ESBD_File_343249_EV00000354_-_RFP_Summary_-_AED.pdf

RFP SUMMARY

REQUEST FOR PROPOSALS

For

AED UNITS AND ACCESSORIES

Issued by

THE STATE OF OKLAHOMA

In collaboration with

SOLICITATION NUMBER EV00000534

RFP WEBSITE: Supplier Portal Login (oklahoma.gov) https://oklahoma.gov/omes/divisions/central-purchasing/vendors-and-payees/supplier-portal/supplier-portal-signin.html

Request for Proposals for AED Units and Accessories

Issued by the State of Oklahoma Solicitation Number EV00000534

RFP OVERVIEW

I. OVERVIEW

This Request for Proposals (RFP) is being issued by the of State of Oklahoma (“Lead State”), Office of Management and Enterprise Services, in collaboration with the NASPO ValuePoint cooperative purchasing program. The purpose of this RFP is to establish competitive contract(s) for use by participating entities to obtain FDA approved Automatic External Defibrillator (AED) Units and Accessories. This solicitation may result in multiple awards. The objective of this RFP is to obtain best value, and to achieve more favorable pricing, than is obtainable by an individual state or local government entity because of the collective volume of potential purchases by numerous state and local government entities.

About NASPO ValuePoint NASPO ValuePoint is a division of the National Association of State Procurement Officials (NASPO), a non-profit association dedicated to advancing public procurement through leadership, excellence, and integrity. In accordance with NASPO ValuePoint’s Lead State™ model, the Lead State is issuing this RFP, evaluating responses, and establishing Master Agreements with the support and assistance of a Multistate Sourcing Team™ composed of individuals from other member states, representing a broad range of perspectives that ensure the RFP incorporates best practices recognized by public entities across the country.

NASPO ValuePoint does not charge fees to NASPO members or other potential users, including state departments, institutions, agencies, and political subdivisions, federally recognized tribes, and other eligible public and nonprofit entities in the 50 states, the District of Columbia, and U.S. territories, to use NASPO ValuePoint Master Agreements. By leveraging the collective volume of potential purchases nationwide, NASPO ValuePoint is able to offer customers the best value in cooperative contracting while giving vendors the opportunity to reach multiple markets through a single solicitation. In 2021, contractors recorded a combined $16.9 billion in sales through NASPO ValuePoint Master Agreements awarded through cooperative solicitations like this RFP, including a combined $257 million in sales since 2014.

More information about NASPO and NASPO ValuePoint can be found at www.naspo.org and www.naspovaluepoint.org.

II. GENERAL INFORMATION AND INSTRUCTIONS

A. Important Dates.

1. RFP Open Date:11/17/2023

2. RFP Pre-proposal Conference: 11/28/2023 @ 3:00pm Central Time

3. RFP Q&A Deadline: 12/5/2023 @ 5:00pm Central Time

4. RFP Close Date: 01/04/2024 @ 3:00pm Central Time

Attendance at the RFP Pre-proposal Conference to be held through Microsoft Teams is optional, but encouraged. Vendors that want to attend must request an invitation from the RFP Contact to receive the meeting link.

http://www.naspo.org/ http://www.naspovaluepoint.org/

Issued by the State of Oklahoma Solicitation Number EV00000534

Dates and deadlines are subject to change. Offerors should continue checking the RFP Website for the most up-to-date information.

B. RFP Contact. The following individual is the sole contact for this RFP:

Asha Parks Contracting Officer/Procurement Specialist Email - asha.parks@omes.ok.gov

State of Oklahoma, OMES Central Purchasing 2401 N. Lincoln Blvd., Oklahoma City, OK 73105

C. Contract Term. The initial term of the master agreement shall be from the date of award for two

(2) years with the option to renew for three (3) additional one-year periods, upon mutual agreement by the Lead State and Contractor.

D. Renewals. Prior to any renewal, the Lead State shall subjectively consider the value of the Contract, the Supplier’s performance and review of current pricing and discounts offered by Supplier. If it is determined changes to the Master Agreement are required as a condition precedent to renewal, the Lead State and Supplier will cooperate to evidence such required changes in an Addendum.

E. Extensions. The State may extend the Contract for one hundred-eighty (180) days beyond a final renewal term at the current pricing for the extended period. If the State exercises such option to extend, the State shall notify the Supplier in writing prior to Contract end date. The State, at its sole option and to the extent allowable by law, may choose to exercise subsequent one hundred-eighty (180) day extensions, to facilitate the finalization of related terms and conditions of a new award or as needed for transition to a new Supplier. In addition, the State Central Purchasing Director (CPD) reserves the right to extend any Contract if the State CPD determines such extension to be in the best interest of the contract.

