PO23-080 B-34722 DCFS Promotional Items Pre-Bid Conference Transcript 230418.pdf

Illinois Department of Children and Family Services PO23-080 DCFS Promotional and Imprinted Items

23-418DCFS-PROCU-B-34722

Pre-Bid Conference Transcript

April 18, 2023

NOTE: Due to an issue with the recording, it will not be made available.

1 "Will Blount-Stephens" (2962339840)

00:00:05.069 --> 00:00:08.820

Okay, let's go ahead and get started.

2 "Will Blount-Stephens" (2962339840)

00:00:08.820 --> 00:00:22.260

Thank you for joining us today. My name is well, 1, Stevens, and I'll be conducting the prebid conference today. The subject of the previous conference is solicitation.

3 "Will Blount-Stephens" (2962339840)

00:00:22.260 --> 00:00:32.220

Dash dash 34722 to establish an indefinite quantity contract for promotional and imprinted items.

4 "Will Blount-Stephens" (2962339840)

00:00:32.220 --> 00:00:38.250

The bit opening is scheduled for May 2nd, 2023 at 10. 0. am.

5 "Will Blount-Stephens" (2962339840)

00:00:38.250 --> 00:00:49.315

The solicitation does not have a business enterprise for minorities, women, and persons with Disabilities Act, participation, or people, or a veteran small business participation goal.

6 "Will Blount-Stephens" (2962339840)

00:00:49.525 --> 00:00:56.395

So we will only focus solicitation on solicitation, responsiveness and specification requirements and questions today.

7 "Will Blount-Stephens" (2962339840)

00:00:58.920 --> 00:01:08.580

Before we begin, we will ask that everyone in attendance on the Webex or by a telephone to please identify themselves and provide your 1st and last name. The name of your company.

8 "Will Blount-Stephens" (2962339840)

00:01:08.580 --> 00:01:15.780

Your telephone number and your email address would the 1st participant please start by stating your name.

9 "Will Blount-Stephens" (2962339840)

00:01:19.350 --> 00:01:23.220

Mark.

10 "7083****19" (293703680)

00:01:23.220 --> 00:01:26.250

Renee, my.

11 "7083****19" (293703680)

00:01:26.250 --> 00:01:29.910

Hey, Mark, decorated up.

12 "Will Blount-Stephens" (2962339840)

00:01:29.910 --> 00:01:34.950

I'm sorry, it was the name of your company decorated a payroll.

13 "7083****19" (293703680)

00:01:36.300 --> 00:01:42.840

Right. And, uh.

14 "7083****19" (293703680)

00:01:42.840 --> 00:01:50.010

I don't really need the telephone. How about your email address? Info? I. N. F. O.

15 "7083****19" (293703680)

00:01:50.010 --> 00:01:54.330

He marked online dot com. T. E. E.

16 "7083****19" (293703680)

00:01:54.330 --> 00:01:58.350

M a. R. T. O. in.

17 "7083****19" (293703680)

00:01:58.350 --> 00:02:03.120

L I. N. E. dot com. All right. Thank you.

18 "Will Blount-Stephens" (2962339840)

00:02:03.120 --> 00:02:08.490

Okay, and I see a world of promotion.

19 "Will Blount-Stephens" (2962339840)

00:02:08.490 --> 00:02:14.400

You provide your name, please.

20 "Will Blount-Stephens" (2962339840)

00:02:17.010 --> 00:02:29.700

World the promotion.

21 "Will Blount-Stephens" (2962339840)

00:02:31.140 --> 00:02:38.820

Okay, I see. 3.

22 "Will Blount-Stephens" (2962339840)

00:02:39.990 --> 00:02:44.220

Please provide the name of your company and your email address.

23 "Sri Rao" (2896356096)

00:02:44.220 --> 00:02:48.600

Branding.

24 "Sri Rao" (2896356096)

00:02:48.600 --> 00:02:58.200

Orders are running on dot com.

