18-5826 RFP.pdf

Request for Proposal # 683309

For Laboratory Supplies and Services

Mission Statement

To exceed Member expectations by providing high quality, cost–effective and timely solutions through a diverse portfolio of competitive agreements and value-added services.

This will be accomplished by Members, employees, suppliers and business associates working together in an ethical, efficient, professional and respectful manner.

Issued by:

Laura Perin Vice President, Scientific Category Educational and Institutional Cooperative Services, Inc.

2 Jericho Plaza, Suite 309 Jericho, New York, 11753-1671 Voice: 913-706-3100 E-Mail: lperin@eandi.org

Issue Date: July 6, 2017 Closing Date: August 31, 2017 – 1:00 PM E.T.

mailto:lperin@eandi.org

TABLE OF CONTENTS

Request for Proposal – Table of Contents Page 2 E&I Cooperative Services, Inc.

PART 1 GENERAL OVERVIEW 3

PART 2 SCOPE OF SERVICES 5

PART 3 EVALUATION CRITERIA PROCESS 14

PART 4 PROPOSAL REQUIREMENTS 16

PART 5 PROPOSAL FORMAT AND CONTENT 20

PART 6 SPECIAL CONDITIONS 21

PART 7 FINANCIAL OFFER SUMMARY 33

PART 8 EXECUTION OF OFFER AND MUTUAL

NON-DISCLOSURE AGREEMENT

ATTACHMENT A – General Terms and Conditions 36

ATTACHMENT B – Arizona State University Supplemental Terms & Conditions 41

ATTACHMENT C - University of Southern California Purchase Order Terms & Conditions 53

ATTACHMENT D – Supplier Questionnaire 64

ATTACHMENT E – HUB Forms – State of Texas 65

ATTACHMENT F – Compliance Language - State of Connecticut 66

ATTACHMENT G – Pricing and Discount Sheets 67

ATTACHMENT H – EDGAR Certifications 68

Part 1: GENERAL OVERVIEW

Request for Proposal – Part 1, General Overview Page 3

Part 1 of this document is intended as an explanatory overview only and does not include comprehensive specifications. Additional details and specifications are provided in the sections that follow.

1.1 Description of Cooperative

Educational & Institutional Cooperative Services, Inc. (E&I) is a member owned New York not-for-profit corporation established in 1934 and is governed by a Board of Directors. The Board of Directors is a group of professionals who are elected by the E&I Membership. The Board provides oversight to ensure the Members’ needs are addressed and met. Our Membership is comprised of public and private universities and colleges, community colleges, other affiliated members, K-12, and teaching healthcare facilities throughout the United States.

The power of cooperative purchasing enables E&I to issue competitive solicitations and negotiate contracts for its Members on a wide variety of products and services. E&I currently maintains a large and robust portfolio in the areas of scientific equipment and supplies, furniture, interior furnishings, computer and software, electronics, multimedia, maintenance, food service, office equipment and supplies, transportation and delivery services.

1.2 Purpose and Intent of the Request for Proposal (RFP)

The purpose of this RFP is to establish a cost effective Master Agreement (“Agreement”) which complies with our Member procurement requirements and will provide E&I Members a procurement vehicle to acquire the products and/or services outlined in the Scope of Services in Part 2.

E&I is committed to utilizing purchasing and business practices in accordance with the National Association of Educational Procurement Code of Ethics. The primary goals and objectives of E&I are to: (1) assist our Members to obtain the absolute lowest cost and best value that exceeds other public sector consortia agreements, (2) establish a strategic sourcing partnership with any selected manufacturer(s) and authorized dealers, and (3) enhance our position as the premier Cooperative Purchasing Service for Education.

1.3 Participating Agencies

The University of Southern California (USC) and Arizona State University (ASU) are participating agencies on this RFP. The resulting agreement(s) will be drawn between E&I and the awarded Supplier(s).

1.4 Market Opportunity

By satisfying the above Member needs, the Cooperative anticipates significant Member purchases to be recorded against the resulting Agreement(s). The Cooperative currently has approximately 4,100 Members, comprised of roughly 50% public and 50% private. K-12 school districts, academic healthcare and research institutions have become eligible for membership in E&I. The Cooperative’s expectations are a substantial opportunity for growth (in terms of Member purchases) with competitively awarded Agreement(s) in these markets. There is also interest in utilizing the potential contract by the Participating Oregon Community Colleges (POCC).

Utilizing the resulting agreement(s), E&I’s member purchases are expected to exceed $750+ million within the next four to five years.

1.5 Member Participation

Once the awarded Supplier(s) has been established and the Agreement finalized, individual E&I Members (in some situations Member departments) will review the awarded Supplier’s program and determine their individual participation. The awarded Supplier’s program includes the Agreement along with additional supporting materials (if any) developed by the awarded Supplier(s).

Some Members may have existing agreements now in place. Those Members that do, will consider this program as their existing agreements expire or, if available, may choose to opt out of existing agreements.

The awarded Suppliers(s) shall support and promote the Master Agreement to all E&I Members and validate to those Members how the utilization of this Agreement offers the best value available to the Member.

Part 1: GENERAL OVERVIEW

Request for Proposal – Part 1, General Overview Page 4

The awarded Supplier(s) shall be provided an electronic file listing of E&I Members. Updated versions will be sent as needed. E&I will post the awarded Supplier’s program, in the form of an E&I Agreement, on the E&I internal web site. The E&I web site is password protected and only available to the Members.

