Appendix_C_-_Technical_Proposal_Response.pdf

APPENDIX C

TECHNICAL PROPOSAL RESPONSE

2024-RFP-0378: Inmate and Detention Supplies and Solutions

PREPARATION OF THE TECHNICAL PROPOSAL RESPONSE:

1. Proposal Transmittal Letter

The Technical Proposal must provide a written transmittal and offer of the proposal in the form of a standard business letter. The Proposal Transmittal Letter shall reference and respond to the following subsections in sequence and attach corresponding documentation as required. Each proposal must meet the Proposal Transmittal Letter requirements and provide all required documentation. A Proposal Transmittal Letter is mandatory, and failure to provide the information as required may result in the proposal being considered non-responsive and rejected.

The letter shall be signed by a company officer empowered to bind the proposing firm to the provisions of this RFP and any contract awarded pursuant to it; if said individual is not the company president or vice president, the letter shall attach evidence showing authority to bind the company.

The letter shall state that the proposal remains valid for at least one hundred and twenty

(120) days subsequent to the Deadline for Proposals and thereafter in accordance with any resulting contract between the Contractor and the County.

The letter shall provide the complete legal entity name and Federal Employer Identification Number of the firm making the proposal.

The letter shall provide the name, mailing address, and telephone number of the person the County should contact regarding the proposal.

The letter shall state whether the Contractor intends to use subcontractors - if so, clearly identify the names of the subcontractors along with complete mailing addresses and the scope and portions of the work the subcontractors shall perform. (NOTE: The Contractor must obtain written approval from the County prior to the use of any subcontractors in any subsequent contract.)

The letter shall state whether the Contractor or any individual who shall perform work under the contract has a possible conflict of interest (e.g., employment by the County) and, if so, the nature of that conflict. The County reserves the right to cancel an award if any interest disclosed from any source could either give the appearance of a conflict of interest or cause speculation as to the objectivity of the Proposer. Such determination regarding any questions of conflict of interest shall be solely within the discretion of the County.

2. General Contractor Qualifications and Experience

Technical Proposals shall provide the following information (referencing the subsections in sequence) to evidence the Contractor’s experience in delivering services similar to those required by this RFP:

• A brief, descriptive statement indicating the Contractor’s credentials to deliver the services sought under this RFP;

• A brief description of the Contractor’s background and organizational history;

• Years in business; provide a statement of your annual sales for the past 3 years;

• A brief statement of how long the Contractor has been performing the services required by this RFP and include highlight experience and strong national presence in the industry;

• Location of offices including customer service center(s) and support center(s);

• A description of the Contractor organization’s number of employees, longevity, client base;

• Whether there have been any mergers, acquisitions, or sales of the Contractor company within the last ten (10) years (if so, an explanation providing relevant details);

• Form of business (i.e., individual, sole proprietor, corporation, non-profit corporation, partnership, joint venture, limited liability company, etc.);

• A statement as to whether the Contractor or any of the Contractor’s employees, agents, independent contractors, or subcontractors have been convicted of, pled guilty to, or pled nolo contendere to any felony; and if so, an explanation providing relevant details;

• An organizational chart highlighting the qualification of the key people who shall be assigned to accomplish the work required by this RFP and illustrating the lines of authority and designate the individual responsible for the completion of each service component and deliverable of the RFP. Include a narrative describing the qualifications of your sales personnel and technicians;

• A narrative description of the proposed project team, its members, and organizational structure; and

• A personnel roster and resumes of key people who shall be assigned by the Contractor to perform duties or services under the contract (include estimated number of hours to be worked on the contract for each person, and the resumes shall detail each individual’s title, education, current position with the Contractor, and employment history).

3. Technical Approach

The Contractor shall describe the Contractor’s work plan and approach for accomplishing the request. The information provided shall be in enough detail to enable the County to ascertain the Contractor’s understanding of the effort to be accomplished and should outline the steps in the total service proposed. Technical Proposals shall provide the following narrative information (referencing the subsections in sequence) to evidence the suitability of the Contractor’s technical approach to delivering the services sought under this RFP:

The Contractors must provide a comprehensive narrative, captioned “Project Understanding, Qualification and Experience,” that illustrates the Contractor’s understanding of the County’s requirements.