25 "Will Blount-Stephens" (2962339840)

00:02:58.200 --> 00:03:03.390

I'm sorry, what was that before at branding? Hot hot dot com.

26 "Sri Rao" (2896356096)

00:03:03.390 --> 00:03:09.270

Orders or the orders orders. Okay, thank you.

27 "Will Blount-Stephens" (2962339840)

00:03:09.270 --> 00:03:13.860

Hmm uh, Cindy Johnson.

28 "Will Blount-Stephens" (2962339840)

00:03:13.860 --> 00:03:20.100

Big picture promotions correct?

29 "Will Blount-Stephens" (2962339840)

00:03:20.100 --> 00:03:26.760

Cindy, what's your email address?

30 "Will Blount-Stephens" (2962339840)

00:03:34.230 --> 00:03:44.910

All right looks like I have 2 people on my telephone. Could you state your name your company and your email address?

31 "7083****19" (293703680)

00:03:50.130 --> 00:03:55.740

I1 of the people is Renee. Okay. Okay. Thank you.

32 "Will Blount-Stephens" (2962339840)

00:03:55.740 --> 00:04:04.680

That's the 78 number. I had the 3, 1, 2 number.

33 "3124****22" (4238777088)

00:04:04.680 --> 00:04:08.490

Yep.

34 "3124****22" (4238777088)

00:04:10.860 --> 00:04:16.230

That would be Cindy Johnson. I have a call in as well. Okay. Thanks, Cindy.

35 "Will Blount-Stephens" (2962339840)

00:04:16.230 --> 00:04:19.980

Mm, hmm. Okay.

36 "Will Blount-Stephens" (2962339840)

00:04:22.795 --> 00:04:34.855

So, please make your phones or microphones to cut down on background noise. You're welcome to unmute to ask questions at any time. Or if you are attending via the Webex online, you may submit your questions by the chat function.

37 "Will Blount-Stephens" (2962339840)

00:04:40.974 --> 00:04:54.534

All questions asked and answers, provided will be transcribed and attached as an amendment to the solicitation in bid by. So you may I may pause periodically. Amber, right from my office is also on the phone.

38 "Will Blount-Stephens" (2962339840)

00:04:54.534 --> 00:04:56.334

She'll be helping me transcribe questions.

39 "Will Blount-Stephens" (2962339840)

00:04:56.539 --> 00:04:58.469

Come up.

40 "Will Blount-Stephens" (2962339840)

00:04:58.469 --> 00:05:04.079

And so if we do have periodic pause, is, that's the reason.

41 "Will Blount-Stephens" (2962339840)

00:05:04.079 --> 00:05:11.099

This prebid conference is being held for the purpose of explaining the procurement responsiveness and specification requirements.

42 "Will Blount-Stephens" (2962339840)

00:05:11.099 --> 00:05:16.499

The prebid conference will be conducted in 2 sections, responsiveness and specifications.

43 "Will Blount-Stephens" (2962339840)

00:05:17.789 --> 00:05:22.679

So, we'll start with section 1. I, I'm sorry rsp responsiveness.

44 "Will Blount-Stephens" (2962339840)

00:05:23.759 --> 00:05:35.729

So, we'll now talk about RFP responsiveness, and I'll point out specific issues that are resulting in bidders, being non responsive and subsequently being disqualified from being awarded a contract.

45 "Will Blount-Stephens" (2962339840)

00:05:35.729 --> 00:05:38.759

A responsive better is 1 who submits them.

46 "Will Blount-Stephens" (2962339840)

00:05:38.759 --> 00:05:49.169

A bit or an offer in this case, it's an RFP. So it's an R offer that confirms in all material respects to the solicitation and includes all required forms.

47 "Will Blount-Stephens" (2962339840)

00:05:49.169 --> 00:05:53.219

Required forms may include, but not be limited to.

48 "Will Blount-Stephens" (2962339840)

00:05:53.219 --> 00:05:59.249

The offer section of the solicitation, which I'm going to show you now.

