Amendment One.docx

SAP

State of South Carolina

Invitation For Bid Amendment 1 Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400019139 12/31/2019

INDIGO BURROUGHS

(803) 734-8234 iburroughs@ed.sc.gov SC Department of Education Attn: Procurement Office 1429 Senate Street, Suite 200 Columbia SC 29201

DESCRIPTION: Parent Surveys - English & Spanish

USING GOVERNMENTAL UNIT: SC Department of Education Admin

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov

SUBMIT OFFER BY (Opening Date/Time): 01/29/2020 11:00 am (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 01/08/2020 11:00:00 (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: 1

CONFERENCE TYPE: Not Applicable

DATE & TIME:

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions) LOCATION: Not Applicable

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of thirty (30) calendar days after the Opening Date. (See "Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer) Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

SAP

PAGE TWO

(Return Page Two with Your Offer) HOME OFFICE ADDRESS (Address for offeror's home office / principal place of business)

NOTICE ADDRESS (Address to which all procurement and contract related notices should be sent.) (See "Notice" clause)

_________________________________________________ Area Code - Number - Extension Facsimile

_________________________________________________ E-mail Address

PAYMENT ADDRESS (Address to which payments will be sent.) (See "Payment" clause)

____Payment Address same as Home Office Address ____Payment Address same as Notice Address (check only one) ORDER ADDRESS (Address to which purchase orders will be sent) (See "Purchase Orders and "Contract Documents" clauses)

____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision)

DISCOUNT FOR PROMPT PAYMENT

(See "Discount for Prompt Payment" clause)

PREFERENCES - A NOTICE TO VENDORS (SEP. 2009): On June 16, 2009, the South Carolina General Assembly rewrote the law governing preferences available to in-state vendors, vendors using in-state subcontractors, and vendors selling in-state or US end products. This law appears in Section 11-35-1524 of the South Carolina Code of Laws. A summary of the new preferences is available at www.procurement.sc.gov/preferences . ALL THE PREFERENCES MUST BE CLAIMED AND ARE APPLIED BY LINE ITEM, REGARDLESS OF WHETHER AWARD IS MADE BY ITEM OR LOT. VENDORS ARE CAUTIONED TO CAREFULLY REVIEW THE STATUTE BEFORE CLAIMING ANY PREFERENCES. THE REQUIREMENTS TO QUALIFY HAVE CHANGED. IF YOU REQUEST A PREFERENCE, YOU ARE CERTIFYING THAT YOUR OFFER QUALIFIES FOR THE PREFERENCE YOU'VE CLAIMED. IMPROPERLY REQUESTING A PREFERENCE CAN HAVE SERIOUS CONSEQUENCES. [11-35-1524(E)(4)&(6)]

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE: Please provide the address and phone number for your in-state office in the space provided below. An in-state office is necessary to claim either the Resident Vendor Preference (11-35-1524(C)(1)(i)&(ii)) or the Resident Contractor Preference (11-35-1524(C)(1)(iii)). Accordingly, you must provide this information to qualify for the preference. An in-state office is not required, but can be beneficial, if you are claiming the Resident Subcontractor Preference (11-35-1524(D)).

____In-State Office Address same as Home Office Address ____In-State Office Address same as Notice Address (check only one)

PAGE TWO (SEP 2009)

End of PAGE TWO

Amendment One Solicitation No. 5400016412 – Parent Surveys

AMENDMENTS TO SOLICITATION (JAN 2004)

(a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov(b) Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged. [02-2A005-1] THE SOLICITATION IS AMENDED AS PROVIDED HEREIN. INFORMATION OR CHANGES RESULTING FROM QUESTIONS WILL BE SHOWN IN A QUESTION-ANDANSWER FORMAT. ALL QUESTIONS RECEIVED HAVE BEEN REPRINTED BELOW. THE “STATE’S RESPONSE” SHOULD BE READ WITHOUT REFERENCE TO THE QUESTIONS. THE QUESTIONS ARE INCLUDED SOLELY TO PROVIDE A CROSSREFERENCE TO THE POTENTIAL OFFEROR THAT SUBMITTED THE QUESTION. QUESTIONS DO NOT FORM A PART OF THE CONTRACT; THE “STATE’S RESPONSE” DOES. ANY RESTATEMENT OF PART OR ALL OF AN EXISTING PROVISION OF THE SOLICITATION IN AN ANSWER DOES NOT MODIFY THE ORIGINAL PROVISION EXCEPT AS FOLLOWS: UNDERLINED TEXT IS ADDED TO THE ORIGINAL PROVISON. STRICKEN TEXT IS DELETED.

