2-RFQ 26-1-14601 Vol 2 Bid Submittal Instructions.pdf
PDF 125 KB Posted
- Attached to
- Cafeteria Plan Administration Services
- Solicitation number
- 26-1-14601
- Issued by
- Madison County, Illinois
About this file
This is a Bid Submittal Instructions document for the Agency for Community Transit in Illinois, soliciting qualified organizations to provide Cafeteria Plan Administration Services under RFQ No. 26-1-14601. The solicitation seeks a third-party administrator for the Agency's two employee flexible benefits plans, which are intended to qualify as Cafeteria Plans under Section 125(d) of the Internal Revenue Code. The selected contractor will be responsible for timely administration and management of both plans. Bids must be submitted electronically through the Bonfire portal at mct-act.bonfirehub.com, and bids will not be publicly opened; however, bid tabulation will be made publicly available in Bonfire following an award determination, if any. The document does not specify response deadlines, site visits, bidders' conferences, award dates, or contract term details.
Bidders must submit all required documentation including a Solicitation, Offer and Award Form; technical documentation comprising a cover letter, response to Scope of Work requirements, and detailed qualifications and experience; and a completed Bid Price Schedule with unit prices for each line item, with payment to be made based on actual quantities multiplied by the Unit Price. Contractors must be licensed to conduct Flexible Benefits Plan Administration Services in Illinois. The instructions require bidders to identify all personnel assigned to the contract, who must be independent of the Owner, and to provide detailed information regarding any subcontractors, including oversight procedures. Bidders may optionally propose a separate fee schedule for direct costs or expenses tied to completed deliverables. Any addenda issued to the solicitation must be acknowledged by the bid deadline.
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Agency for Community Transit Cafeteria Plan Administration Services No. 26-1-14601
Bid Submittal Instructions Page 1 of 2
VOLUME 2 BID SUBMITTAL INSTRUCTIONS
BSI 1. BID OPENING
Based on the estimated project cost, bids will not be publicly opened. The bid tabulation will be publicly available in Bonfire once an award is made, if any.
BSI 2. BID DELIVERY AND ACCEPTANCE INFORMATION
The Owner requires that bids are submitted electronically via the Bonfire portal at mct-act.bonfirehub.com.
Bids will be date and time stamped by the Bonfire portal. This is not a firm deadline, so if a small amount of additional time is needed to prepare and submit a bid, as a courtesy please send an email to mctbid@mct.org.
Bids submitted in any manner other than through the Bonfire portal will not be accepted. Bidders are advised that the forms contained in this RFQ are required to be used for submission of a Bid.
As a condition of bid responsiveness, the following completed forms and requested information are requested by the bid deadline. Failure to submit a complete bid, including all required forms, certifications, acknowledgements, product information, pricing, and attachments, may result in the bid being deemed non-responsive.
BSI 3. REQUESTED INFORMATION FOR BID SUBMITTAL
The following forms must be uploaded to the bonfire portal and 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. The completed form shall serve as the Bidder's offer to furnish the products and services described in the solicitation.
2. Technical Documentation
a. Cover letter. An introductory letter to introduce the Bidder’s Offer. Provide highlights of the Bidders overall technical response providing a statement explaining why the company would be most qualified to perform the required services. The letter should include a description of your organization including the year the organization was founded, and a description of any special expertise your organization has in providing Flexible Benefits Plan Administration Services to not-for-profit organizations. The letter must include the name, phone number, and email address of the individual(s) empowered to negotiate with the Owner and bind the firm into any Agreement resulting from this solicitation. Any exceptions to this RFQ, must be clearly identified in this letter. Bidders are cautioned to limit exceptions, conditions and limitations to the provisions of this RFQ, as they may be determined to be so fundamental as to cause rejection of the Offer for not responding to the requirements of the RFQ. Bidder’s should set forth the specific reasons for each deviation so that it can be fully considered and, if appropriate, evaluated by the Owner.
b. Response to the Scope of Work Requirements. In a concise manner, the bidder should address the work requirements stated in the Scope of Work, and how the bidder can offer services that meet or exceed those requirements and stay within budget.
c. Qualifications, Experience and Capabilities. The bidder must be licensed to conduct
Flexible Benefits Plan Administration Services in Illinois and provide a statement or documentation to that effect. Describe your firm’s overall experience and past performance in providing services similar to those solicited in this RFQ. The bidder shall provide a contact person, address, phone number and email for several references. It is understood that the contact person must be willing to briefly and orally discuss with the Owner the bidder’s work for not-for-profit organization Flexible Benefits Plan Administration Services.
Personnel Assigned. Describe your firm’s resources and capabilities. Personnel assigned https://mct-act.bonfirehub.com/ mailto:mctbid@mct.org
Agency for Community Transit Cafeteria Plan Administration Services No. 26-1-14601
Bid Submittal Instructions Page 2 of 2 must all be independent of the Owner. Identify and include biographies for specific key personnel assigned, their roles in relation to the work required, and special qualifications they bring to the project such as certifications, licenses, achievements, etc. If subcontractor(s) will be used, provide detailed information regarding any subcontracted work to include the subcontractor’s name, address, age of firm, estimated annual gross receipts, description and value of the work, and an explanation of how your firm will ensure proper and effective subcontractor oversight for resolution of any performance and/or service quality issues.
3. Bid Price Schedule.
a. Bid Price Form. This Bonfire form must be completed and submitted as part of the offer.
Unit prices must be entered for each line. The Total Bid Price (Grand Total) will automatically calculate in the spreadsheet. Quantities listed are estimated are used for bid evaluation purposes. Payment to the Contractor will be made based on actual quantities used multiplied by the Unit Price.
b. Optional Service Fee Schedule. If your firm splits out other direct costs/expenses that can be tied to completed deliverables, you may include a proposed fee structure of such direct costs/expenses for the Owner’s consideration.
BSI 4. REQUESTED INFORMATION - ADDENDA
If any addenda to the solicitation have been issued, the Bidder must acknowledge the receipt of each addenda in the Bonfire portal by the bid deadline.
[End of document]
VOLUME 2 BID SUBMITTAL INSTRUCTIONS
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