9-139-26 Request for Proposal.docx

A. OFFEROR’S RESPONSIBILITY

It shall be the responsibility of the selected Offeror to meet all requirements and guidelines set forth therein. No offer will be considered that does not provide a serious and reasonable proposal to the solicitation. Each proposal will be evaluated in its entirety.

B. ORAL INTERVIEW/DEMONSTRATION

FCS may require qualified Offeror(s), considered in the competitive range, to participate in a detailed oral interview/demonstration to fully discuss their proposal and qualifications for this project and to answer questions posed by FCS. A final selection may be based upon the evaluation of both the written and oral responses of each Offeror.

C. SUBMISSION OF PROPOSAL

Proposals shall be submitted in four (4) sections: (1) price, (2) technical capabilities,

(3) business stability and (4) exceptions and modifications (if applicable). Four (4) proposals (one (1) original, three (3) copies) and one (1) flash drive shall be provided in a loose-leaf, three-ring binder. No prohibition shall be placed by this solicitation as to the concept of service the Offeror may choose to propose; however, the concept shall be placed within the framework of the four (4) sections.

D. BASIS OF AWARD

Proposals will be evaluated on a combination of factors with price of the eligible goods/services being the most heavily weighted factor. The evaluation factors are (1) price, (2) technical capabilities, (3) business stability, (4) exceptions and modifications.

E. PREPARING THE PROPOSAL

Begin each section and subsection on a separate page. Number the pages in each section consecutively. If any confidential and/or proprietary information is included, then each page containing such information must be stamped “proprietary”. It is not acceptable to label the entire proposal as confidential and proprietary.

F. EXECUTIVE SUMMARY

REQUEST FOR PROPOSAL

An executive summary of not more than two (2) pages stating the Offeror’s overview of the project shall precede the specific required sections.

CONTRACTING DEPARTMENT

6201 Powers Ferry Road, Atlanta, Georgia 30339 • 470-254-8970 • www.fultonschools.org/contracting

G. THE PROPOSAL

SECTION I – PRICE

In this section, the Offeror shall outline a pricing schedule that identifies all pricing elements discussed in the proposal to accomplish FCS’ requirements. The pricing mechanism expected for this solicitation is discounts taken from a random list of items chosen from the Contractor’s catalog (i.e., catalog list price of $41.00 with a 50% discount, FCS price is $20.50 for the item). The Contractor(s) shall address what the discount is based on. The Contractor(s) shall submit a current 2025 catalog and an active website address with the proposal. The Contractor shall provide the same discount percentage for telephone orders and purchase orders. This method of ordering will be used as a backup method to ordering online. The Contractor shall explain what type of pricing mechanism will be used via the Internet to ensure the correct discount is being taken. FCS is seeking Contractor(s), who will honor the discounts for the duration of the contract. Pricing provided must be better than pricing offered to the general population. Failure to provide a better discount than offered to regular customers will result in the proposal not being considered for a contract award.

SECTION II - TECHNICAL CAPABILITIES

A. METHODOLOGY

In this section, the Offeror shall describe in detail the methodology and procedures that are to be used to accomplish the FCS’ requirements for this RFP. This shall include planning, training, field visit procedures, coordination, ordering procedures, problem solving, technical assistance and support.

This section shall also include the specifics to the ordering and delivery of items ordered for 108 existing schools, and future schools, and over 100 departments and any other information that will assist in the understanding of what the Offeror proposes to do and to provide.

B. CAPABILITIES

The Offeror shall provide and describe in detail the following:

1. Describe how the Offeror will provide an appropriate Educational Supply listing of items both in print and electronically. Information shall be included as to whether a catalog is being used and how a hardcopy of the catalog shall be provided to all FCS schools and departments.

2. Explain how the Offeror will provide quarterly reports to the Contracting Purchasing Department on total amount spent with the company and the quantity of items purchased.

3. Explain how the Offeror will train FCS’ personnel on ordering via the internet.

4. Describe how the Offeror will provide one (1) individual as a central contact person to be responsible for FCS’ account. This individual shall have the authority to act on the behalf of FCS with all matters concerning the account whenever necessary.

5. Describe the Offeror Customer Service Program/Customer Relation Management (CRM).

6. Describe how the Offeror will acknowledge receipt of all complaints within 24 hours, such as credit issues and issues with credit card orders.