Definitions

The following are the definitions of general terms used in this RFP. Additional definitions specific to the scope of service may be found in Part 2, Scope of Services.

• MAY: Indicates something that is not mandatory but permissible/desirable.

• SHALL, MUST, WILL: Indicates a mandatory requirement(s) that must be addressed. Failure to address these mandatory requirements will result in rejection of your proposal as non-responsive. E&I may, but is not required to, reserve the right to request additional information.

• SHOULD: Indicates something that is recommended but not mandatory. If the Supplier(s) fails to provide recommended information, E&I may, at its sole option, ask the Supplier(s) to provide the information or evaluate the proposal without the information.

• MANUFACTURER: Indicates an entity that makes the products from raw materials outlined in this RFP, all of its agents, and employees.

• SUPPLIER(S): Indicates an entity that distributes/furnishes the products and or services of a company, all of its agents, and employees.

• MEMBERS: Includes Institutions, Universities, Colleges (private and public) and K-12 schools that are listed in the E&I record.

• HIGHER EDUCATION: All Universities, Colleges, Healthcare Facilities (private and public) in the United States that provide for advanced learning and/or grant degrees i.e. - Associate, Bachelor, Master, and/or PhD. These Universities, Colleges and Healthcare Facilities may or may not be members of E&I.

• K-12: All School Systems and Districts (private and public) in the United States that provide education for students in Kindergarten through 12th Grade. These School Systems and Districts may or may not be members of E&I.

• EDUCATION: The combination of Higher Education and K-12.

• DAYS: All days specified are based on calendar days unless otherwise noted.

• HUBS: Historically Underutilized Businesses e.g. minority, women-owned businesses (for the State of Texas, Certified HUBS within the State of Texas).

• MWBE: Minority, Woman-owned Business Enterprises.

• NATIONAL AGREEMENT: E&I awards an Agreement which is available throughout the United States (including Alaska and Hawaii).

• REGIONAL AGREEMENT: E&I may elect to award an Agreement by Geographical Areas of the United States. See table below for geographic breakdown:

Contract Region Key States Northeast CT, MA, ME, NH, NY, RI, VT Mid-Atlantic DC, DE, MD, NJ, PA, VA, WV Southeast AL, FL, GA, KY, MS, NC, SC, TN Central AR, IA, KS, LA, MN, MO, ND, NE, OK, SD, TX Great Lakes IL, IN, MI, OH, WI Western AK, AZ, CA, CO, HI, ID, MT, NM, NV, OR, UT, WA, WY

Part 2: SCOPE OF SERVICES

Request for Proposal – Part 2,Scope of Services Page 5

2.1 Statement of Work

It is E&I’s preference to establish a national supply contract for a full-line catalog of Laboratory Supplies and Services. All E&I Members will be eligible to participate in the resulting agreement. If a Supplier(s) chooses to respond to a section(s) of this RFP E&I will also take that into consideration.

The awarded Supplier(s) is expected to be a fully authorized distributor(s) for any of the manufacturers it proposes.

The Supplier(s) is expected to provide Laboratory Supplies and Services as requested by E&I Members. The Supplier(s) must be able to provide service and timely deliveries to all E&I Members and campuses. Direct involvement by the awarded Supplier(s) may be necessary to assist E&I Members in understanding the different types of products/services available and in selecting the best solution to fit their needs.

Laboratory Supplies and Services included in this RFP should include the entire product line offered by the proposer. In addition, as new products and services become available E&I shall work with the award winning Supplier(s) to add the new products to the resulting contract

No systems, products, or services have been excluded from this RFP. All product, supplies and accessories carried in a Supplier’s catalog(s), price book(s) or otherwise available by special order are part of this solicitation.

Supplier(s) are to submit pricing on Attachment G using the pricing structure proposed in this RFP (Section 2.2.3). All discounts offered shall remain firm, unless increased for the benefit of the members, for the duration of the contract, including any renewals and extensions.

2.2 Detailed Products and Services Defined

Supplier(s) are to provide responses and comments for each of the following subsections. Links to websites are not acceptable responses/comments.

2.2.1 Product Description

All proposals should include, but not limited to, all of the following product categories. Supplier(s) to confirm which of the following categories can be provided and any additional products and services offered by the Supplier(s) in this proposal.

• Apparel

• Chromatography

• Chemicals

• Filtration

• Glassware

• Lab Supplies

• Liquid Handling

• Plasticware

****Supplier(s) to provide number of SKUs and manufacturers (excluding 3rd Party relationships) carried that is part of this proposal.****

2.2.2 Tiered Participation Levels, Exclusive Products, and Private Label Products Given the diversity of the E&I Membership, it is important that the Supplier(s) provide flexible and customizable contract options. Our Members have different levels of expectations and needs based upon their purchasing strategies. Our preference is to provide choice to our Membership knowing that some Members may designate this contract as a Primary Supplier Position where others may prefer a Basic supply agreement. The following are the tiers.

• Basic Supplier Status – Access to general catalog discount schedule, market basket pricing, and a Member specific hot list. This Status does not require the Member to commit any spend volume to the supplier.