F. RFP Website. The following website is the sole official source for RFP information and updates:

Link / URL --- Supplier Portal Login (oklahoma.gov)

G. RFP Documents. This RFP consists of this RFP Summary, the following attachments, and any information or materials posted by the Lead State to the RFP Website, as amended:

1. Attachment A, RFP Terms and Conditions

2. Attachment B, Scope of Work

3. Attachment C, RFP Evaluation Plan

4. Attachment D, Potential Participation

5. Attachment E, Protest Information

6. Attachment F, Offeror Information, Acknowledgements, and Certifications

7. Attachment G, Offeror Response Worksheet

8. Attachment H, Cost Proposal mailto:asha.parks@omes.ok.gov https://oklahoma.gov/omes/divisions/central-purchasing/vendors-and-payees/supplier-portal/supplier-portal-signin.html

Issued by the State of Oklahoma Solicitation Number EV00000534

9. Attachment I, Proposed Modifications to Sample Master Agreement

10. Attachment J, Sample Master Agreement

11. Attachment K, Claim of Business Confidentiality

12. Attachment L, Approved Distributor List

13. Attachment M, OMES Form CP076, Responding Bidder Information

14. Attachment N, OMES Form CP004, Certification for Competitive Bid

15. Attachment O, OMES Supplier Registration & RFP Submission Guide

H. Communications and Questions

1. Read and review this RFP, including all attachments, exhibits, and amendments.

2. For questions about the content of this RFP, please submit them in writing via email to

Asha Parks at asha.parks@omes.ok.gov by the deadline (date and time shown) in Section II.A. Questions received via any other means will not be addressed. Questions submitted after the deadline will not be answered. Offerors may submit questions concerning specifications or requirements found in this RFP. Questions should be concise, identify the relevant document, and must reference the specific section of the RFP to which the question relates.

3. Answers will be publicly given via the State of Oklahoma Solicitation site as an amendment to the RFP as soon as practicable.

4. The identity of prospective Offerors will not be published with the answers, but the text of questions will be restated, so Offerors are cautioned about including context in questions that may reveal the source of questions.

I. How to Respond.

1. Read and review this RFP, including all attachments, exhibits, and amendments.

2. Prepare a proposal that:

a. Follows the requested format.

b. Includes the Solicitation Number on all materials making up the proposal.

c. Addresses each question and request for a response in this RFP, including all questions in Attachment H, Offeror Response Worksheet.

d. Clearly demonstrates your ability to meet the Scope of Work described in Section

III and Attachment B; and

e. Includes all required submissions identified in Section IV of this attachment.

3. IT IS THE BIDDER’S SOLE RESPONSIBILITY TO SUBMIT INFORMATION IN THE BID

AS REQUESTED AND IN COMPLIANCE WITH THE OKLAHOMA CENTRAL

PURCHASING ACT AND ASSOCIATED OAC TITLE 260 RULES4 INCLUDING

WITHOUT LIMITATION OAC 260:115-3-7 AND 260:115-3-115. A submitted Bid is rendered as a legal offer and is required to be in strict conformity with these Bidder Instructions

4. A Bid shall be submitted solely through the Peoplesoft System via the Supplier Portal.

The entire Bid must be submitted by the Bid Response Due Date and Time. A Bid emailed directly to or cc’d to the Contracting Officer will not be reviewed by the Contracting Officer. In person, commercial carrier or facsimile submittals shall not be accepted. Receipt of the Bid by the State is the responsibility of the Bidder. The Supplier mailto:asha.parks@omes.ok.gov

Issued by the State of Oklahoma Solicitation Number EV00000534

Portal is located here: Supplier Portal (oklahoma.gov) You can submit a bid as a buyer or as a Supplier. For help with the portal, please reach out to supplier.registration@omes.ok.gov

J. SCOPE OF WORK

A detailed description of the Deliverables being sought through this RFP is attached as Attachment B, Scope of Work.

The scope of this RFP and its resulting Master Agreement(s) is intended to benefit all state departments, institutions, agencies, and political subdivisions and other eligible public and nonprofit entities in the 50 states, the District of Columbia, and U.S. territories. Therefore, Offerors should not interpret the Scope of Work to be associated with or limited to any specific purchase, implementation, project, need, or program within the Lead State or any other state or eligible entity. Proposals should be generally applicable to all potential Participating and Purchasing Entities, except where specificity is requested.

III. OFFEROR RESPONSE

A. Required Submissions. All responses are required to be submitted directly to Supplier Portal Login (oklahoma.gov). The following must be submitted with your proposal:

1. Completed and signed Attachment F, Offeror Information, Acknowledgements, and Certifications.

2. Completed Attachment G, Offeror Response Worksheet.

3. Completed Attachment H, Cost Proposal, shall include all products being offered and submitted in the appropriate category per Attachment H. All proposed items shall include original pricing in addition to the catalog discounted pricing. Attachment H will become part of the final master agreement and posted for contract users as the contract pricing list.

