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MiCTA is issuing the (OSE) RFP at the direction of the MiCTA Board on behalf of and for the benefit of the entire membership.
Request For Proposal (RFP)
Office Supplies and Equipment (OSE)
RFP # MT-OSE2010
Issued On Behalf Of
MiCTA
and
Kirtland Community College
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MiCTA, on behalf of their member organizations, and Kirtland Community College, (see Subsection 1.3.1 – Participating Sponsor Introductions) are soliciting competitive proposals from qualified companies (“vendors”) to enter into a Master Service Agreement (MSA) for office supplies, green/sustainable office products, office electronics and office furniture, (referred to hereafter as "office supplies" (OSE), and related customer services. The resulting contract(s) can be awarded to either a single vendor or multiple vendors, and/or to either a single reseller or multiple resellers to provide nationwide or regional coverage for the office supply products and customer service requirements indicated herein.
Although Kirtland Community College is a co-sponsor of this RFP, prospective vendors should understand that the resulting MSA may be used by hundreds of MiCTA members in all 50 states. MiCTA and/or Kirtland Community College will not be the only authorized purchasers under a resulting MSA.
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Timeline
Issue Date: May 25, 2010
Intent To Respond Deadline: June 4, 2010 - 4:30 PM EST
Vendor Pre-Proposal Conference: June 8, 2010 - 2 PM EST
RFP Questions Deadline: June 25, 2010 - 4:30 PM EST
RFP Response Due Date: July 2, 2010 - 4:30 PM EST
RFP Contact:
The sole contact for all issues requarding this RFP is:
Tim von Hoff, Chief Operating Officer
515 North Washington Street, Suite 405
Saginaw, MI 48607
(888) 964-2227
email: RFP@mictatech.org
Web site: http://www.mictatech.org
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Please see Attached RFP for all the Details RFP MT-OSE2010 - Office Supply
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MT-OSE2010CostProposal.xls
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FAQ and Concerns
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Summary of RFP Below |
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Intent to Respond to the RFP Form on pg 24 of attached document
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Intent to Respond Form
Vendors interested in responding to the RFP are required to complete the Intent To Respond Form, Attachment 1 (pg 24), and either fax, e-mail, or mail using the contact information provided in Subsection 2.1.4. Agent(s) signing the ITR form must have official authorization to legally commit their company to submit an RFP proposal response. Submit the ITR form on or before, 4:30 PM EST, Friday, June 4, 2010. MiCTA will provide updates, addenda and corrections to the RFP to only those vendors that submitted a completed and signed ITR form. Questions and answers will be posted on the MiCTA Web site, but it is the Vendor's responsibility to retrieve this information in a timely way. Returning the Intent To Respond Form does not obligate a potential vendor to submit a response to this RFP.
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The purpose of the RFP
The purpose of the OSE RFP initiative is to provide access to comprehensive catalog of office supplies to address individual Member requirements nationwide and/or regionally. Vendors should submit proposals that provide:
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Highly competitive pricing for a consortium/cooperative purchasing organization such as MiCTA
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Green/sustainable products included as part of vendor's overall offer
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Nationwide distribution of products and/or strong regional distribution
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On-line e-commerce site for order entry, tracking, and Return Material Authorization (RMA) services
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Support services including, but not limited to customer service before and after the sale, and Help Desk services as required for large/bulk purchases
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Web site hot link between MiCTA’s home page and vendors’ e-commerce site, and single click return to MiCTA site.
In addition to the cost element factor, vendor’s overall RFP response value is equally as important in the evaluation scoring process when MiCTA is considering an RFP award. Therefore, vendor’s response document should be complete and concise, and demonstrate vendor’s outstanding products and services made available at the lowest consortium pricing to all MiCTA Members.
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Scope of the Project
The expectation of the Office Supplies and Equipment (OSE) RFP will be to provide high quality, and low-cost office supplies, green/sustainable office supplies, office electronics, and office furniture from manufacturers' or vendor's most current catalog for the duration of the MSA. A responsive vendor may provide a proposal for any, some or all of the requested product lines.
The pricing offered should be better than Member organizations can obtain individually, at current market values, through other purchasing consortia, or via individual organizational bids. This RFP, developed to generate standardized OSE offers, will be made available to all MiCTA member organizations and it will address the requirements of any one or all non-profit member market shares.
Many MiCTA members are either in the process of implementing or already have a Green/Sustainability purchasing policy in-place that require green/sustainable purchases. Therefore, MiCTA strongly encourages responding vendors to provide a Green Sustainable Office Supply Product program in addition to their standard program offering(s).
Please note that discontinued and/or remanufactured items may be included in the offer, but must be clearly identified as discontinued or remanufactured items. Also, please note that computer systems (including CPUs and computer system bundles) are specifically excluded from the Office Electronics product line request. Computer peripheral equipment, such as printers, external hard disks, monitors, memory, mice, etc., are not excluded. These items may be included as part of the vendor's Office Electronics proposal.