Request for Proposal – Part 2,Scope of Services Page 6

• Co-Primary Supplier Status – Access to general catalog discount schedule, market basket net pricing, and a Member specific hot list. Additional pricing above and beyond the Basic Supplier Status for catalog discount schedule and market basket pricing and additional financial incentives. This status the Member commits to at least 50% of their addressable spend volume to the Supplier.

• Primary Supplier Status – Access to the general catalog discount schedule, market basket net pricing, and a Member specific hot list. Top level pricing and benefits above and beyond the Co-Primary Supplier Status for the discount schedule, and market basket based on highest usage/spend, and additional financial incentives. This status the Member commits to assign the Supplier as the primary supplier for the addressable spend.

*At the Member’s discretion, the Member may elect to change tier.

Members may choose an alternate option to utilize Exclusive Products and/or Private Label Products Only. Supplier(s) must be able to provide the flexibility to provide an Exclusive Products and Private Label Products Program.

2.2.3 Pricing

Pricing should be proposed according to the following directions, supplemented by the directions in Attachment G. The pricing structure must be complete and easy to understand by the E&I Membership. The pricing structure must contain the tiered participation levels as described in Section 2.2.2.

A. Market Basket

Tabs A and B of Attachment G contain a collective list of 5000 high spend/volume items purchased by a sample of the E&I Membership in the last year. Product specification and estimated volume has been provided. The items in Tabs A and B were separated for RFP evaluation purposes. E&I intends to consolidate both lists into a single “Market Basket” in the finalized agreement with Supplier(s).

Tab A contains a list of OEM products. Please provide net price quotes for all items listed for all three pricing tiers. If Supplier(s) has the exact match of an item in its catalog, it must be included in the submission. If Supplier(s) does not carry an exact match of a product, a technical equivalent may be offered; please provide price quotes in the space designated for technical equivalents. Supplier(s) must provide at a minimum an exact match quote for 65% of the items in this section. E&I, in its sole discretion, may deem the Supplier(s) proposal as non-responsive if Supplier(s) fails to meet this 65% exact match threshold.

Tab B contains a list of Private Label products. Please provide net price quotes for all items listed for all three pricing tiers. Technical equivalents are allowed, however the specifications and performance for all offered technical equivalents must meet or exceed the item requested.

B. Category Discounts

Tab C of Attachment G contains a list of broad product categories. To help suppliers understand the scope of these product categories, Attachment G-1 has been provided to outline a category spend profile and listings of items associated with each product category.

Attachment G-1 is for informational purposes only; Supplier(s) are NOT to respond to Attachment G-1. E&I does not anticipate that each respondent will be able to provide all products listed within Attachment G-1. In this section, you are proposing an overall weighted average discount for all of the items in your catalog that would logically be placed in each provided category for each Tiered Participation Level. The Weighted Average Discount will be measured on an annual basis, in total, for all Category Discounts, with the exception of Market Basket items. In order to further maximize the value of the contract(s) resulting from this RFP, E&I intends to explore additional discount categories the awarded Supplier(s) may offer to E&I’s membership.

Request for Proposal – Part 2,Scope of Services Page 7

When new products are added to Supplier(s) product portfolio, it is the Supplier’s responsibility to alert E&I and ensure competitive pricing is offered via the Category Discounts. If contractual changes are necessary to maintain competitive pricing, all changes must be mutually agreed upon.

Please create a “test environment” for this RFP on your website where the Discount Categories can be viewed and audited. The discount schedule must be loaded into the “test environment”. Provide account numbers for this test environment. All items must be priced based upon a List Less methodology. The Supplier’s List Price and Sell Price must both be reflected in the test environment.

C. Member Specific Hot Lists Given the diversity of the E&I Membership, it is important that the Supplier(s) provide flexible and customizable options, including Member Specific Hot Lists. Supplier(s) shall work directly with the Member to create Member Specific Hot Lists. The purpose of the Member Specific Hot List is to provide the Member with better pricing that is unique to their institution. Member Specific Hot Lists may contain the same items as the Market Basket, however the price for the Member Specific Hot List must be lower than the Market Basket for the Member’s Tiered Participation Level. Member Specific Hot Lists may contain different quantities of items for each Tiered Participation Level. Define and describe your proposed Member Specific Hot List solution.

D. Price Increases and Decreases

Market Basket pricing must be held firm through December 31, 2018. Thereafter, increases to the Market Basket are allowed once per calendar year with prior approval from E&I before implementation. Any additions/deletions and price changes shall be reviewed and mutually agreed upon on an annual basis (calendar year). Price increase requests shall be submitted

(60) days in advance of the increase requested date. Maximum allowed increases shall not exceed 2% on an aggregate basis annually and must be accompanied with supporting documentation to justify any increase. E&I reserves the right to decline any request for price increases.

Category Discounts resulting from this agreement will remain firm for the duration of the agreement, unless otherwise agreed upon by both parties.

Member Specific Hot List pricing shall remain firm each calendar year. Any additions/deletions and price changes shall be reviewed and mutually agreed upon by Supplier(s) and the Member on an annual basis. Annual SKU level usage must be provided to the Member by the Supplier(s). The maximum allowed increase shall not exceed 2% on an aggregate basis annually and must be accompanied with supporting documentation to justify any increase. The Member may utilize E&I for assistance in annual price review and approval.

All price reductions announced by a manufacturer are to be applied on all orders placed by members after the manufacturer’s announcement.

