COMPLETE_BPM006959_Solicitation_Attachment_11_-_Method_of_Approach.docx_Complete.pdf

Request for Proposal Solicitation No. BPM006959

Statewide Medical, Industrial, & Specialty Gases

Arizona Department of Administration

State Procurement Office 1802 W.

Jackson, #100

Phoenix, AZ 85007

Attachment 11 – Method of Approach Questionnaire

INSTRUCTIONS

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. Sections shall not be left blank or with a reference to find answer(s) elsewhere in the proposal. All cost items must be included and reflected only on the appropriate Pricing Document. If taking exceptions, the relevant sections and information must be completed within the Solicitation Attachment - Conformance Statements and Exceptions Requests Form. The State will not consider any exceptions unless designated on this form.

Lengthy responses are less preferred. To avoid this, be concise in your response. Use bullet points as appropriate. Reconsider how to word any response that exceeds 500 words in length so that the response contains the most important points you want displayed. Do not refer the reader to an appendix/attachment for further information unless directed. Offerors will be held accountable for the accuracy and validity of all answers.

If you are unable to perform any required service, indicate clearly:

● what you are currently unable to do,

● what steps will be taken (if any) to meet the requirement,

● the timetable for that process, the State as the services requested/required

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.

Responses within this attachment will become part of the contract between the winning offeror and the State.

NOTE: Please make sure to provide an electronic copy of your completed questionnaire in Word Format. You may include a PDF version in addition to the Word; however, the Word version is critical to completing the analysis.

Solicitation Attachment – Method of Approach Questionnaire | Revision No. 1 | Revised 11-22

Statewide Medical, Industrial, & Specialty Gases

Arizona Department of Administration

State Procurement Office 1802 W.

1. MANDATORY REQUIREMENTS

Question Offeror Response

1.1. Describe the Offeror's ability and capacity to

administer and manage multiple individual agency accounts.

Airgas's primary role as a gas vendor is to produce and distribute industrial, medical and spec gas

1.2. Describe the Offeror’s ability to acknowledge

requests and respond to all inquiries within two (2) business days of contact from multiple individual agency accounts.

Our goal is to respond to all inquiries within 48 hours of receipt

1.3. Provide contact information for the dedicated

account representative, backup representative and emergency contact

These will be provided if Airgas is chosen as the vendor

1.4. Describe the Offeror’s available contact

methods for the dedicated account representative.

phone, email

1.5. Describe the Offeror’s ability to meet quality

control requirements as outlined in the Scope of Work.

We follow all federal and state laws as it pertains product quality

1.6. Describe in detail the process for suspected

quality problem(s) notification through resolution.

We have a defined process for managing quality incidents

2. GENERAL SERVICE REQUIREMENTS

2.1. Describe the Offeror’s inventory and

transportation logistic ability to satisfy statewide delivery needs of multiple agencies.

Airgas covers the state of AZ. Delivery frequency is based on geography and population density

2.2. Describe the Offeror’s proposed method of

notifying agencies of delivery delays and pending backorder deliveries.

This info is retrievable via our account specific secured B2B site

2.3. Describe the Offeror’s proposed method of

ensuring backorders are not canceled without the agency’s approval.

We do not cancel BO's with customer approval

Statewide Medical, Industrial, & Specialty Gases

Arizona Department of Administration

State Procurement Office 1802 W.

3. INVENTORY AUDIT REQUIREMENTS

3.1. Describe in detail the proposed management

method for maintaining inventory controls and auditing of State and vendor owned vessels, tanks and containers.

All cylinder transactions are stored in our ERP system(SAP). Customer has access to their cylinder balance via our B2B website

3.2. Describe in detail the proposed method of

comparing audit results to invoices and resolving any discrepancies.

An onsite audit would be actioned then all an internal paper audit would be initiated. Resolution would be on a case by case basis

4. EQUIPMENT REQUIREMENTS

4.1. Describe the Offeror's ability to ensure all

containers comply with all applicable laws, rules and regulations.

It is our policy to follow all applicable laws

4.2. Describe the Offeror's ability to ensure all

cylinder fittings are in accordance with the Compressed Gas Association (CGA) standards and all cylinder valves comply with all applicable laws, rules and regulations, We follow all CGA and industry guidelines as they pertain to cylinder valves

4.3. Describe the Offeror's ability to comply with the

cylinder labeling, identification and certification requirements.

We follow all DOT, FDA requirements as it pertains to product labels

4.4. Describe the Offeror's ability to comply with the

gas and containers specification requirements.

4.5. Describe in detail the Offeror’s ability and

process for installing and maintaining a storage vessel at a State’s facility.

4.6. Describe in detail the Offeror’s ability and

process for installing and maintaining a telemetry system for monitoring the volume of liquefied gas remaining in the storage vessel at a State facility OR an equivalent manual monitoring system.

We follow all spec requirement as it pertains to bulk vessels

We have the internal resources to install and maintain bulk gas storage tanks

Yes we have the full ability to install and monitor telemetry

Statewide Medical, Industrial, & Specialty Gases

Arizona Department of Administration

State Procurement Office 1802 W.

4. EQUIPMENT REQUIREMENTS

4.7. Describe in detail the Offeror’s method for

determining an accurate, clear and traceable amount of liquid liters delivered and reflected on the packing slip or similar document after each delivery.

The SCF delivered is on the POD

4.8. Describe the Offeror's ability to comply with the

hydrostatic testing requirements.

4.8.1. Describe in detail the Offeror’s process

in documenting the certification date on the tanks.

4.8.2. If the certification date is not stamped

on the tank, describe in detail the Offeror’s process to ensure stickers, tags or other removable methods are immediately remedies to prevent them from becoming dislodged, lost or unreadable.

All cylinders are stamped with the latest hydro date.

We follow all DOT rules as they pertain to hydrotesting of HP cylinders

5. PERFORMANCE GUARANTEES

5.1. Describe the Offeror's ability and capacity to

comply with the Performance Guarantees requirements.

Please refer to the responses on the Performance Guarantees requirements form