you like engraved on the framed certificate and/or plaque? Are you open to alternative certificate and/or plaque options and designs?A24See A20. We are open to suggestions and changes.Q25Please confirm the recipient count for 20 years of service in exhibit D. Is it 100, 103 or 158 recipients? A25 20 years of service is between 100 and 103 recipients per year. The 158 under Framed Certificates and/or Plaques is actually for 20, 25, 30, 35, 40, 45, and 50 years of service, and the estimated annual number of framed certificates or plaques we would order.Q26What address should we use to determine the cost of shipping for the purpose of this response? A26 Service pins and employer preselected gifts will be shipped to the Los Angeles Union Station office. The online gifts will be shipped to the employees’ home address which will vary between Los Angeles, Orange, Ventura, Riverside, and San Bernardino counties, and a few employees in Desert California as well as Arizona, and Sacramento. Q27What tax rate should we use to determine the charges for the purpose of this response?A27 Los Angeles County - 9.75% currently. ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download