7. Describe how the Offeror will provide FCS with a method of contacting the organization at no charge to FCS.

8. Describe the Offeror functionality of the online ordering system/program performance and integrated activities, such as:

9. Describe how separate user logons and passwords will be provided.

10. Explain the Offeror’s internet password procedures pertaining to setting, changing, and notifying users by email of password activities.

11. Describe the Offeror’s procedures for correcting problems, which may result from this contract. Including but not limited to placing orders incorrectly, damaged merchandise and customer service issues.

12. Describe the Offeror’s performance measures and what will be utilized to measure customer satisfaction, quality, progress, and usage.

13. Describe the Offeror’s ordering procedures for catalog orders via the internet.

14. Describe the Offeror’s invoicing procedures and payment terms for full and partial orders.

15. Describe the Offeror’s procedures for orders placed with purchase orders and invoice process.

16. Describe the Offeror’s incentives to increase online purchases, (i.e., rebate programs).

17. Describe the Offeror’s policies and procedures regarding returns and exchanges.

18. Describe the Offeror’s policies and procedures regarding backorders and discontinued items.

19. Describe the Offeror’s delivery time frame and scheduling.

20. Describe how the Offeror will ensure all shipments of educational supplies are made within the delivery time specified.

21. Explain the Offeror’s minimum order requirements as they relate to Internet and catalog orders.

22. Explain the Offeror’s product line, what is available for Internet orders and what is available only from catalogs or product lists.

23. Explain how the Offeror’s list price and contract price shall be displayed for online orders.

24. Explain the Offeror’s pricing mechanism for categories other than educational supplies – furniture, electronic, etc.

25. Explain how the Offeror’s tracking of orders placed via the internet or catalog and how they are handled.

26. Explain the Offeror’s sourcing/supply chain.

27. Explain how the Offeror will provide a website uniquely designed for FCS customers and how it will be developed.

28. Describe the Offeror’s process for new schools and departments and how they will be added to the contract, and explain how online ordering privileges are established.

29. Explain what access FCS Contracting Department will have to sensitive information for schools and departments.

SECTION III - BUSINESS STABILITY

A. History and Organizational Structure of the Firm - Provide a cover letter introducing the company and including the corporate name, address and telephone number of the corporate headquarters and local office. The name and phone number of one individual who will be the company’s primary contact with FCS for contract negotiation and the name of the project manager.

A brief history of the company and the present organizational structure of the firm describing the management organization, permanent employees by discipline, and this project’s coordination structure; if the firm is a partnership, indicate the name of all partners, if incorporated indicate where and when. If the Contractor has changed names or incorporation status within the last five (5) years, then please list all of such preceding organizations and a brief reason for the change.

Contractor shall also provide a business license indicating that the Contractor can conduct business in Fulton County, Georgia. Further, Contractor shall provide documentation showing that the Contractor is properly registered to conduct business in the State of Georgia. Contractor acknowledges and agrees that any business license and registration shall remain current for the duration of the contract and such documents are material term to this agreement.

B. Financial Status - Describe the financial status of the firm.

Include the audited financial statements (income statements and balance sheets) for the past two (2) accounting years.

C. References - List as references (names, address, contact persons and toll-free phone numbers) a minimum of three (3) clients of similar size and nature to FCS for which a project was completed within the last three (3) years. A brief description of the services provided shall accompany each reference.

D. Subcontractors - Indicate the names and addresses and degree of utilization of any and all subcontractors which would be used in the performance of this contract.

E. Previous Default - Indicate if you or any predecessor organization have ever defaulted on a contract or been denied a bid due to non-responsibility to perform. If so, provide the facts and circumstances.

If your firm or any successor organization is now involved in any litigation or in the past ten (10) years, please list the parties to the litigation, the civil action number and a brief explanation of the matter.

Indicate whether or not your company, any subsidiary, or any related division or entity has ever defaulted on a contract with FCS or has ever been involved in any litigation with FCS. If yes, please provide details.

H. EVALUATION FACTORS

TOTAL

1,000

I. REQUEST FOR INFORMATION

All questions and/or correspondence during the entire proposal process shall be directed in writing to the FCS’ Contracting Department.

During the entire period of solicitation, submittal and evaluation, no Offeror shall contact any member or employee of FCS concerning the solicitation. Such action could result in the Offeror being removed from further consideration in this solicitation.