RFP: 17-14 PRE-SUBMITTAL CONFERENCE Pre- Submittal Conference: - - PowerPoint PPT Presentation

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,

• rganized 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 Proposal Due Date & Time Aug 8, 2014 – 2 PM 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