BPM006272_Solicitation_Attachment_-_Method_of_Approach_WAXIE.docx

Request for Proposal

Solicitation No. BPM006272

Statewide Facilities and Building Supplies Arizona Department of Administration State Procurement Office 1802 W. Jackson, #100 Phoenix, AZ 85007

Attachment 2.1.3.11 – Method of Approach

The Offeror shall provide a narrative response to each section that demonstrates their understanding of the Scope of Work requirements and describes the company’s overall method of approach for providing the Service(s) stated in this Solicitation. If there is a section that is not applicable to the Services required by the Scope of Work, you may mark it “N/A”.

Offeror shall provide a response either after each section or in a separate document entitled: “Attachment - Method of Approach.” If a separate document is used, please clearly designate each section and double-check to ensure that each question has been answered. If any information provided is considered CONFIDENTIAL by Offeror, the information must be specifically included in the Confidential Information Designation Attachment and related documentation to be assessed for confidential treatment under A.A.C. R2-7-103.

1.0 Do you have capabilities for E-Procurement Catalog Solutions (punchout)?

1.1 If yes, please explain your on boarding process

1.2 If yes, have you worked with iValua as a hosting system

Offeror Response:

1.1 WAXIE has several different web-based solutions to support order fulfillment. Our main tool is our full-featured online ordering website. Our online website contains real-time pricing, product availability, historical order lookup, contract price lists, product images, extended product descriptions, and SDS (formerly MSDS) sheets. Additionally, our websites contain advanced functionality of ship-to-level budgeting through Spend Management and the ability to set up a user’s customized shopping list. Orders placed via the web are submitted to our warehouses immediately, ensuring no delay for delivery cut-off times with cut-off times varying by location.

A second tool available to customers is punch out functionality. This functionality allows a customer to access an online ordering website through a cXML-based integration between the customer’s system and our web servers. We currently have punch out capabilities aligned with several state buying platforms. The punch out protocol ensures the customer’s backend systems has visibility to the items being ordered and the expected delivery dates.

WAXIE as a current State contract holder has been integrated with the State for full punchout capabilities through the Arizona Procurement Portal(APP) for a long period of time. Through the APP system we have been able to limit or add products as requested by the state, receive orders and payment directly, and ensure compliance on pricing as required through the current contract. These capabilities would continue if awarded.

If the state of AZ decides to utilize a different ecommerce platform in the future, WAXIE has significant knowledge of the different systems and options available and has implemented several different systems based on customers’ requirements. When we implement a new ecommerce system with our system, we follow an on-boarding process so that the customers’ needs are met and so that we can integrate in a timely manner.

Our process includes an introduction between or IT department and the state’s IT department. Each on-boarding experience is assigned to an IT developer on our end to ensure consistency and continued communication throughout the process. Our IT professional will request information such as ship to locations, customer information and any vendor implementation/SOP for the onboarding process. From that point and until completion, our IT department will set up a regular cadence of meetings to ensure we are staying on track and completing the implementation asap. We also include our National Account Director in any communication and IT meetings between companies so we can ensure the IT implementation is also following the requirements of the contract.

Once onboarding has been successfully completed to including all testing, IT is still available as a needed basis to trouble shoot any future orders, or continue to provide help should the state decide to enhance or change the platform they are currently on.

Today we provide the state additional resources to ensure the punchout process flows smoothly. This includes a Team Service Manager that helps individual agency register and sign up for accounts if needed. They also ensure orders and shipments flow smoothly and are there should any issue arise. We also align our state contracts to a National Account Director to ensure there is a continuous point of contact for agencies and DOA to discuss any issues, needs and contract requirements.

1.2

As a currently integrated distributor on Arizona’s APP and punchout system, WAXIE is familiar with the technology that is currently being utilized by the State. WAXIE is well equipped from a technical capacity should there be any changes or modifications needed by the State or if new hosting software will be utilized.

2.0 Please provide two contacts that will have knowledge of the contract for State Agencies and Co-Op Members to ask questions.

Offeror Response:

2.0 Mike Gregus- Director of National Accounts- mgregus@waxie.com- (858) 239-8997 Mike Gregus has been the single point of contact for the state of Arizona for 2 years. This includes meeting with reps and agencies to ensure we are stocking the right products at the right price and maintaining a competitive price in the market. He also meets with DOA as needed to discuss strategy, changes to the contract and new innovation. Mike is the specialist of the contract and works with our local sales team to ensure they are knowledgeable about the contract.

Amanda Parent- Senior Director of National Accounts- aparent@waxie.com- (949) 294-2400 Amanda Parent is the Senior Director for all public sector business across all BradyPLUS affiliates nationally. She also has a long history with the state of Arizona which has exceeded the last 5 years. Amanda started her National Account career with WAXIE and was the single point of contact for the state of AZ for 3 years before hiring Mike Gregus as a West coast regional focus to public sector. She is still heavily involved in all state contracts and will be an additional resource to the state.

3.0 If you have a brick and mortar store front, how will you ensure your employee(s) will be trained to provide the appropriate discounts if paying with a state issued P-Card? If you do not have a brick and mortar store front please answer N/A

Offeror Response:

3.0 WAXIE Sanitary Supply has several storefronts in Arizona as well as neighboring states. Though we prefer to offer delivery on our own fleet of trucks to our customers as a value-add, as well as a dedicated Sales Consultant, we understand that there may be scenarios where an agency will want to pickup or order on their own. In these situations, customers can use their existing e-commerce accounts to place orders at our storefront. This ensures that the customer is receiving the correct pricing, product assortment and any discounts offered by P-Card.

Our system is equipped with the ability to add criteria to any account or group of accounts so that all contract requirements are system driven and remove the human element of possible errors in fees, pricing, etc. Though customer service is always trained on our top customer relationships and contracts, it will not be required to have them manually adjust any orders at the storefront as this is system driven.

Storefront locations in Arizona:

-Mesa, Arizona Storefront 4136 E. McDowell Road Mesa, AZ 85215 Customer Service: 480-333-1000

-Phoenix, AZ Storefront 3325 N 19th Ave. Phoenix, AZ 85015 Customer Service: 602-252-9402

Tucson, Arizona Storefront 355 S. Euclid Avenue, Suite 105 Tucson, AZ 85719 Customer Service: 520-629-9699

Examples of our storefront:

4.0 Explain how you will handle the customer service situation below:

An eligible agency place an order for special order doors, they request a will call pickup for the order. When the employee shows up to the store, the doors are no longer in their shipping container. How would you go about helping this employee?

Offeror Response:

All special orders are ordered for a specific customer and cannot be shipped or will called to or by any other customer in our system. Once the order is received in the warehouse, we will contact the customer and let them know the order is ready for pickup. If the customer arrives and the order is not in our warehouse, we will then reorder the item and ship it directly to the customer.

5.0 How would you ensure delivery to remote regions of the State of Arizona?

Offeror Response:

WAXIE has a robust footprint in Arizona to cover the needs of state agencies. Today we deliver to 106 different Arizona state agency customers with 208 different ship to locations. WAXIE has a fleet of 30 delivery trucks with 30 drivers that deliver daily or weekly to all major cities within the State of Arizona. For any location that we currently don’t offer frequent deliveries, we utilize common carrier freight. This is free of charge to the agency as all shipments in the state of AZ will be freight free to destination.

Solicitation Attachment – Method of Approach | Revision No. 1 | Revised 11-22 image1.png image2.png image3.jpg