Bidders Conference PowerPoint Slides.pdf

Georgia Department of Public Safety Web-Based Uniform Ordering System

46600-DPS0000345

August 14, 2024

Issuing Officer: Kaycee Larson

Agenda

• Welcome

• Solicitation Engagement Rules and Format

• Agency Overview

• General Overview

• Project Overview

• Schedule of Events

• Questions - Mandatory, Mandatory Scored, and Additional Scored

• Solicitation Instructions

• Georgia Procurement Registry

• Supplier Resources

• Reminders

Welcome!

Bidders Conference Purpose: To provide a general overview of the eRFP and instructions.

This conference is optional/not mandatory. Attendance for this session is not a requirement for submitting a proposal.

The information in this presentation will be recorded and will be uploaded as a reference.

Access to the recording will be posted on the Team Georgia Market Place along with the Bidders conference attendees.

Kaycee Larson Purchasing Manager/Agency Procurement Officer Georgia Department of Public Safety Email: klarson@gsp.net Phone: 404-624-7850 mailto:klarson@gsp.net

Welcome!

Suppliers:

Please put your company information in the chat (company name, contact name, email address, etc.)

Solicitation Engagement Rules and Format

• We request you respect the process of the procurement and only speak with the Issuing Officer (Kaycee Larson) regarding this solicitation.

• State staff has been instructed not to discuss this Solicitation with suppliers and redirect anyone requesting information related to this solicitation to the Issuing Officer.

• All questions regarding this solicitation are required to be entered on the Supplier Q & A Template (Attachment N) and emailed to Kaycee Larson (klarson@gsp.net).

Agency Overview

The Georgia Department of Public Safety (DPS) is a statewide organization that provides law enforcement service to the citizens of Georgia. It is comprised of three main divisions: Georgia State Patrol, Motor Carrier Compliance Division, and Capital Police Division. Within the three main divisions there are many specialty units with specific uniform and equipment needs.

DPS is allowed by law for 953 Georgia State Patrol (GSP) personnel, 300 Motor Carrier Compliance Division (MCCD) officers, and 55 Capitol Police Division (CPD) officers covering the State of Georgia.

General Overview

DPS is soliciting proposals from qualified and experienced suppliers to implement a web-based uniform ordering system. This system shall provide all services necessary to outfit and equip sworn and non-sworn DPS personnel with the appropriate uniform attire.

This shall be part of a multi-year agreement. The open agency contract will run one

(1) initial year with four (4) - one (1) year optional renewals.

In addition to the web-based uniform ordering system, it is the desire of DPS to award to a successful Supplier that will operate at least one (1) store location within the State of Georgia. The store(s) will allow for DPS personnel to purchase items immediately in the event of emergency situations, order and receive new uniform items, and have uniforms altered/tailored on site.

Project Overview

DPS is responsible for providing their personnel with reliable and professional quality uniforms. DPS is seeking to enter into an agreement with a single responsive and responsible Supplier who is qualified to provide all services necessary for an online web-based uniform ordering system. The web-based uniform ordering system should provide and support at a minimum the following overall functionality:

• Ability to have personnel order online with ease of use through either a desktop or mobile application.

• System is available 24/7

• Must have role-based security with a minimum of two (2) tier approval levels.

• Ability to integrate with customer personnel systems and provide reporting features as detailed in section

4.0.

• Must provide asset management for inventory tracking and expiration notices of uniform items such as body armor.

• To supply correct, timely, and quality inventory based on DPS defined standards.

• Provide alteration/tailoring services.

• Delivery services

Project Overview

The successful Supplier shall provide turnkey quartermaster services, including all aspects of uniform management services, including but not limited to the following:

• Maintain a sufficient inventory of uniform and accessory items in accordance with the Department’s specifications.

• Receive, process, ship, and track receipt of individual orders.

• Process returns whether due to DPS personnel error or Successful Supplier’s error.

• Perform alterations and repairs to uniform items. Such services may include Class A Formal Jacket alterations, Maternity uniform fitting, sewing uniform patches, and hemming when needed.

• Provide embroidery, screen printing, and heat pressing services.

The Supplier’s company must have a proven track record of providing quality, reliable Web-based Uniform Ordering programs.

The successful Supplier shall have the web-based uniform ordering system operational within six (6) months of the awarding of the RFP.