E. Member Specific Quotations and E&I Special Promotions

At times it may be necessary for the Supplier(s) to provide the Member with a Quotation for a specific product and/or large order. Please describe your pricing methodology, strategy and purpose for providing Member Specific Quotations and E&I Promotions. These Quotations

Request for Proposal – Part 2,Scope of Services Page 8 and Promotions pricing will be lower than the Market Basket and Member Specific Hot List Pricing. Provide the general specifics on the length of time that this pricing shall be valid.

F. Additional Discounts, Incentives, and Value

In Tab A of Attachment G-2, please propose any additional discounts, incentives, and/or value offered to Members and/or E&I. Examples have been added to the attachment.

Additional volume and other price discount options are invited, which can distinguish between individual order minimum quantities, cumulative volume discounts, and other discount terms that may be defined by the proposer.

Additional equipment, accessories and or supplies that are not specifically covered in this RFP, but are related to the overall scope, may be offered and considered part of the E&I Agreement.

For avoidance of doubt, products where E&I has agreed pricing direct with the manufacturer (with Seller acting as distributor) then such products shall be priced on the basis of the agreement between E&I and the manufacturer.

Any promotion, enhanced/special pricing, and/or quotations for products and services at any time for all orders shall be considered part of the E&I Agreement and Supplier(s) shall report as regular sales as well as pay E&I the Contract Administrative Fee (CAF).

2.2.4 Solutions

It is important to know all the various solutions in which the Supplier(s) can assist the Members and offer added value services in the proposal. The Supplier(s) is required to make available under any resulting agreement any special product or service offerings and promotions made available by the manufacturer or distributor. All of the following will be considered part of the awarded E&I agreement; Supplier(s) shall report sales and pay E&I the Contract Administrative Fees (CAF).

Describe fully the following and any additional solutions.

- Life Sciences

Describe your solution as it relates to products and services associated with the discipline of Life Science Research within the education market. These research disciplines include Cell Biology, Genomics, Proteomics, and Applied Microbiology. Include a high level overview of your capabilities including the various brands you support as well as your strategy to support this market with an E&I solution.

- Laboratory Chemicals Describe your solution as it relates to laboratory chemicals, services and supporting resources within the education market. Include your strategy to support the education market with an E&I solution.

- Healthcare/Clinical Describe your solution as it relates to Healthcare/Clinical spend in the education market. Include a high level overview of your portfolio and services as well as your strategy to support this market with E&I.

- Laboratory Services Describe your solution as it relates to Laboratory Services within the education market. Include your services to support procurement and supply management, consulting services, equipment and instrumentation services, laboratory support facility solutions, chemical tracking, asset management, etc.

Request for Proposal – Part 2,Scope of Services Page 9

- Additional Solutions Describe any solution that your company offers that has not been previously requested in this RFP document that may be unique to your organization that you believe would be of value to the E&I Membership. Describe any corporate strategies, including other divisions within your organization and/or strategic supplier relationships, that you believe would make a significant impact to support the E&I Membership. Describe these strategies including how the E&I Membership could take advantage this solution(s).

2.2.5 Member Specific Agreements

Supplier(s) must allow Member Specific Terms and Conditions, which includes customized pricing and terms and conditions. Supplier may also work with the Member on specific business needs and solutions.

2.2.6 Restocking Fee

There shall be no restocking fee.

2.2.7 Customer Service

E&I has listed the following preferences as it relates to customer service responsibilities. Describe your capabilities for Customer Service keeping in mind the following:

• Identify unique aspects of your service model that differentiates your organization and would be a benefit to the E&I Membership in meeting its lab supplies needs.

• E&I Members have expressed that they require dedicated knowledgeable experienced representatives with quick turnaround to inquiries.

• Number and location of the distribution centers

• Dedicated toll free access number

• Web chat capable customer service

• Change Order, Exchanges, and Cancellations ( provide your policy)

• Describe the policy and procedure for invoice discrepancies

• Customer service responsiveness – same day response to phone and e-mail inquiries

• Describe how your customer service representatives are qualified/trained to respond to questions regarding the resulting Agreement (if awarded).

• Describe your internal metrics for customer service.

2.2.8 Customer Experience

E&I Members have expressed a strong interest in having a user friendly customer experience throughout the term of the contract. Supplier(s) to provide details of customer experience. How does the customer experience differentiate from your competitors? A demonstration of these capabilities may be required. Supplier(s) to describe the capabilities of the following:

• User friendly and intuitive website that has the ability to support an e-commerce punch-out environment

• Website Speed

• The website must allow Members to search the Supplier’s catalog based on keyword, brand name, description, manufacturer number, supplier number, etc.

• Search filter capabilities available on the website

• Contract pricing accurately represented on the website

• The ability to take quantity into consideration when generating pricing

• The ability to provide tracking and order information after an order is submitted

• Technical Product Support

• Downloadable/exportable invoices

• Order history search with details

• Suggested lower price alternate products on website

• MSDS requests

• Describe the quote-to-invoice process

Request for Proposal – Part 2,Scope of Services Page 10

• Training, at no additional cost, on the basic use of the website, performing searches, ordering, invoicing, credits, etc.

• Provide sample screen shots of existing websites created for other customers.

