ESBD_File_353530_6) 304T-24-680A2.1 Firearms Pre Bid Meeting.pdf

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Pre-Submission Meeting 304T-24-680A2.1

Firearms and Accessories

Presenter Notes Presentation Notes Hold Screen – Edit Red Text as appropriate then change color to white

Pre-Submission Meeting 304T-24-680A2.1

Firearms and Accessories

CPA Statewide Procurement Division Statewide Contract Development (SCD)

March 27, 2024

Presenter Notes

Edit Red Text as appropriate then change color to white

Verbal answers are preliminary and unofficial.

Only written answers issued via addendum are official.

I. Introductory Remarks and Attendance Call II. Solicitation Schedule III. HUB Subcontracting Plan IV. Mandatory Price Sheet V. Attachments A, B, C, D, and E VI. Parts A and B VII. Terms and Conditions VIII. Attachment E IX. Questions/Comments

Agenda

Top six reasons for failure:

1. Submitting late

2. Bidding incorrect part numbers

3. Price sheet in wrong format

4. Missing signatures

5. Submitting material exceptions

6. Not meeting specification

III. HUB Subcontracting Plan IV. Mandatory Price Sheet V. Attachments A, B, C, D, and E VI. Parts A and B VII. Terms and Conditions VIII. Attachment E

Solicitation Schedule

The Respondent is solely responsible for ensuring that its Response is received by CPA before the deadline at the proper destination server. It is recommended that Respondent begin the process well in advance of 1:30 pm on the due date.

Presenter Notes

Bid response must make it through the filters and be on CPA servers by 1:30. A link to documents on stored on an external server is not acceptable.

III. HUB Subcontracting Plan IV. Mandatory Price Sheet V. Attachments A, B, C, D, and E VI. Parts A and B VII. Terms and Conditions VIII. Attachment E

HUB Subcontracting Plan

CPA has determined there are no probable subcontracting opportunities available. Therefore, a

HUB Subcontracting Plan (HSP) is not required.

However, if a Respondent needs to subcontract any portion of this contract, the Respondent must submit a HUB Subcontracting Plan with their Response.

Presenter Notes

<< As appropriate, delete either slide 8 or slides 9-11 >>

HUB Program contact information:

1-800-863-5881 or 512-463-5872

StatewideHUBProgram@cpa.texas.gov

III. HUB Subcontracting Plan IV. Mandatory Price Sheet V. Attachments A, B, C, D, and E VI. Parts A and B VII. Terms and Conditions VIII. Attachment E

Mandatory Price Sheet

• CPA will Responses received without the Mandatory Price Sheet.

• Altering the Mandatory Price Sheet will the response.

• Respondent must complete the Mandatory Price Sheet and return with Response in the format requested.

• Respondent must submit the price sheet electronically in its original format even if Respondent submits a hard copy of its Response.

• All line items are proprietary.

Presenter Notes

Following this slide take questions on the price sheet. Put the price sheet on-screen as appropriate.

III. HUB Subcontracting Plan IV. Mandatory Price Sheet V. Attachments A, B, C, D, and E VI. Parts A and B VII. Terms and Conditions VIII. Attachment E

Attachments A, B, C, D and E

* Return with Response

• * Attachment A: Execution of Response

– Failure to complete, sign, and submit this form will the Response.

• * Attachment B: Respondent Information

– Your response cannot be processed without this information.

• * Attachment C: Preferences

• * Attachment D: Insurance Statement of Intent

• Attachment E: Requirements and Specifications

Presenter Notes Presentation Notes Attachment D-

The certificate of insurance is due (5 days ARO of Award) conforming exactly to Section A.6.

Any exceptions should be submitted with Q&A or in response.

III. HUB Subcontracting Plan IV. Mandatory Price Sheet V. Attachments A, B, C, D, and E VI. Parts A and B VII. Terms and Conditions VIII. Attachment E

Part A Requirements specific to this solicitation

– Solicitation schedule

– Method of price adjustments

– Specifications (Attachment E)

– Shipping and delivery requirements

– Award Approach

– Submission requirements

– Respondent qualifications

Presenter Notes Presentation Notes Respondent Qualifications-

The Respondents shall provide a statement that their company is:

(1) A company or an individual or whose partners or principals or both have a minimum of three (3) years of experience providing firearms to Federal or State government agencies or to law enforcement agencies of major US cities or counties.

(2) A company or an individual whose partners and participants have not filed for bankruptcy within the last seven (7) years.

A.4.2 Pricing Structure

– Delivery locations:

• Statewide; and

• Austin, TX 78752

– Method of price adjustments- Producer price index

Presenter Notes Presentation Notes

- Shipping and Delivery Requirements

Unit prices must include statewide delivery. This includes all shipping, handling, delivery fees and fuel surcharges.

