Section C Descriptions and Specifications.pdf

K-12 Art Supplies Section C Descriptions and Specifications

1.0 Scope.

The Department of Defense Education Activity - Pacific (DoDEA-Pacific) serves the educational needs of dependents of military and civilian employees by providing Pre- Kindergarten through 12th grade throughout Japan, Okinawa, Korea and Guam. DoDEA- Pacific is comprised of 27 elementary schools, four districts offices, and one Area Office.

The fundamental purpose of this acquisition is to provide an online virtual catalog that will enable our schools to order K-12 art supplies for elementary, middle and high school in a streamlined and time efficient manner. This will keep all elementary, middle and high school classrooms consistent through-out DoDEA-Pacific. Items listed in Attachment 1- ELIN Listing are the common items currently in place in a majority of our classrooms.

2.0 Requirement:

Please refer to the attached Exhibit Line Item Numbers (ELINs) document for specific requirements.

2.1. Order History Report: The contractor shall provide an order history report to the DoDEA-Pacific office via email to robin.boyd@pac.dodea.edu . The report must include date of order, copy of order, order amount and shipping amount, of all online orders placed with an @pac.dodea.edu email address and that utilized the government discount rate (if applicable).

2.2. Virtual Catalog: The contractor shall provide the URL address of its Virtual Catalog. The contractor’s virtual catalog must be easily accessible on the internet, have online order fulfillment capability (see below), and offer all exhibit line items & prices listed in attachment 1 – ELIN Attachment. Shipping rates that are proposed in Section B, must be the shipping rates charged at check out.

Online Order Fulfillment - Complete order fulfillment must be available via an online web-based storefront accessible from all DoDEA Pacific locations. All online transactions will be secured using industry standard protocols such as SSL. Online storefront environment must include an online catalog containing all items in attachment 1 – ELIN Attachment. Online ordering must be available at a minimum between the hours of 6:00 a.m. and 5:00 p.m. Japan Standard Time (GMT + 9). Online fulfillment capabilities should incorporate similar features as major e-tailer companies such as Amazon.com, but must include the following as a minimum:

• Ability to place orders online by selecting items from online catalog

• All online catalog items shall have a photo, text description, U.S.

dimensions/measurements, and price

• Ability to selectively add and delete items, as well as modify quantities, of items in an online shopping cart any time prior to finalizing the order

• Ability to search for items by nomenclature or item/part #

• Ability to apply discounts and calculate shipping costs prior to finalizing order and authorizing payment

• Ability to use the Government Purchase Card (GPC) as form of payment

• Ability for the customer to provide special instructions prior to finalizing order

• Provide for direct billing to the GPC. Billing via third-party payment processors (e.g. PayPal) is not permitted

• Provide email confirmation of order, estimated delivery times, and order tracking

2.3. Ordering Guide. The contractor shall provide an ordering guide separate from the virtual catalog that explains the step by step instructions for customers:

a. to place ONLINE orders, and how the government discount & shipping charges will be applied to an order.

b to receive a quote with government discount & shipping charges applied (this will be used if order exceeds school’s card limit and Procurement Office needs to issue a delivery order).

c. to submit claim requests for warranty support/replacement for items covered under a warranty/guarantee.

The contractor’s ordering guide will be incorporated into the contract as an attachment.

3.0 Government Discount

The discount proposed in Section B shall apply to all virtual catalog items and shall remain in effect for the life of the contract. However, the contractor may propose an additional discount in the event of special sales, promotions, or items to be discontinued.

This additional discount shall be posted on the website and available to all customers;

DoDEA-Pacific shall be notified of the special discounts. The discount shown in Section B shall then be applied to the discounted pricing at time of check out.

Example:

Item: Underglaze Unit Price $180.00 Sale Price -10% ($18.00) Sub-Total $162.00 Contract Discount -25% ($40.50) Total $121.50

4.0 Shipping/Delivery Methods

4.1 Shipping method will be determined at time of online order/delivery order issuance. The following shipping methods shall be made available:

4.1.1 USPS Shipping. If the order is issued with USPS being the shipping method, the contractor shall ship via USPS to the school APO/FPO address. Please refer to Section J, attachment 2 for possible APO/FPO shipping locations. Shipping rates quoted on Section J, attachment 1 shall be the same rates charged at online check-out.

4.1.2 Door to Door Shipping. If the order is issued with door to door, the contractor shall ship via commercial mail carrier (i.e. Fed Ex, DHL).

Please refer to Section J, attachment 2 for possible door to door shipping locations. Door to Door shipping rates may be subject to negotiation on a case by case basis.

4.2 Specific delivery address and shipping instructions will be specified at time of online order/issuance of delivery order.

4.3 Delivery. Deliveries will be made to the “ship to” address within 30 days from date of online order/issuance of delivery order, unless otherwise mutually agreed by Government and Contractor.

5.0 Warranty. A guarantee/warranty is required for items as listed on

Attachment 1 – ELIN list. This guarantee/warranty shall be in accordance with the contractor’s approved warranty procedures and shall be included in the contractor’s ordering guide.

5.1 Warranty claim requests will be initiated by the school that the order was delivered to.

6.0 Substitution/Improvement. If at any time during the contract period of performance an item listed on Attachment 1 – ELIN list is scheduled to be discontinued, improved and/or replaced, DoDEA-Pacific Procurement office shall be notified as soon as possible.