2.2.9 E-Procurement

Please provide your e-Procurement strategy for punch-out and hosted catalogs. Supplier(s) to also describe the following:

• Web and B2B Integration Technical Support

• Capabilities

• Customer Service (phone, e-mail, and webchat)

E&I Members may have specific requirements as to what they want published on their catalog that is accessible to their institution. They may want to block certain manufacturers or product lines in order to participate in the agreement. Respondent must provide their solution/flexibility to meet these requirements.

2.2.10 Contract Support

E&I provides national contracts for all of our Members. It is important that the Supplier(s) provide strong contractual support for E&I. In addition, our Members may require local support. It is also important that the Supplier(s) provide local support. Describe your strategy supporting E&I and each E&I Member. Please keep in mind the following.

• Please describe your communication plan that is used to develop a mutual strategy and maintain existing large contracts within your organization. Please include the structure around routine conference calls, business meetings, and project management communication tools.

Additionally, include the communication plan around national initiatives as well as specific Member initiatives that are necessary to support the overall strategy of E&I and the Supplier(s). Please include two example of where you have successfully implemented this type of contract support with other customers.

• E&I requires a fully dedicated supplier(s) representative to support E&I. This individual must have national responsibility that supports all the E&I Members and the ability to promote and influence the strategy within their own organization. Please provide an organization chart and a brief job description of the dedicated representative.

• Supplier(s) shall provide a national/management level representative with the authority and responsibility to ensure that the Supplier’s Commitments to the E&I Master Agreement are maintained at all times and this representative will not represent any other GPO agreement.

• Detail how company representatives will support any resulting agreement with individual E&I Member campuses.

• Describe how you will assign staff to support the resulting contract (i.e. technical staff, customer service representatives, and regional/local sales representatives).

• Describe how you will provide ongoing training to your staff to support the resulting Agreement.

• E&I Members may already be set-up with a competitor for Lab Supplies. If the E&I Member chooses to switch/add your company, a strong implementation plan will be needed. Please describe the implementation plan and support.

• Describe strategy for 2-year versus 4-year institutions

• Supplier(s) to provide training to E&I to support the contract as requested.

2.2.11 Supplier Expertise

It’s important for E&I and the Membership to understand a Supplier’s expertise and reliability. This can serves as a good indicator of quality results. Supplier(s) to address the following.

• Supplier(s) must have been in business for a minimum of five years providing Laboratory Supplies on a regional or nationwide basis. Supplier(s) to provide number of years of experience in lab supply distribution.

• Supplier(s) to provide in detail knowledge and experience in providing products/services as required in this RFP. Include business history, description of current service area, and customer base.

Request for Proposal – Part 2,Scope of Services Page 11

• It is E&I’s preference to have a national agreement. Supplier(s) to provide geographic regions serviced.

• Supplier(s) to include how frequently new technologies are incorporated to improve efficiency, quality, and customer experience. Please provide examples.

• Respondent to provide the investments the Supplier(s) has made in the last three years in logistics, personnel, product assortment, and technology programs

• Supplier(s) to provide the number of customers on punch-out enabled systems such as SAP and Jaggaer, formerly SciQuest (and others); provide implementation plan.

• Supplier(s) to provide the number of catalog and category items. Supplier(s) to include the Supplier’s estimated market growth of these categories over the next ten years.

2.2.12 Reports

Visibility and transparency are important to E&I and its Members. Upon request and within a reasonable time frame, Supplier(s) should be able to provide the following reports to the E&I Member and E&I:

• Supplier(s) must be able to provide customized Member sales and usage reports to the requesting E&I Member, which should include, but not limited to, manufacturer name, manufacturer part number, supplier part number, description, category, unit of measure, quantity ordered, purchase order number, invoice number, price, order date, order method, tracking information, etc.

• Total sales history and total diversity business

• Backorder Reports

• Supplier(s) and E&I Member will work together to create reports as needed and compatible with Supplier systems.

• Supplier(s) MUST provide quarterly usage reports for the aggregate E&I Membership participants to E&I Cooperative Services, which must include, but not limited to, Member name, manufacturer name, manufacturer part number, supplier part number, description, product category, unit of measure, quantity ordered, etc. This requirement is separate from the Report of Sales as listed in Section 6.4.1. In addition, Supplier(s) must be able to provide a spend summary report by category and any other reports E&I may request.

2.2.13 Delivery

Timely delivery is important to the Members and may be a consideration for award of the agreement.

It is essential for the Supplier(s) to indicate their capabilities to deliver as needed and their willingness to work with each Member to assure their requirements are met.

• It is expected that deliveries shall be made within 5-7 business days from the date of order, with the exception of high volume products. Market Basket and Hot List Products should deliver within 48 hours after receipt of order. Supplier(s) to provide delivery lead time and delivery method.

• Backorder products are products which have exceeded the promised delivery date and actual delivery time. It is expected that the Supplier(s) will be proactive in minimizing backorder products.

• Shipping shall be FOB Destination, prepaid and allowed.

The expectation is that there would be no additional charges.

• Please provide the percentage of orders that are drop shipped.

2.2.14 K-12

E&I’s K-12 Membership has been growing and will continue to do so. As a result, it is important that the resulting Agreement includes K-12 capabilities. Please describe your capabilities in K-12 including your portfolio, sales marketing, etc. Define how you will support E&I in the various activities including Contract Support.

