Participating+Addendum.docx

PARTICIPATING ADDENDUM

Associations utilizing vendor services under State Contract #038 send their selection criteria and scope of work to vendor or vendors in the pool. They will select the vendor response that best meets the criteria stated in the scope of work.

Instructions Complete the Association information below

· Issue date is the date you are sending the Participating Addendum to the vendor(s).

· Association contact is who the vendor(s) will respond to with their offers.

Association Name

Issue Date

Association Contact

E-Mail Address

Telephone Number

Fax Number

Address

City

State

Zip Code

1. Scope of Work – Include information that tells the vendor what is to be done including the desired outcome. Be as specific and comprehensive as possible. Do not assume the vendor will know something or do something if you do not include it in the scope of work. Specify what the Board requires to give the vendors a more clear idea of the work needed within each category. Provide general estimates if available (#of calls, #of meetings, # of licensees, frequency of renewals, etc.) The questions in blue below are a guideline. Clarify and add any additional information that would be pertinent for the Management Company to know.

Board overview:

How many members do you have? Are they practitioners or consumer members? How do they become a Board member? Are they appointed and how long are their terms? What are the Board’s responsibilities and duties?

Approximate amount of mail received per month and how regularly vendors will be required to open/handle new mail.

5. Maintain records according to state of North Dakota records retention schedules Does the Board of physical files that will need to be stored? Does the Board keep all information electronically?

Specify the quantity and frequency of Regular meetings and Special meetings. Are they call in or in person? Do they occur during business hours? Does the public attend?

2. Arrange for meeting room, if needed Does the Board have a location they prefer to use for in-person meetings? What city do meetings take place in? For meetings where the Board will appear telephonically, provide any specifications for where the office at which the speakerphone that the public may use to listen to the meeting will be located.

Where will the vendor be required to post meeting information? Will they take the compose minutes during meetings?

How soon does the Board need this done? Are there any additional requirements around approved minutes distribution and availability?

Does the Board currently have a budget? Provide details to the extent the vendor will be expected to assist with the budget.

2. Maintain and manage finances and financial records Does the Board have an existing bank account? Where is it located? Is the Board willing to move that account to a new institution? Will the Board members handle this if required, or will the new vendor need to set up new accounts? Does the Board have any financial software they are currently utilizing? If so, what version? Does the Board own the software or are they willing to purchase the software license?

Clarify what your Board needs for accounting and bookkeeping services.

5. Process receipt and distribution of funds Are fees received paid via check, online, both? How should the vendor expect most of the financial transactions to take place?

6. Prepare financial statements Please describe any specific financial reports that the Board would be looking for from the vendor.

7. Provide financial reports to the State Auditor’s Office Clarify what kind of reports have been provided in the past, and would be required to be provided going forward.

8. Process member compensation reimbursements Upon approval, will the vendor write physical reimbursement checks to the Board Members for approved expenses?

9. Coordinate audit required by North Dakota Century Code Is an outside vendor hired for the audit? How much assistance will be required from the Board Management Company?

Will the vendor be required to attend legislative meetings or will a Board member be appointed to do that?

Does the Board own any software used to track licensure information? How does the Board currently provide verification of licensees? Can an employer find this information online or do they need to call the Board Office? What information does an employer or outside person need to provide in order for the verification to be released?

2. Process initial applications and completed applications Are these applications received via online portal, email, or mail? How much will the vendor be expected to do as part of this process? Does the Board know how many new license applications they receive annually?

How frequently do renewals happen (example: annually by a set date, odd number licenses in odd number years, etc.)? How many licensees does the Board currently have? Do you know how much this usually increases annually? Please note if renewals are done via mail, online, etc.

5. Receive and complete licensure, certification, and registration verifications Does the Board have a process for this? Is it an online process, and is the Board required to review any of this information at meetings? Are there physical licenses mailed to the licensees or can they print their own?

6. Coordinate inspections if required (to be performed by another party) Does your Board require physical inspections of licensee locations? If so, how frequently are they done? Who coordinates or approves the inspectors? List any information that would be pertinent to the vendor to understand how inspections are performed on behalf of the Board.

Clearly define any extra work needed for transition of Management Company (physical and/or electronic files to be transferred). Explain any requested file/scanning updates to be performed by the new vendor upon award and as part of the transition to new management.