In December 2000, MiCTA negotiated a multiple award Master Service Agreement (MSA) for Office Supplies. Contracts awarded during this process have expired. This RFP will replace the expired vendor contracts for the office supplies.
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Eligibility to Respond
Current and past vendors (including their affiliates and/or subsidiaries) that provide or provided services under any previous MiCTA program must have fully complied with the terms of those agreements. Vendors that have not completed all reporting requirements, have outstanding commission payments or have failed to meet other program requirements are not in full compliance. MiCTA will not consider responses to this RFP or future RFPs from potential vendors that have not complied with the terms of a prior MiCTA MSA. Please direct all questions regarding compliance with existing or prior agreements to the MiCTA office immediately to determine your status of compliance. |
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Pre-Proposal Audio Conference
MiCTA strongly recommends Vendors participate in the Pre-Proposal Conference scheduled for Tuesday, June 8, 2010 from 2:00 PM to 4:00 PM EDT. The conference will include an introduction of MiCTA staff members, review of the RFP document, clarification of section requirements and attachments, vendor inquiries, etc.
Vendors are encouraged to submit questions, for MiCTA to respond to during the Pre-Proposal Conference, in writing via e-mail by 4:30 PM, EDT, Monday, June 7, 2010. . If required, an RFP addendum or revised RFP reflecting all approved corrections will be posted to the MiCTA web site and only those vendors who have submitted a signed Intent to Respond (ITR) form will be notified of the addendum.
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RFP Document Revisions And Question
Any revision or correction of the original RFP document will be made by either a formal written addendum or Revised RFP issued by MiCTA. Only the RFP Coordinator and designated MiCTA staff members are authorized to issue an interpretation, revision, or correction to the RFP document. Direct all requests for document revisions to Tim von Hoff at rfp@mictatech.org. Addenda and revisions will be supplied to vendors to whom MiCTA has updated contact information.
Vendors are responsible for visiting the MiCTA web site to access the RFP questions and responses. All posted/distributed addenda will officially revise and supersede the original RFP specifications, terms, and conditions.
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RFP Closing Date and Time
MiCTA must receive all sealed vendor proposal response submissions for the OSE RFP on or before 4:30 PM, EDT, Friday, July 2, 2010. Vendors are solely responsible for the timely receipt of their proposal and all required submissions. Vendors will send, at their own expense, RFP proposal submissions to the following address:
MiCTA
ATTN: Tim von Hoff
515 N. Washington Avenue, Ste 405
Saginaw, MI 48607
Please indicate clearly on the outside of the response package that the package contains an RFP response.
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Proposal Response Submission Requirements
Vendors are solely responsible for retrieving and reviewing all posted RFP documents, forms, attachments, appendix, or addenda, questions and answers, etc. Failure to do so will in no way relieve the Vendor from any RFP requirements or contract condition obligations.
MiCTA, Kirtland Community College and/or the Evaluation Committee, in their sole and discretionary rights, may find a proposal non- responsive if it does not follow the stated submission requirements, lacks clear statements, provides insufficient information, or fails to address all inquiries and requirements. These failures can result in disqualification of the Vendor’s entire response. Proposal submission requirements include, but are not limited to, the following:
All RFP Signature Blocks must be completed, and signed by company officials authorized to bind the Vendor to its proposal. The original response document must provide signatures made in longhand in blue ink. Space is provided to allow for two authorized signatures for those companies who require two signatures to be considered a firm proposal
Hand written responses must be clearly legible and readable, and reference all corresponding section and subsection numbers, and attachment letters, sections and subsection numbers
Submit one original completed and signed RFP document, including all mandatory Attachments, required vendor submissions, RFP Signature Blocks, vendor supporting information, and financial information. Clearly label this proposal response as “ORIGINAL PROPOSAL.” Please note that the original cost proposal should be submitted in a separate, sealed envelope that is clearly labeled with the words "ORIGINAL COST PROPOSAL."
Additionally, submit two (2) print copies with sealed cost proposals and one CD-ROM containing an electronic version of all files including the financial statements associated with the Vendor's RFP response, all of which are required to be an exact duplicate of the original signed RFP response. Vendors may exclude additional paper copies of their financial documentation provided that these documents are submitted electronically on the CD-ROM. If the financial documents are not submitted electronically, additional paper copies should be provided.
Submit each complete proposal (and copies) loose-leaf style in 3-ring binders of appropriate size. Please use labeled tab spacer pages to identify the RFP sections that require a vendor response and/or vendor submission documents
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CONFIDENTIAL INFORMATION
Vendor agrees not to distribute this RFP to other prospective vendors, subcontractors, or other interested parties. Instead, Vendors who have signed ITR for this RFP may direct other interested parties to Tim Von Hoff, Chief Operating Officer for MiCTA.
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