Request for Proposal – Part 2,Scope of Services Page 12

2.2.15 Affiliate Program

The Affiliate program includes products and services that should also be made available to any entity affiliated with an enrolled E&I Member and must be approved by the E&I Member (i.e. incubators, etc.). Supplier(s) must confirm if an Affiliate Program would be included in the Agreement if awarded.

2.2.16 Ongoing Cost Savings Initiatives

E&I and their Members are interested in all cost savings initiatives. The expectation is that the awarded Supplier(s) will work with E&I and the Members to locate all cost savings opportunities.

Open collaboration and communication is key to achieving this objective. Please address the following in your response.

• Describe what E&I can do to help drive down cost to provide competitive pricing.

• Describe any cost savings initiatives where E&I can help reduce the Supplier’s cost.

• Describe any ways that the Membership can help lower the Supplier’s Supply Chain Cost.

• Describe your strategy around cost savings for both E&I and the Membership including an implementation plan, timeline, tracking and communication tools. Please provide two examples of where you have done this before and include two references.

2.2.17 Supplier Relationship Management Program (SRM / OEM Strategy) and Supply Chain

Management E&I and Members are interested in having a distributor that truly manages the manufacturers it distributes. Supplier(s) is expected to continuously negotiate with manufacturers to obtain improved discounts and extend improved pricing to E&I Members. In addition, it is critical that the Supplier(s) has an effective Supply Chain Strategy. Describe your capabilities in these areas. Please consider the following:

• Supplier(s) to provide program and strategy that would be utilized.

• E&I to be included in discussions with Supplier and Manufacturer.

• Frequency of Supplier meetings with the manufacturers.

• Manufacturer Special Price Quotes must be applied to the awarded contract. How and when are the Manufacturer Special Price Quotes applied?

• Manufacturer Special Price Quotes must be applied to all Members

• Describe your Supply Chain Process including Technology used for Supplier Integration and

Supplier Requirements.

• Please provide Customer examples of where you have implemented an effective Supplier

Relationship Management Program and Supply Chain Process. Provide two references.

2.2.18 Warranty

Supplier(s) shall describe all standard and enhanced warranties for all equipment being proposed.

Lifetime warranties shall remain in force regardless of whether the resulting agreement is still in place.

2.2.19 Sustainability

Sustainability is an important concern for E&I Members. Provide a comprehensive discussion of your company’s corporate and local sustainability practices for the entire scope offered in your proposal.

The Supplier(s) to address environmental concerns related to the purchase of products made of recycled materials, general waste reduction, offering products made of post-consumer recycled materials, offering products that are easily recycled through Member programs, packaging reduction, reduction of operating and maintenance costs, improved energy efficiencies, use of ‘green’ products, efforts to reduce consumption of energy and water, and efforts to reduce adverse effects on human health and the environment for the entire product life cycle. Include your recommendations to reduce the environmental impact and create efficiencies. What measures are used to assess progress made to meet the sustainability goals?

Request for Proposal – Part 2,Scope of Services Page 13

2.2.20 Supplier Diversity

Supplier(s) to describe utilization and consideration of Historically Underutilized Businesses (HUB’s) and Small Business Enterprises as defined by the Small Business Administration (SBA). Does your company currently have any programs that support these organizations? If so, describe how the resulting contract could be included? How will the Supplier(s) support our Members’ needs around MWBE goals and objectives?

Part 3: EVALUATION CRITERIA PROCESS

Request for Proposal – Part 3, Evaluation Criteria Process Page 14

Any contract(s) resulting from this Request for Proposal will be awarded in writing to responsive and responsible bidders whose proposal, in the opinion of the evaluation team, offers the greatest benefit to our members when considering the total value including the quality, service levels, customer service and total cost (including any trade, prompt payment discounts, and other miscellaneous charges).

3.1 Evaluation Information

3.1.1 All proposals should be complete to be considered responsive. If the proposal fails to conform to the requirements of the RFP, E&I and/or the RFP Team will determine whether the variance is significant enough to consider the proposal.

3.1.2 As part of the evaluation process, E&I may require a demonstration/presentation before the award is made and the demonstration/presentation may be considered as an additional factor in award. Selected Supplier(s) shall be given a script and/or instructions for the presentation in order to provide the evaluation team further insight regarding their proposal and to clarify any issues. Failure of a Supplier to conduct a presentation on the date scheduled may result in rejection of the Supplier’s proposal. In addition, E&I may decide to make site visits, as needed, during the evaluation process which shall be coordinated with the respective Suppliers.

3.2 Evaluation Criteria

E&I evaluates responses based upon the Best Value a Supplier can provide the E&I Membership. E&I Members have identified the following factors as important in evaluating the merits of an Agreement:

Criteria Section Pricing and Terms that provide for increased discounts and lower overall cost 2.2.3 Pricing Structure, Attachment G

Additional Discounts, Incentives, and Value 2.2.3F Attachment G-2

Breadth and Depth/Products

2.2.1 Product Description (# of SKUs & Manufacturers -

excluding 3rd Party), 2.2.3A Market Basket

Breadth and Depth/Value Added Solutions 2.2.4 Solutions Supplier’s Qualifications and Capabilities 2.2.5 Member Specific Agreements