2. Budget – Specify if the association has a budget for requested scope of work.

Budget Available (if applicable):

3. Agreement Type – Specify if this Participating Addendum is to be based on time and materials or fixed bid. For requests where the specific vendor time required per deliverable is known, it is recommended that the agreement type be a time and materials bid with clearly defined deliverables. A fixed bid may be a suitable option when an association does not know exactly how much time is required for each deliverable category.

4. Start Date – Specify the date when the Participating Addendum is to start. Consider the time you are allowing for vendors to return their offers in response to the written request when setting the start date (min 6 days response time).

5. End Date – Specify the date when the Participating Addendum is to be completed if the association does not want to have their Participating Addendum be coterminous with State Contract (coterminous means it will automatically continue with any renewals or extension of State Contract). If an end date is entered, it is the expiration date, and a new Participating Addendum will have to be completed before that time.

Agreement Type

|_|Time and Materials |_|Fixed Bid Start Date

End Date |_|Coterminous with State Contract

|_|Specific End Date

6. Location – Specify where the work will occur: onsite or offsite (“Onsite” is any association location in the State of North Dakota. “Offsite” is work that is done at the vendor’s business location)

Location of Work |_|Onsite |_|Offsite

7. Time and Status Reporting – Select all applicable reporting and accountability options. Add additional reporting requirements and detail as necessary.

Time and Status Reporting Systems to be utilized by the Vendor (Mark all that apply)

|_|Daily Accountability |_|Weekly Status Reports |_|Monthly Reports |_| Other (Describe below)

8. Vendor Response Due Date – Indicate the date that vendors must have a response returned to your association for this written request. The State has agreed to provide no less than six (6) business days for vendors to respond to a participating addendum request, although you may allow more time. Consider the size and complexity of your request and allow adequate time for vendors to provide good responses.

Vendor Response Due Date

9. If vendor is unable to respond to this Participating Addendum, please return the request to the association and provide the reason:

10. Evaluation Criteria – When preparing a Participating Addendum, the association must identify the evaluation criteria that will be used to evaluate the vendor responses. Fill in the appropriate points assigned for the technical evaluation and the points assigned to cost evaluation. The point values must add up to 100. The points in blue can be adjusted to allow for more or less points on certain evaluation criteria to meet the associations’ required weighting for scores in areas of higher or lower importance.

Evaluation Criteria The criteria below will be used to select the most advantageous response Points (100 total)

11. Submit to State Procurement Office – Send to contract manager for review

Vendor Response Requirements The Association will specify a response due date for the vendor to respond to request. The vendor must respond to the association that issued the request, either affirming or denying its ability to provide the personnel in the required time frame. During this response period, if necessary, the vendor may seek clarifications of the work involved.

If the vendor is unable to provide the personnel requested, it must state the reason, sign and return to the requesting association by the vendor response due date. If the vendor is capable of fulfilling the scope of work requested, it will complete and attach a response to the Participating Addendum, sign and return it to the requesting association by the due date.

The vendor response will include, at a minimum, the following items:

1. Vendor Solution – Vendors must describe their strategy for accomplishing the scope of work. Provide customer references for similar projects successfully completed, if available.

Evaluation of Vendor Responses & Notice of Award The requesting association will evaluate the vendor responses to ensure that the response meets the requirements stated in the scope of work and that the staff proposed have the proper qualifications. The association may require interviews with proposed vendor staff prior to accepting the vendor staff.

The association will evaluate each vendor response based on the evaluation criteria stated and select the proposal that best meets the requirements (See Vendor Response Evaluation Worksheet).

The association will issue the Notice of Association Management Services Award (see Notice of Association Management Services Award), and wait seven (7) days to execute the Participating Addendum.

Execution The parties through their authorized agents have executed this Participating Addendum and attached the vendor response under terms of State Contract # 038 Professional Association Management Services Vendor Pool, subject to amendments in the participating addendum, for the price and on the dates set out below.

Reference: In accordance with the terms and conditions of the State Contract #038 Professional Association Management Services Vendor Pool between State and Vendor, this Participating Addendum authorizes delivery of the deliverables described in accordance with the scope of work, schedule, and terms specified.

The total dollar contractual amount specified below for this Participating Addendum shall not be exceeded unless a written amendment is appended to the participating addendum, duly executed by the authorized representative of all parties.

Total Dollar Contractual Amount

Signature

Printed Name

Title

Date

Signature

Printed Name

Title

Date

Association Vendor

VENDOR RESPONSE EVALUATION WORKSHEET

INSTRUCTIONS: REVISE EVALUATION CRITERIA AND POINTS TO MATCH #10 OF THE PARTICIPATING ADDENDUM

DELETE ALL INSTRUCTIONS BEFORE PRINTING.