Schedule of Events

Description Date Time

Bidders/Offerors’ Conference Location:

Virtual (Microsoft Teams) Attendance is: Optional

08/14/2024 10:00 a.m. ET

Deadline for written questions sent via email to the Issuing Officer Attachment N – Supplier Q&A Template

08/20/2024 5:00 p.m. ET

DPS’ Responses to Written Questions 08/27/2024 5:00 p.m. ET

Proposals Due/Close Date and Time

(SUBMIT YOUR PROPOSAL EARLY!)

09/04/2024 2:00 p.m. ET

Attachment D - Mandatory Response Worksheet Refer to Attachment A – eRFP Section 4.3 Mandatory Requirements

• As specified on the Mandatory Response Worksheet document, the supplier must indicate whether their proposal meets the individual requirements by marking either a “YES” or “NO” in the response blocks provided.

• Any response you answer with a “NO” will result in failure of the technical requirements and disqualification of the proposal.

• There are 11 mandatory requirements on this worksheet. Review each and remember to upload the completed document with your proposal.

Attachment E - Mandatory Scored Response Worksheet

• There are 24 mandatory scored questions on this worksheet. Please remember to upload the completed document with your proposal.

Attachment F - Additional Scored Response Worksheet

• There are 2 additional scored questions on this worksheet. Please remember to upload the completed document with your proposal.

Solicitation Instructions

• All communications should be directed to the Issuing Officer, Kaycee Larson.

• From the issue date of this eRFP until the final award is announced or cancelled, Suppliers are not allowed to communicate for any reason with any State staff member regarding this eRFP - except through the Issuing Officer.

• Prohibited communication includes all contact or interaction, including but not limited to telephonic communications, emails, faxes, letters, or personal meetings, such as lunch, entertainment, or otherwise.

• The State reserves the right to reject the response of any Supplier violating this provision.

• SUBMIT YOUR RESPONSE EARLY!

Solicitation Instructions

• The supplier must mark “YES” to each question in the Attachment D - Mandatory Response Worksheet and upload attachments with additional information if requested.

• On Attachment E - Mandatory Scored Response Worksheet, the supplier must answer each question. Failure to answer each question may cause your proposal to not be considered for award. Do NOT include any cost in your responses outside of the Cost Worksheet.

• Bidders must submit Attachment G - Cost Worksheet. Additional alternative cost structures will not be considered.

• List of required documents to return with proposal submission:

Attachment D – Mandatory Response Worksheet

Attachment E – Mandatory Scored Response Worksheet

Attachment F – Additional Scored Response Worksheet

Attachment G – Cost Worksheet

Attachment H – Contract

Prior to reviewing the contract, suppliers should review Attachment I – Contracting with State Entities.

Attachment J – Sample Trade Secret Affidavit (if applicable)

Prior to submitting a response, suppliers should review Attachment A section 2.1.12 – Public Access to Procurement Records.

Attachment K – Dept. of Audits Immigration and Security Form (E-Verify Form)

Attachment L – Tax Compliance Form

Attachment M – Supplier Responsibility Questionnaire

Attachment O – Reference Form

Georgia Procurement Registry

• Link: https://ssl.doas.state.ga.us/gpr/ https://ssl.doas.state.ga.us/gpr/

Georgia Procurement Registry

Supplier Resources

Help Desk Support:

• For technical issues or assistance, contact the Team Georgia Marketplace Help Desk at 404-657-6000 or ProcurementHelp@doas.ga.gov

Useful Links:

• Getting Started as a Supplier | Georgia Department of Administrative Services (ga.gov)

• Supplier Training | Georgia Department of Administrative Services (ga.gov)

• Understanding Bids and Contracts | Georgia Department of Administrative Services (ga.gov)

• Supplier Registration for Bid Notices | Georgia Department of Administrative Services (ga.gov) mailto:ProcurementHelp@doas.ga.gov https://doas.ga.gov/state-purchasing/getting-started-supplier https://doas.ga.gov/state-purchasing/supplier-training https://doas.ga.gov/state-purchasing/understanding-bids-and-contracts https://doas.ga.gov/state-purchasing/supplier-registration-bid-notices

Reminders

• Direct all communication to the Issuing Officer (Kaycee Larson).

• Important Dates:

• Written questions due (emailed to Issuing Officer): August 20, 2024, by 5:00 p.m. ET

• Responses to questions due: August 27, 2024, by 5:00 p.m. ET

• Proposal Due Date: September 4, 2024, by 2:00 p.m. ET

• Suppliers – if you haven’t already, please put your company information in the chat (company name, contact name, email address, etc.)

• SUBMIT YOUR RESPONSE EARLY!

Thank you for attending!