2.2.7 Customer Service

2.2.8 Customer Experience

2.2.9 E-Procurement

2.2.10 Contract Support

2.2.11 Supplier Expertise

2.2.12 Reports

2.2.13 Delivery

2.2.14 K-12

Attachment D Supplier Questionnaire Adherence to RFP Terms and Conditions/Compliance Section 6

Attachment A Added Value and Services 2.2.15 Affi l iate Program

2.2.16 Ongoing Cost Savings Initiatives

2.2.17 Supplier Relationship Management Program

(SRM/OEM Strategy) and Supply Chain Management

Warranty, Support, and Maintenance 2.2.18

Attachment D Supplier Questionnaire Sustainabil ity and Supplier Diversity 2.2.19 Sustainabil ity, 2.2.20 Supplier Diversity

Attachment D Supplier Questionnaire

Part 3: EVALUATION CRITERIA PROCESS

Request for Proposal – Part 3, Evaluation Criteria Process Page 15

3.3 E&I Supplier RFP Response Questionnaire

As part of your proposal submission, Suppliers must complete the MS Excel questionnaire document included in Attachment D in this RFP. All sections of the questionnaire MUST be completed to be considered for evaluation. Your responses to these questions will be utilized to evaluate your proposal as outlined above.

Part 4: PROPOSAL REQUIREMENTS

Request for Proposal – Part 4, Proposal Requirements Page 16

This portion of the RFP includes a schedule of events and requirements Suppliers must follow in submitting their proposals. It further identifies how questions can be raised and will be addressed. Finally, this portion of the RFP identifies the specific rights reserved by E&I and other restrictions imposed on the RFP Process.

4.1 Tentative Schedule of Events

The timeline associated with this RFP is provided below:

Activity Due Date

Request for Proposal issued 7/06/2017 Pre-Proposal Conference to be held Teleconference (optional).

RSVP to cbelzer@eandi.org by July 10, 2017.

Dial-In Information: 1-855-244-8681, Conference Code: 648 434 506

7/13/2017 –2:00 PM ET

Deadline for submission of RFP–related written questions 07/26//2017

E&I Response to RFP-related questions 08/02/2017

1 P.M. ET Deadline for Receipt of Proposals (“Receipt”) (See Section 4.2 for detailed submission requirements) 8/31/2017

Evaluation, Clarifications, Presentations, Best And Final Offer (BAFO) and Negotiations 11/15/2017

Anticipated Award(s)/Letter of Intent (LOI) 12/14/2017

Acceptance and Execution of Agreement 2/01/2018

Implementation 03/01/2018

4.2 Requirements for Return of Proposal Responses

Supplier must submit the proposal in two separate envelopes as follows:

A. First Envelope – Signed proposal response ONLY, excluding pricing, and marked “RFP 683309 – Proposal Response”.

• Two (2) ‘originals’ and ten (10) additional copies of the proposal response (duly marked), each submitted in a three (3) ring binder and signed by a representative authorized to sign the proposal on behalf of Supplier, excluding “Tab 5 – Pricing”, Part 7, and Attachment G-H.

• One (1) electronic copy of the RFP response, submitted in MS Word (read-only) and the Questionnaire in MS Excel formats, on a USB flash drive, excluding “Tab 5 – Pricing”, Part 7, and Attachment G-H.

B. Second Envelope – Pricing ONLY, in separate sealed envelope within proposal package marked “RFP 683309 – Pricing.”

• Two (2) ‘originals’ (duly marked) of “Tab 5 – Pricing”, Part 7, and Attachment G and ten (10) additional copies.

• One (1) electronic copy of pricing files submitted in MS Excel format, on a separate USB flash drive.

Each of the required copies, ‘Originals’ and electronic, must comply with the format specified herein. In the event of discrepancy between the Suppliers’ submissions, the ‘original’ copy of the submission shall prevail.

Fax or email submissions will not be accepted. Failure of the Supplier to submit the files in the proper format will result in rejection of your entire proposal.

4.2.1 Proposals must be received by the Receipt of Proposals date specified in the Schedule of Events above at E&I’s office listed on the RFP cover page.

Each Supplier is solely responsible for the timely delivery of its proposal. Failure to meet the proposed date and time shall be grounds for rejection.

mailto:cbelzer@eandi.org

Request for Proposal – Part 4, Proposal Requirements Page 17

4.2.2 The Request for Proposal (RFP) number should be clearly marked on the outside of the sealed package.

4.2.3 Office hours for receipt of proposals are: Monday through Thursday, 8:30 A.M. through 4:00 P.M ET.

Proposals shall be submitted by mail, courier or delivered in person at the address indicated on the RFP cover page prior to the closing time set for receipt of offers, as determined by the reported time in E&I’s main office.

4.2.4 A Supplier may withdraw or modify its proposal prior to the Receipt of Proposals Deadline. Proposals submitted prior to the Receipt of Proposals Deadline may be modified or withdrawn only by written notice to E&I; no oral modifications will be permitted.

Any modifications to a previously submitted proposal:

• shall be in writing and in the same manner and form as required by this RFP

• shall be contained in a sealed envelope, clearly marked with the RFP number and “Modification of

Proposal” notation

• will be corrected in accordance with such written request at the opening of the proposal

4.2.5 All submitted proposals constitute an offer by each respective Supplier and shall remain irrevocable for a period of 180 days following the Submission Deadline.