4. Completed Attachment I, Proposed Modifications to Sample Master Agreement J (if any).

5. Completed and signed Attachment K, Claim of Business Confidentiality.

a. Redacted copy of proposal clearly marked as such, if claiming confidential, proprietary, or protected information.

6. Completed Attachment L, Approved Distributor List (if applicable).

7. Attachment M, OMES Form CP076, Responding Bidder Information

8. Attachment N, OMES Form CP004, Certification for Competitive Bid and/or Contract (Non-

Collusion Certification).

B. Other Documents. The following are informational only and do not need to be submitted with your proposal:

1. Attachment A, RFP Terms and Conditions

2. Attachment B, Scope of Work

3. Attachment C, RFP Evaluation Plan

4. Attachment D, Potential Participation

5. Attachment E, Protest Information

6. Attachment J, Sample Master Agreement

7. Attachment O, OMES Supplier Registration & RFP Submission Guide mailto:supplier.registration@omes.ok.gov https://oklahoma.gov/omes/divisions/central-purchasing/vendors-and-payees/supplier-portal/supplier-portal-signin.html https://oklahoma.gov/omes/divisions/central-purchasing/vendors-and-payees/supplier-portal/supplier-portal-signin.html

Issued by the State of Oklahoma Solicitation Number EV00000534

IV. EVALUATION AND AWARD PROCESS

A. Proposals will be sealed until the RFP Close Date. After opening, proposals will be evaluated in stages as set forth in this section and further detailed in Attachment C, RFP Evaluation Plan.

1. Stage 1: Initial Responsiveness.

2. Stage 2: Mandatory Minimum Requirements.

3. Stage 3: Technical Criteria.

4. Stage 4: Cost Evaluation. Cost Proposals will be evaluated as detailed further within Attachment C – RFP Evaluation Plan. Cost Proposals may also be subject to an independent review for reasonableness and best value by the Lead State.

5. All weighted scores will be totaled to arrive at the supplier’s total scored evaluation.

6. In accordance with Oklahoma Statutes, 74 O.S. § 85.5, the State of Oklahoma reserves the right to negotiate with one, all or none of the Offerors responding to this solicitation to obtain the best value. The Lead State reserves the right to issue an award to an Offeror across any or all responsive categories if an Offeror meets the award criteria for the given category or categories.

7. Negotiations could entail discussions on products, services, pricing, contract terminology or any other issues that mitigate the Lead State’s risks. The Lead State will consider all issues negotiable and not artificially constrained by internal corporate policies.

Negotiation may be with one or more Offerors, for any and all items in the Offeror’s Proposal.

Firms that contend that they lack flexibility because of their corporate policy on a particular negotiation item may face a significant disadvantage and may not be considered. If such negotiations are conducted, the following conditions shall apply:

Negotiations may be conducted in person, in writing, or by telephone.

Negotiations will only be conducted with Offerors’ that submitted potentially acceptable Proposals. The State reserves the right to limit negotiations to those Proposals that received the highest rankings during the initial evaluation phase.

Terms, conditions, prices, methodology, or other features of the Offeror’s Proposal may be subject to negotiations and subsequent revision. As part of the negotiations, the Offeror may be required to submit supporting financial, pricing, and other data in order to allow a detailed evaluation of the feasibility, reasonableness, and acceptability of the Proposal.

8. It is anticipated that this RFP may result in Master Agreement awards to multiple contractors, at the Lead State’s discretion. The evaluation process is designed to award

Issued by the State of Oklahoma Solicitation Number EV00000534 the contract resulting from this RFP to the Supplier deemed to be responsive and responsible concerning requirements outlined in the Technical Requirements.

B. After evaluations are completed, the Lead State and Multistate Sourcing Team will determine which proposals are advantageous to the Lead State and potential Participating and Purchasing Entities.

C. Prior to announcement of awards and execution of Master Agreements, the Lead State will present an award recommendation to the NASPO ValuePoint Executive Council for approval of the proposed awards.

D. Following approval of the NASPO ValuePoint Executive Council, the Lead State will issue an intent-to-award announcement on its electronic procurement system. Proposal files are public records and available for review at the offices of the Lead State Open Records Request Form.

https://forms.office.com/Pages/ResponsePage.aspx?id=ZHgwmpg-CE-5CnKLYs8yxbS9hSN8hmVJopacoXox1xpUNjJJRFRBNU9CTjBRTzNDRFdZVzhBNU5PSy4u