A. Answers to Questions Received Below:

Question 1 - Solicitation: 5400019139 Specification Sheets for English and Spanish Letters are missing. However, these were included among 8 Solicitation Attachments. Are these letters to be included in our bids? If so, would you issue Specification Sheets?

The State’s Response:

The English and Spanish Letters are provided in PDF format and should be printed from this format. Specification Sheets are not needed for the English and Spanish Letters. Please refer to Solicitation 5400019139 Section III in subsection 2.

Question 2 - Solicitation: 500019139, Invitation For Bid page 29, line 1 quantity is 191,000. State of S.C. Forms Specification Sheet Quantity Ordered is 192,000. Line 2 quantity is 9,500. State of S.C. Forms Specification Sheet Quantity Ordered is 10,000. Which quantities should be bid?

The State’s Response:

The correct quantities to bid are 192,000 English surveys and 10,000 Spanish surveys. These quantities should replace all instances where the incorrect quantities are mentioned.

Question 3 - Bidders are referred to Section III of Solicitation 5400012381 for special instructions on State of S.C. Forms Specification Sheet. This solicitation is not currently posted on SFAA Procurement Services' web site. Where can Section III of Solicitation 5400012381 be located?

The State’s Response:

The solicitation number referenced was a typo. This section should refer to Section III of Solicitation 5400019139.

Question 4 - "SEE ATTACHED SPECIFICATIONS" box is checked. Does this refer to Section III of Solicitation 5400012381? Are there other attached specifications this checked box refers to missing?

The State’s Response:

The checked “See Attached Specifications” box refers to the specifications detailed below on the Specification Sheet. There are no specifications missing.

Question 5 - Printed surveys and letters will be stacked flat in clearly marked corrugated cartons maximum weight 30 lbs. each, delivered on securely wrapped pallets to your loading dock. If this is not correct would you provide packing and delivery instructions?

The State’s Response:

Packaging and delivery instructions are detailed in Solicitation 5400019139 Section III in subsections 3, 4 and 5.

Question 6 - I read Section III of Solicitation 5400019139. Can you send a sample package containing the parent envelope, 2 sets of administrative instructions, 1 letter to the Principal and shipping label to all potential bidders who submit questions?

The State’s Response:

Please refer to Solicitation 5400019139 Section III in subsections 2 and 4. These sections denote the page lengths and shipping label requirements. Sample packages will not be sent to bidders.

Question 7 - Does the Administrative Package include both English and Spanish Parent Letters?

The State’s Response:

Yes.

Question 8 - "The State will provide the Contractor with electronic files containing survey content, school names, ID Codes and quantity of each version (English and Spanish) of forms needed for each school at least thirty (30) days prior to the date the Contractor is required to deliver to the schools as determined by the term's timeline."

"Timeline for Parent Survey 2020- By the week of February 17 Schools receive parent survey materials from Contractor."

"Invitation for Bid- Submit Offer by (Opening Date / Time) 01/29/2020 00:00" This schedule delivers survey content, school names, ID Codes and quantity of each version (English and Spanish) to the Contractor by January 17, 2020 before January 29, 2020 bid opening date, which is 19 days before schools receive parent survey materials not 30 days. How are these schedule conflicts resolved?

The State’s Response:

The vendor will be required to deliver to schools thirty (30) days after the receipt of the electronic files.

Question 9 - Would SCDE be interested in updating their parent survey content?

The State’s Response:

Not at this time. The solicitation presents the requirements that bidders are to respond to. No changes to any part of the solicitation will occur except through an Amendment.

Question 10 - Would SCDE be interested in a solution that provides both survey administration and a technology platform with reporting features?

The State’s Response:

Not at this time.

Question 11 - Is SCDE satisfied with the previous administration of Parent Surveys?

The State’s Response:

Yes.

Question 12 - How has SCDE analyzed Parent Survey data in the past?

The State’s Response:

The % of parents satisfied with their child’s learning environment, school-home relations, and physical environment is each reported on every school report card. Excel files with results for all questions are provided to each school. Raw data file is provided to Education Oversight Committee to prepare the report required by Section 59-28-190 of the “Parental Involvement in Their Children’s Education Act.”

Question 13 - What is the anticipated budget for this program?

The State’s Response:

The budget will not be published for this procurement. You are encouraged to present your best price when submitting a bid.

Question 14 - I recently reviewed solicitation 5400019139 and was curious as to how I could request a copy of the award details from the previous vendor.

The State’s Response:

The previous contract award can be found at: http://webprod.cio.sc.gov/SCSolicitationWeb/contractSearch.do?solicitnumber=5400016412 Page Page image1.png