Addendum_3_Event_ID_0000000669_Section_8_-_Proposal_Format.pdf

Department of General Services Tablets Procurement Divisions Event ID: 0000000669, Addendum 3

SECTION 8

Proposal Format

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PROPOSAL FORMAT

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8. Proposal Format

8.1 Introduction

These instructions describe the mandatory bid format and the approach for the development and presentation of bid data. Format instructions must be adhered to, all requirements and questions in the IFB must be responded to, and all requested data must be supplied. Each Bidder is responsible for providing sufficient information and documentation for their IFB response to be thoroughly evaluated. Failure to do so may result in rejection of the bid.

IFB responses must address all Administrative Requirements identified in Section 5, Administrative Requirements, and all Technical Requirements identified in Section 6, Technical Requirements.

The pages in the Bidder’s IFB response must be standard 8.5" x 11" paper. Larger paper is permissible for charts, diagrams, spreadsheets, etc., in a type size no smaller than 10 font and must be placed within a binder with tabs delineating each section.

The Bidder may submit Volume I, Response to Requirements, Volume II, Completed Contract, and Volume IV, Literature, in one or more binders. In doing so, the Bidder shall use dividers to separate each Volume. If bidding on more than one configuration, Bidders may use dividers to separate all volumes. Volume III, Pricing Data, must be submitted in a separate binder and separately sealed marked envelope or container for EACH Silo proposed.

Note: Double sided printing is preferred.

It is the Bidder’s responsibility to ensure their IFB response is submitted in a manner that enables the Team to easily locate response descriptions and exhibits for each requirement of this IFB. Page numbers must be located in the same page position throughout the IFB. Each page must be numbered in a manner of the Bidder’s own choosing, to make easy reference possible. Figures, tables, charts, etc., must be assigned index numbers and must be referenced by these numbers in the IFB text and in the IFB response Table of Contents.

Figures, etc., must be placed as close to text references as possible.

The Bidder’s IFB response must contain all the material requested in this IFB.

8.2 Final Proposal Format and Content

Each sealed IFB response container must be labeled as follows:

• Name and return address of Bidder

• Business Unit: 77601

• Contract Administrator: Tina Larios

• Event ID: 0000000669

• Name of the Tablet Silo(s)

• Final Response

The following must be shown on each page of the IFB response:

• Name of Bidder

• Business Unit: 77601

• Contract Administrator: Tina Larios

• Event ID: 0000000669

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• Volume Number

• Section or Exhibit Number

• Page Number

Exception: Section 6, Technical Requirements, shall be submitted as presented in the IFB.

The IFB response must be completely sealed. All copies must be submitted per Section 2.3.4.6, Delivery Bids, by the time and dates identified in Section 1.5, Key Action Dates.

Bidders should be sure that no price information of any type is shown in their response, except in the sealed “Price” envelope(s) of Volume III, Cost Data. The inclusion of price in any fashion or format in any other place in the IFB response may result in immediate rejection of the bid. Any product supporting literature containing prices or rates (such as catalogs, maintenance service rates, etc.) submitted as part of the IFB response must have price figures replaced with “XXXX.”

IFB responses must be clearly labeled "Event ID: 0000000669” and must be identified as noted and include the Bidder’s return address.

The complete proposal must be submitted in the number of copies indicated and include the following items:

8.2.1 Volume I – Response to Requirements

Volume Number of copies

Volume I – Response to Requirements One (1) “Master Copy”* Three (3) Copies One (1) USB flash drive

*Note: One (1) complete set of all required volumes shall be clearly marked “Master Copy”. The Master Copy must contain original signatures.

This volume must contain all responses to the ADMINISTRATIVE REQUIREMENTS and TECHNICAL REQUIREMENTS of the IFB. All forms and questionnaires, EXCEPT for cost data, must be completed and included in this volume. The organization is to be as follows:

8.2.1.1 Section 1 – General

This section must contain a signed Cover Letter on the Bidder’s official business letterhead stationary in accordance with Section 2.3.4.5, Signature of Bid.

The Cover Letter must contain the following:

• A statement that substantiates that the person who signs the letter is authorized to bind the Bidder’s firm contractually;

• A statement that substantiates that the Bidder will comply with all IFB requirements; and

• A statement that states that the Bidder agrees with all IFB terms and conditions.

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Additional information (e.g., marketing information, company history, etc.)

is discouraged.

8.2.1.2 Section 2 – Administrative Response

This section must contain a narrative of the Bidder’s compliance and/or response for each item (all paragraphs and subparagraphs) so identified in IFB Section 5, Administrative Requirements.

If an item does not ask for a narrative response, please do not provide one.