The Contractors must provide a comprehensive narrative, captioned “Project Approach,” that illustrates how the Contractor will complete the scope of services, accomplish required objectives, and meet the County's project.

4. Product

• Provide a detailed written response illustrating how the products offered will meet the requirements of this solicitation. Proposers shall provide the proposed product lines that will meet the Product Requirements of this solicitation. Proposers shall identify and describe their categories. For each proposed category, describe in detail and provide at a minimum the following types of information:

o Identification and description of product categories offered;

o Identification and description of sub categories; and o Identification and description of manufacturers within each sub category.

• What is the total number of products offered in your catalog? Are all catalog products stocked in your distribution warehouses?

• How are green products identified in your catalog?

• Do you offer “Private Line” products? Please describe.

• Submit all information that will aid the County in evaluating your proposal.

5. Services

• Provide a detailed written response illustrating services offered by the Proposer.

For each proposed category, describe and/or provide details explaining your capabilities. In your response include information such as:

Policies and programs detailing your efforts in these areas:

o Literature explaining your capabilities; and o Submit all information that will aid the County in evaluating your proposal.

• Describe how you will roll out your program to County of Sacramento staff?

• Include in your discussion training, education, meetings, information gathering, annual contract awareness event, etc.

• Describe how you will develop and maintain relationships with key end users in order to convert sales to this contract, offer relevant solutions, problem solve, introduce new products or services, etc.

• Describe your sales and reporting capabilities. What level of detail is available?

6. Ordering and Invoices

• Describe your ordering capacity (retail locations, telephone, fax, internet, etc.).

Provide details of the capabilities of your E Commerce website including ability to display contract pricing, on-line ordering, order tracking, search options, order history, technical assistance, lists, technical data and documentation, identification of alternate green products, etc.

• Describe your invoicing process. Is electronic invoicing available? Is summary invoicing available? Are there other options on how an agency receives an invoice? Submit sample invoices.

• Describe how problems – such as a customer ordering a wrong product; a customer receiving a defective or wrong product; etc. – are resolved.

• Describe how your firm measures performance including identification, calculation, tracking and reporting of measurements. What is your stock fill percentage rate, by line item, of the orders filled without backorders?

• Describe your process for identifying out of stock items and the options available to ordering agencies, such as: request a back ordered item, requesting a substitute item and cancelling the item from the order.

• Indicate if payment will be accepted via credit card. If so, may credit card payment(s) be made online? Also state the Convenience fee, if allowable, per the Visa Operating Regulations.

7. Delivery and Return Capabilities

• Propose standard and expedited delivery schedules including the ability to accommodate large orders, multiple delivery locations, and expedited requests.

Discuss delivery of in-stock items versus out-of-stock or specialty items. Provide the Proposer’s process for tracking and verifying deliveries.

• Indicate if packing slips will be included with each shipment, indicate the information provided on packing slips and provide a sample packing slip.

• Discuss the Proposer’s approach to resolve problems such as a customer ordering a wrong product, a customer receiving a defective product, etc. Include the Proposer’s approach to returns and restocking charges.

• Describe the Proposer’s approach to recall notices. Include how Agencies are informed of the recall notice.

8. Warranty Policy

• Discuss any warranties offered by the Proposer beyond honoring manufacturers’ warranties.

9. Billing Capabilities

• Describe Proposer’s billing capabilities (per order, monthly, electronically, etc.).

10. Reporting Capabilities

• Describe Proposer’s reporting capabilities at the national level and Agency level.

Provide sample standard reports.

11. Customer Service

• Discuss the Proposer’s approach to customer service. Indicate if there will be customer service individuals dedicated to the County of Sacramento/National OMNIA Partners Contract.

12. Special Programs:

• Describe special programs and services available that will improve customers’ access to products and ability to stay current with changes and improvements.

Include recycling programs, web-based programs offered, inventory management programs, on-site management programs, etc.

13. Pricing/Discounts

• Provide details of and propose additional discounts for volume orders, special manufactur’s offers, minimum order quantity, free goods program, total annual spend, etc.

14. Other

• Describe any government rebate or government incentive programs applicable.

• Describe how your firm will meet the monthly usage reporting criteria. Submit a sample report.

• The Contractors must provide a comprehensive narrative, captioned “Project

Management,” that illustrates how the Contractor will manage the project, ensure completion of the scope of services, and accomplish required objectives within the County's project.