RFP: 17-14 PRE-SUBMITTAL CONFERENCE
Pre- Submittal Conference: Transit Operator and Supervisor Uniforms
Pre- Submittal Conference: Welcome/Opening Remarks • SORTA – A political subdivision of the State of Ohio, organized pursuant to §§ 306.30 et seq. of the Ohio Revised Code. – Also a grantee of the U.S. Department of Transportation, Federal Transit Administration (FTA).
Pre- Submittal Conference: SORTA Organizational Structure
Pre- Submittal Conference: • SORTA Board of Trustees • Chief Executive Officer/General Manager 1. Chief Operations Officer 2. Chief Financial Officer 3. Executive Director of Administration 4. Executive Director of Human Resources /EEO Officer 5. Executive Director of Development/DBE Officer 6. Executive Director of Strategic Communications 7. Chief of Legal Affairs/Risk Management
Pre- Submittal Conference: SORTA PROCUREMENT WEBSITE
Pre- Submittal Conference: http://www.go-metro.com/doing-business/bid-opportunities • View Current Procurement Opportunities • Purchasing Department Personnel • General Terms and Conditions with Federal Clauses • Vendor sign-up for bid opportunity notification • Other Important Items
Pre- Submittal Conference: PROCUREMENT PROCESS AND KEY REQUIREMENTS
Pre- Submittal Conference: • RFP is available by contacting Kunjan Dayal • Proposers shall not rely upon verbal statements made during the Pre-Submittal Conference or otherwise. • All questions regarding this procurement must be submitted in writing to Kunjan Dayal • By e-mail to kdayal@go-metro.com
Pre- Submittal Conference: • During this presentation, please write questions on the index cards provided. • After the overview of the Scope of Services, questions will be collected and read aloud.
Pre- Submittal Conference: • Where possible, verbal answers will be provided. • Responses to all questions will be issued to all Record- Holders by written addendum. • Responses to questions that require further research will be included in the written Addendum.
Pre- Submittal Conference: Key Requirements – Proposal Validity (120 calendar days) – Proposal Format • Submit in 2 volumes • 1+5 copies of each volume + CD • Volume 1, the Technical Proposal • Volume 2, the Business Proposal
Pre- Submittal Conference: Key Requirements Technical Proposal (Volume 1): • Cover Letter • Project Approach • Product Quality and Availability • Ordering Process, Administrative Controls and Accounting Services
Pre- Submittal Conference: Key Requirements Technical Proposal (Volume 1): • Implementation and Ongoing Support and Service; Training • Firm Experience, Product Line and Capacity
Pre- Submittal Conference: Business Proposal (Volume 2): • Cover Letter • Insurance Certificates • Certifications • Exceptions to Contractual Terms • Price Proposal • use SORTA provided spreadsheet only
Pre- Submittal Conference: Evaluation Criteria • Product Quality and Availability • Price • Ordering Process, Administrative Controls and Accounting Services • Implementation and Ongoing Support and Service; Training; • Firm Experience, Product Line and Capacity
Pre- Submittal Conference: Selection/Award Process • Sealed Proposals (not Publicly Opened) • Responsiveness Determination • Selection Committee Evaluation – Evaluate Proposals per Criteria • Competitive Range
Pre- Submittal Conference: Selection/Award Process (continued) • Presentation/Discussions (Optional) – Responsibility Determination – Vendors invited for interviews/website demonstrations will be expected to bring garments comparable to the garments listed for Committee review. • Final Competitive Range • Negotiations
Pre- Submittal Conference: Schedule of Events (estimated) RFP Issued July 2, 2014 Pre-Submittal Conference July 14, 2014 Last Day for Inquiries July 28, 2014 Aug 8, 2014 – 2 PM Proposal Due Date & Time Anticipated Board Action Sept, 2014 Contract Award Oct, 2014
Pre- Submittal Conference: SCOPE/TECHNICAL OVERVIEW
Pre- Submittal Conference: Scope / Technical Overview • Requesting proposals for online purchase of approved items – Traditional store front is desirable, but not required • Website must allow limited access to employees based on employee’s job area • Website must provide varying levels of access and allow for departmental administrators for management purposes
Pre- Submittal Conference: Scope / Technical Overview • Vendor must provide a full-time account representative able to respond and solve problems within a couple of days • Representative must also be available for any necessary website training, fitting/sizing or meetings as requested
Pre- Submittal Conference: Scope / Technical Overview • Upon award, vendor shall set up approved garments in the web-based catalog for purchase • All contracted pricing shall remain firm and fixed for the full duration of the contract. It shall be the vendor’s responsibility to ensure price accuracy on the website.
Pre- Submittal Conference: Scope / Technical Overview • How does your firm track orders once they are placed to ensure timely delivery? • Please indicate how your firm will provide measurements without a store front. • How long is the turn-around time for special order items (altering, adding additional tails, etc).
Pre- Submittal Conference: Scope / Technical Overview • Does the Account Representative or SORTA personnel input employee data into the system? • What is your return policy? Can hemmed items or items that have been altered be returned?
Pre- Submittal Conference: Price Proposal • Vendor must complete the spreadsheet provided by SORTA. • Instructions for completing the price proposal form: 1. ADDITIONAL CHARGES FOR SPECIAL MADE (OR LARGE SIZE) GARMENTS in items 40 to 46 (highlighted in red). Please quote ONLY the ADDITIONAL CHARGE; not the total charge per item. 2. Vendor must fill out cells colored in blue only.
Pre- Submittal Conference: Price Proposal 4. Vendor must fill out cells colored in blue under under Manufacturer and Stock/ Model Number., as applicable 5. Vendor must fill out cells colored in blue under "Unit Price" in USD only. 6. Vendor must attach a printed copy of this Price Proposal to Attachment A- Price Proposal, in their proposal package.
Pre- Submittal Conference: QUESTIONS & ANSWERS
Pre- Submittal Conference: Adjourn
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