4.3 Pre-Proposal Conference

A Pre-Proposal conference may be held in person or via teleconference call. Supplier participation in the conference is optional, but is strongly encouraged. Suppliers wishing to participate should RSVP in the Schedule of Events (Section 4.1).

E&I reserves the right to schedule additional conference calls as needed at a later date prior to the due date of the proposal.

4.4 Rights Reserved by E&I and Restrictions on RFP Process

4.4.1 E&I reserves the right to issue Addenda to this RFP at any time prior to the “Receipt” date;

acknowledgement of such Addenda must accompany the RFP response as a part of the proposal as instructed in Part 5, Section 5.2.

4.4.2 E&I reserves the right to reject any or all proposals or any part thereof.

4.4.3 E&I reserves the right to make an award and/or multiple awards by section, in whole, or to make no award.

4.4.4 E&I recommends that a Supplier’s initial proposal reflect its most favorable terms. E&I reserves the right to negotiate with any Supplier(s) and to arrive at its final decision and/or to request additional information or clarification on any matter included in the proposal.

4.4.5 If this RFP is regional in scope, E&I, upon mutual agreement of the Supplier, may expand the

Agreement to additional regions* or nationally* (*see Definitions - Part 1, Section 1.5).

4.4.6 E&I, in its sole discretion, reserves the right to waive any irregularity or minor variance in any proposal received, including but not limited to obvious mathematical errors in extension of pricing, failure to date the proposal, or failing to execute any certification not considered salient to price, delivery or acceptance of an agreement award.

4.4.7 E&I reserves the right to select the most responsive Supplier(s) without further discussion, negotiation, or prior notice.

Request for Proposal – Part 4, Proposal Requirements Page 18

4.4.8 E&I may presume that any proposal is a best-and-final offer.

4.4.9 E&I reserves the right to delete specific line items in order to provide a basis for an evaluation of the prices quoted by all Suppliers.

4.4.10 E&I will not pay for any information requested nor is it liable for costs incurred by the Supplier in responding to this request. Elaborate proposals (e.g. expensive artwork) beyond that sufficient to present a complete and effective proposal are not necessary or desired.

4.4.11 Any discussion with E&I personnel, other than the Contract Lead or Contract Specialist, regarding this RFP while the RFP is in progress (from the time Supplier receives this RFP until final award is made) is strictly prohibited. Such contact and discussion may result in disqualification of Supplier’s proposal.

4.4.12 E&I is the sole owner of all data and information contained within the RFP document and accompanying attachments. Supplier shall use this information exclusively to prepare a proposal.

Supplier should not disclose this information to any other firm or use it for any other purpose unless required by law or legal process.

4.4.13 There will be a public opening at the time and date the proposals are due at E&I Cooperative

Services, 2 Jericho Plaza, Suite 309, Jericho, NY 11753.

4.4.14 All proposals and related information submitted become the property of E&I; they will not be returned and may be subject to disclosure under the Freedom of Information Act, Open Records laws or other laws existing in E&I Members’ states. As such, proposal(s) may be released to third parties, without prior notice to Supplier(s), as required to comply with legal requirements.

4.4.15 Suppliers must clearly mark “Confidential” on any portion of their respective responses which are considered to contain confidential or proprietary information.

4.5 Questions and Clarification

Any questions regarding this RFP must be directed via email to the Contract Department Lead as noted on the cover page of this document or the Contract Manager, Christine Belzer at cbelzer@eandi.org.

All questions must be received no later than the deadline for submission of RFP –related written questions, as noted in the Schedule of Events.

4.5.1 A Supplier is expected to raise any questions, exceptions or concerns they have regarding the RFP. If

Supplier discovers any significant ambiguity, error, conflict, discrepancy, omission or other deficiency in this RFP, Supplier should immediately notify the Contracts Department Lead via email of the deficiency and request modification or clarification of the RFP document.

4.5.2 Any questions and responses specific to the terms and conditions, process, procedures, language, specifications and other parts of the RFP may be made public and may be shared with other Suppliers in the form of an addendum to the RFP. Questions and responses that contain proprietary information will be answered confidentially.

4.5.3 Questions and answers will be provided via e-mail or if needed, posted on the E&I web site.

mailto:cbelzer@eandi.org

Request for Proposal – Part 4, Proposal Requirements Page 19

4.6 Proposal Innovation & Improvements

Although a proposal response format has been provided, it is not intended to limit Supplier’s innovative response to this RFP. Innovative ideas, new concepts, and alternative partnership arrangements falling outside the specifications of this RFP may be considered. For example, these might include unique business features, special services, discounts or terms and conditions unique to each Supplier. E&I may accept an offer under this RFP that demonstrates such a significant change or improvement that it considers being a breakthrough advancement to the products, services or equipment being sought. Such proposals may be considered as providing added value/incentive.

In addition, the Supplier may offer improvements/additions to the minimum needs and requests stated in this RFP. For example, the Supplier may offer improvements to the contract administrative fee requirements, assignment of existing sales volume, additional marketing support fees, usage rebates to our members, or other forms of incentive programs. E&I reserves the right to explore/negotiate for such additional improvements as we move through the process of RFP response, evaluation, clarifications, negotiations, “best and final”, to final award.

Part 5: PROPOSAL FORMAT AND CONTENT

Request for Proposal – Part 5, Proposal Format and Content Page 20

This portion of the RFP includes instructions on the format Suppliers must follow in…