Each response must reference the IFB Section number to which it is responding. Responses shall be provided in the same paragraph sequence as they are provided in the IFB.

This section must also contain all required and/or applicable forms per Section 5, Administrative Requirements, as follows:

Exhibit No. Description

Exhibit 11.1 Letter of Intent to Bid (if not provided earlier) Exhibit 11.2 Confidentiality Statement (if not provided earlier) Exhibit 11.5 Customer Reference Form (3 references) Exhibit 11.6 Workers’ Compensation Certification Exhibit 11.7 Bidder Declaration Form (GSPD-05-105) Exhibit 11.7A Commercially Useful Function (CUF)

Worksheet(s) Exhibit 11.9 DVBE Declaration Form(s) (STD 843) Exhibit 11.10 Payee Data Record (STD 204) Exhibit 11.11 Retailer’s Seller’s Permit Information Exhibit 11.12 Darfur Contracting Act Exhibit 11.13 Federal Debarment Certification *Exhibit 11.14 Small Business Preference Information *Exhibit 11.16 TACPA Standard Form (STD 830)

*Exhibit 11.16A Manufacturer’s Summary of Contract Activities and Labor Hours Form (DGS/PD 525)

*Exhibit 11.16B Bidder’s Summary of Contract Activities and Labor Hours Form (DGS/PD 526)

Exhibit 11.18 11.17

Postconsumer Recycled Content (PCRC) Certification Workbook

Exhibit 11.25 Administrative Requirements Response

* Required only if claiming preference

8.2.1.3 Section 3 – Technical Response

This section must contain the Bidder’s completed Section 6, Technical Requirements, in its entirety. The submitted Section 6, Technical Response, 8 - 5 05/03/2016 should be the State’s own document and not incorporated into the Bidder’s format.

This section must also contain all narrative responses to each requirement identified in IFB Section 6, Technical Requirements and applicable literature (Volume IV) necessary to support the response. If a requirement does not ask for a narrative response, please do not provide one. Each response must identify the specific requirement being addressed by the requirement section number.

This section must also contain all required and/or applicable forms referenced in Section 6, Technical Requirements, as follows:

Exhibit No. Description Exhibit 11.18 PCRC Workbook Exhibit 11.19 Contractor Contract Manager Information

Contractor Ordering Information Exhibit 11.20 Contractor Ordering Information

Contractor Contract Manager Information Exhibit 11.28 A-H Evaluation Model and Cost Worksheets

Note: Separate worksheet sets are provided for each Silo; a Bidder is not required to bid on all Categories. However, all configurations within a Silo must be bid.

8.2.1.4 Section 4 – Maintenance Plan

Bidder shall provide a detailed plan that addresses the specified maintenance requirements per Section 6.6, Warranty and Maintenance, including Accidental Damage Plans 6.6.5.

8.2.2 Volume II – Completed Contract

Volume Number of copies

Volume II – Completed Contract One (1) “Master Copy” *

*Note: One (1) complete set of all required volumes shall be clearly marked “Master Copy”. The Master Copy must contain original signatures

Exhibit No. Description Exhibit 11.24

Standard Agreement (STD 213) (One (1) original signed copy in the Master Copy only)

Exhibit 11.26 Statement of Work

8.2.3 Volume III – Cost Data

Volume Number of copies

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Volume III – Cost Data (each configuration proposed shall have its own separately sealed Volume III)

One (1) “Master Copy”* Two (2) Copies One (1) USB flash drive

*Note: One (1) complete set of all required volumes shall be clearly marked “Master Copy”.

This volume must be in a separately sealed, marked envelope or container containing all completed cost sheets as required in this IFB. Each Silo bid should be in a separately sealed, envelope with the Silo name clearly identified.

Exhibit No. Description Exhibit 11.28 A-H Cost Worksheets, by Silo (with Cost information)

8.2.4 Volume IV – Literature

Volume Number of copies

Volume IV – Literature

One (1) “Master Copy”* One (1) Copy Note: USB flash drives are acceptable in lieu of hard copies but one (1) must be labeled “Master”

*Note: One (1) complete set of all required volumes shall be clearly marked “Master Copy”.

This volume must contain all technical and other reference literature necessary to support the responses to the requirements of this IFB. Substantive technical information should be highlighted on the literature page. Mark the applicable pages (i.e. circling, underlining, bracketing, using a highlight marker that will still show when reproduced, etc.) and list the corresponding Technical Requirement number in the margin.

8.3 Draft Proposal Format and Content

A “limited” draft bid is recommended for this IFB as stated in Section 2.3.2.1, Draft Bid.