THE EVALUATION SUMMARY MUST BE SENT ALONG WITH THE PARTICIPATING ADDENDUM SO VENDORS HAVE THE SAME INFORMATION THAT WILL BE USED TO SCORE THEIR RESPONSES

INSTRUCTIONS FOR EVALUATORS

When preparing a participating addendum, the association must develop evaluation criteria that will be used to evaluate the vendor responses. Assign each evaluation criterion, including cost, a specific number of points totaling 100. The questions under each evaluated area help you measure the quality of the offeror’s response. All items in blue can be edited to meet association needs. Do not assign points to individual questions; instead, award a total score for each evaluation criterion.

RATING SCALE FOR ASSESSING VENDOR RESPONSES

Rating scales are intended to establish guidelines for awarding points within an evaluation criterion. You may assign any value for a given criteria from 0 to the maximum number of points. A zero value typically constitutes no response or an inability of the vendor to meet the criterion. In contrast, the maximum value should constitute a high standard of meeting the criterion.

If a specific criterion would only yield a yes or no response (e.g., offeror can submit an electronic report in required format by noon Friday), the evaluator should award either the maximum points or a zero. For Example: “Vendor Solution” is an evaluation criteria receiving a weighting of 30% of the total possible points. The rating scale would be:

* Be sure the evaluation criteria and associated point values on the evaluation worksheet correspond with item 10 of the Participating Addendum Request

Rating Scale (30 POINT Maximum)

Point Value

Explanation

ASSISTANCE

Contact the State Procurement Office at 701-328-2773 for assistance in developing evaluation criteria and evaluating proposals.

AWARD NOTICE

After selecting the most advantageous proposal, send out a notice of award to all vendors that responded to the Participating Addendum. Association and vendor must wait for seven (7) days before executing the Participating Addendum

State Contract 038 Professional Association Management Services Vendor Pool Proposal Evaluation Worksheet

Association Name:

Evaluator Name:

Date:

Vendor:

Technical Evaluation Criteria

1. Vendor Solution Consider:

What is the quality of the proposed solution?

How well does the proposed solution meet the requirements stated in the scope of work?

2. Qualifications and Availability of Vendor Staff Consider:

What is the availability of vendor staff?

What are the qualifications of the vendor staff based upon vendor staff resumes and reference checks?

Cost Evaluation Price of Lowest Cost Proposal Price of Proposal Being Rated X Points Assigned to Cost = Awarded Points

3. Cost

Total

NOTICE OF ASSOCIATION MANGEMENT SERVICES AWARD

INSTRUCTIONS: REVISE OR DELETE AS NEEDED.

AFTER SELECTING THE MOST ADVANTAGEOUS SOLUTION, SEND THIS NOTICE TO ALL VENDORS THAT RESPONDEED TO THE PARTICIPATING ADDENDUM REQUEST.

THIS NOTICE CAN BE MAILED, FAXED, OR E-MAILED TO VENDORS.

DELETE ALL INSTRUCTIONS BEFORE PRINTING.

STATE OF NORTH DAKOTA

ASSOCIATION NAME

ADDRESS

CITY, STATE, ZIP

TELEPHONE NUMBER

DATE

NOTICE OF AWARD

A Participating Addendum Request was issued by the ASSOCIATION on DATE REQUEST WAS ISSUED.

The following vendors submitted proposals in response to the request:

· LIST NAMES OF VENDORS THAT SUBMITTED PROPOSALS

The proposals were evaluated to select the most advantageous proposal. We announce our intent to award a contract to:

· NAME OF SUCCESSFUL VENDOR.

The successful vendor is instructed not to begin work, purchase materials, or enter into subcontracts relating to the project until the Vendor, ASSOCIATION, and the State Procurement Office sign the Participating Addendum.

An interested party may protest this Notice of Award by submitting a written protest to the State Procurement Office within seven (7) calendar days after the date of this notice.

STATE PROCUREMENT OFFICE

14TH Floor Capitol Tower 600 E. Boulevard Ave Dept. 012 Bismarck, ND 58505-0310

On behalf of ASSOCIATION, thank you for your efforts in preparing a response to the Participating Addendum request. We appreciate your interest in doing business with the State of North Dakota.

If you have any questions, please feel free to contact me.

Sincerely, NAME

PHONE: INSERT

FAX: INSERT

E-MAIL: INSERT