The primary delivery locations is:

TXDPS - GENERAL STORES

Austin, TX 78752

- Method of Price Adjustments

This Contract provides for price adjustments in connection with increases within the Producers Price Index.

A.7.5 Firearm Trade-in Requirements

– Quote for trade-ins

– Statewide Contract Management

Presenter Notes Presentation Notes Firearm Trade-in Requirements-

CPA and its Customers reserve the right to offer surplus or salvage equipment as a trade-in on new equipment.

Trade-ins are to be coordinated by the Customer and Contractor.

Trade-ins will be handled via quotes from the Contractor.

All purchase orders that include trade-ins shall be processed by Statewide Contract Management.

A.15.1 Award Approach

– Multi-award

– Grouping

• Respondents must bid all line items within a group.

• All products bid must be compatible for use with the grouped line items.

• Respondents are not required to bid every group.

Presenter Notes Presentation Notes Award Approach

Multi-award CPA intends to award up to two (2) vendors for each line item group.

Grouping Specified line items shall be awarded as groups.

To be considered for award of each group, bids must be in accordance with the grouping established in A.15.1.

Respondents must bid all line items within a group. However, Respondents are not required to bid every group.

All products bid must be compatible for use with the grouped line items.

A.15.1 Award Approach, Grouping

Presenter Notes

Award Approach, Grouping

Part B Applies to all SPD Solicitations

– General Instructions

– General Terms and Condition

Presenter Notes

<< As appropriate, delete either slide 8 or slides 9-11 >>

III. HUB Subcontracting Plan IV. Mandatory Price Sheet V. Attachments A, B, C, D, and E VI. Parts A and B VII. Terms and Conditions VIII. Attachment E

Terms and Conditions – Parts A & B

• CPA is statutorily prohibited from negotiating IFB terms or conditions under most circumstances.

• Instead of including exceptions, Respondents should request any desired modifications to the solicitation through the question-and-answer process.

Presenter Notes Presentation Notes CPA is statutorily prohibited from negotiating IFB terms or conditions under most circumstances.

Instead of including exceptions, Respondent should request any desired modifications to the solicitation through the question-and-answer process in Section A.11.3.

III. HUB Subcontracting Plan IV. Mandatory Price Sheet V. Attachments A, B, C, D, and E VI. Parts A and B VII. Terms and Conditions VIII. Attachment E

Attachment E Specifications

– CPA must any Response that includes exceptions that materially change the specifications.

– Instead of including exceptions, Respondents should request any desired modifications to the solicitation through the question-and-answer process.

– All line items are proprietary.

Presenter Notes

Following this slide take questions on the specifications and review specifications. Put the specifications on-screen as appropriate

General Requirements, Grouping and Option Pricing

Example:

– Line 1- Base Model (no options or substitutions included)

• Respondent Pricing- $100

• Respondent Bid- $100

– Line 2- Option 1 in Lieu of Base Model

• Respondent Pricing- $137.00

• Respondent Bid- $37.00

Presenter Notes

A.15.1 Award Approach, Bid Pricing

– Lines 1-4:

• Line 1, bid pricing for complete pistol

• Lines 2-4, bid pricing to upgrade

– Lines 5-8

• Line 5, bid pricing for complete pistol

• Lines 6-8, bid pricing to upgrade

Presenter Notes Presentation Notes Bid pricing

The Respondent shall bid the difference in pricing from the base/standard model to the upgraded model.

General Requirements, Grouping and Option Pricing

– Lines 9-11

• Line 9, bid pricing for complete pistol

• Lines 10-11, bid pricing to upgrade

Presenter Notes

III. HUB Subcontracting Plan IV. Mandatory Price Sheet V. Attachments A, B, C, D, and E VI. Parts A and B VII. Terms and Conditions VIII. Attachment E

Top six reasons for failure:

1. Submitting late

2. Bidding incorrect part number

3. Price sheet in wrong format

4. Missing signatures

5. Submitting material exceptions

6. Not meeting specification

Solicitation Schedule

The Respondent is solely responsible for ensuring that its Response is received by CPA before the deadline at the proper destination server. It is recommended that Respondent begin the process well in advance of 1:30 pm on the due date.

Presenter Notes

Update Schedule of Events Snip-It – Restate due dates for Courtesy HSP review, Question Submission, Bid due date and Time

HUB Program contact information:

1-800-863-5881 or 512-463-5872

StatewideHUBProgram@cpa.texas.gov

Verbal answers are preliminary and unofficial.

Only written answers issued via addendum are official.

Contact Info

Please email questions and comments to:

Andrew.Winegarden@CPA.Texas.gov

Presenter Notes

Edit Red Text as appropriate, change text to White