10-RFQ 26-2-14301 Vol 2 Bid Submittal Instructions.pdf
PDF 125 KB Posted
- Attached to
- Uniforms and Clothing
- Solicitation number
- 26-2-14301
- Issued by
- Madison County, Illinois
About this file
This is a Bid Submittal Instructions document for Request for Quotation (RFQ) No. 26-2-14301 issued by the Agency for Community Transit in Pontoon Beach, Illinois, for uniforms and clothing procurement. The solicitation seeks to establish a 5-year contract for the purchase and delivery of uniforms and clothing on an as-needed basis for eligible employees. The document outlines mandatory bid submission requirements and procedures but does not specify item quantities, response dates, bid due dates, site visits, bidders' conferences, or award dates within this particular volume.
All bids must be submitted electronically through the Bonfire portal (mct-act.bonfirehub.com) by the specified bid deadline. Required submissions include the Solicitation, Offer and Award Form signed by a duly authorized representative; a References Form demonstrating experience with public-sector or transportation organizations; a Project Manager Form identifying the primary account representative; a description of the proposed secure web-based ordering and account management portal with specific functionality capabilities; product information for any substitutions or variances not previously approved; and a completed Bid Price Form with unit prices for all line items. Unit prices must be traceable to line items in the Scope of Work and include all costs such as garments, logos, employee name application, standard alterations, packaging, and F.O.B. destination delivery, unless expressly identified as separate fees on the Bid Price Form. Estimated annual quantities are provided for evaluation purposes only and do not constitute minimum purchase commitments or guaranteed order volumes.
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Agency for Community Transit Uniforms and Clothing No. 26-2-14301
Bid Submittal Instructions Page 1 of 2
VOLUME 2. BID SUBMITTAL INSTRUCTIONS
2.1. BID OPENING
Bids for RFQ’s are not publicly opened. The successful bidder, if any, will be posted in the Bonfire portal after contract award.
2.2. BID DELIVERY AND ACCEPTANCE INFORMATION
The Owner requires that bids are submitted electronically via the Bonfire portal at mct-act.bonfirehub.com. Bids submitted in any manner other than through the Bonfire portal will not be accepted. As a condition of bid responsiveness, the following completed forms and requested information are required by the bid deadline.
The following forms must be UPLOADED TO OR COMPLETED IN THE BONFIRE PORTAL by the bid deadline and must be in the format as instructed in Bonfire. Bidder must use the Owner’s supplied forms.
These forms can be signed manually or electronically.
1. Solicitation, Offer and Award Form. The person signing the bid on behalf of the Bidder must be the duly authorized representative of the Bidder and have the requisite authority to do so.
2. References Form. Bidder shall provide references using the Owner supplied form. References should demonstrate experience furnishing uniforms, workwear, branded apparel, account management, fitting services, order fulfillment, and related support services for public-sector, transportation, not-for-profit, or similarly situated organizations.
3. Project Manager Form. Bidder shall identify the primary Project Manager or account representative who will coordinate monthly fittings, orders, delivery, issue resolution, portal support, and contract communications with the Owner.
4. Online Ordering and Account Management Portal Information. Bidder shall provide a concise description of the secure, web-based ordering and account management portal proposed for use by the Owner's authorized personnel.
a. The description shall confirm the ability for authorized Owner personnel to place and manage orders, track employee uniform allowance balances and remaining allotments, review order status, access order history by employee, department, and purchase order, and generate reports for reconciliation, budgeting, and audit support.
b. The description shall identify any browser, account setup, user role, access control, security, training, and technical support requirements.
c. Bidder may include screenshots, a short written workflow, or other supporting documentation to demonstrate portal functionality. The portal is for authorized Owner personnel and is not intended for direct ordering by drivers or other employees unless expressly authorized by the Owner.
5. Approved Equal, Substitution, or Variance Requests. The Bidder shall provide product information for each uniform and clothing item offered that has not been previously approved by the Owner per Volume 6 Scope of Work, Attachment 2. Information must demonstrate that the proposed product(s) meet or exceed the minimum specifications in the Scope of Work. The product information should include manufacturer, brand, style number, catalog number, or other clear product identification.
Bidder shall ensure each substitution request is identified or labeled with the respective Scope of Work or Bid Line # for the Owner’s evaluation.
6. Bid Price Form. Unit prices shall be traceable to the line items listed in the Scope of Work and shall include all costs required to provide the item in accordance with the Contract, unless a separate fee is expressly identified in the Bid Price Form. Bidder must provide pricing for all line items and fee schedules identified on the form. Enter the item brand and style code for all lines. Estimated annual quantities are provided for bid evaluation and planning purposes only and do not constitute a minimum purchase commitment or guaranteed order quantity.
https://mct-act.bonfirehub.com/
Agency for Community Transit Uniforms and Clothing No. 26-2-14301
Bid Submittal Instructions Page 2 of 2
a) Bidder shall provide a unit price for each required uniform and clothing line item.
b) Unit prices shall include the garment or item, required logo and/or employee name application, standard hemming or alterations required by the Scope of Work, packaging, delivery F.O.B.
destination, and all other costs necessary to provide the item in accordance with the Contract, unless the Bid Price Form expressly allows a separate fee.
c) Separate fee pricing, if any, shall be provided only where requested by the Bid Price Form, including, e.g. premium/extended-size charges, monthly fitting service charges, and Driver Accident Free Patch sew-on/removal charges.
d) Where the Bid Price Form contains a separate extended-size line item with unit price including the premium charge, Bidder shall not also apply a premium/extended-size fee for that same item.
7. If any addenda to the solicitation have been issued, you will be asked to confirm your receipt of each addendum.
[End of Document]
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