49 "Will Blount-Stephens" (2962339840)

00:06:05.189 --> 00:06:11.459

Bear with me a 2nd, here I switch screen.

50 "Will Blount-Stephens" (2962339840)

00:06:22.139 --> 00:06:25.349

So you should see on your screen the, uh.

51 "Will Blount-Stephens" (2962339840)

00:06:25.349 --> 00:06:31.529

Offer to the state of Illinois. This is in sections C of the RFP.

52 "Will Blount-Stephens" (2962339840)

00:06:31.529 --> 00:06:42.149

You must return this document with your offer as an attachment in bid by and I'll show you where that is or you will be declared non responsive.

53 "Will Blount-Stephens" (2962339840)

00:06:43.584 --> 00:06:51.924

This document is, should be used as a final checklist to ensure that all the required documents are completed and included with your offer.

54 "Will Blount-Stephens" (2962339840)

00:06:52.614 --> 00:06:59.004

So, if you look through this document, you'll see that there are a little check boxes to ensure that you.

55 "Will Blount-Stephens" (2962339840)

00:06:59.279 --> 00:07:02.999

Attach if it has been a, it's not required.

56 "Will Blount-Stephens" (2962339840)

00:07:02.999 --> 00:07:06.779

But you attach different documents as needed.

57 "Will Blount-Stephens" (2962339840)

00:07:08.609 --> 00:07:12.629

Are there any questions about the offer section of the solicitation?

58 "Will Blount-Stephens" (2962339840)

00:07:15.179 --> 00:07:18.509

Um.

59 "Will Blount-Stephens" (2962339840)

00:07:18.509 --> 00:07:24.989

Okay, so I'm going to go back to bid by.

60 "Will Blount-Stephens" (2962339840)

00:07:30.269 --> 00:07:34.619

Okay.

61 "Will Blount-Stephens" (2962339840)

00:07:36.779 --> 00:07:40.919

Hello.

62 "Will Blount-Stephens" (2962339840)

00:07:42.239 --> 00:07:47.489

63 "Will Blount-Stephens" (2962339840)

00:07:50.159 --> 00:07:54.089

Okay, so.

64 "Will Blount-Stephens" (2962339840)

00:07:54.089 --> 00:08:00.539

Under the attachments tab and bid by you'll see, you're going to see more on my screen that you will and yours, but.

65 "Will Blount-Stephens" (2962339840)

00:08:00.539 --> 00:08:10.619

You'll you'll see at the bottom, there are required, quote, attachment. So, this is and again, this is going to look a little different than the way you see it, but there are.

66 "Will Blount-Stephens" (2962339840)

00:08:10.619 --> 00:08:22.289

Specific documents that are required for to be attached, or your bid will be non responsive. So, the 1st is the dcfs supplemental disclosures and conflicts of interest.

67 "Will Blount-Stephens" (2962339840)

00:08:22.289 --> 00:08:31.289

Form that's a required form. If you do not submit it right off. You will not be considered nonresponsive but.

68 "Will Blount-Stephens" (2962339840)

00:08:31.289 --> 00:08:36.029

It is a required form we will have to have it before we execute any contracts.

69 "Will Blount-Stephens" (2962339840)

00:08:36.029 --> 00:08:42.239

The 2nd, in this case, we are asking for a catalog price list.

70 "Will Blount-Stephens" (2962339840)

00:08:42.239 --> 00:08:46.379

Or to be attached so that would be.

71 "Will Blount-Stephens" (2962339840)

00:08:46.584 --> 00:09:00.384

A price list of all your current prices with all of the items that you currently offer. It doesn't necessarily have to have pictures that can be in an Excel document or however, you want to do it or you could send us on a sheet of paper.

72 "Will Blount-Stephens" (2962339840)

00:09:00.384 --> 00:09:05.274

Just the link to your website, which has your entire catalog.

73 "Will Blount-Stephens" (2962339840)

00:09:05.549 --> 00:09:10.709

Are there any questions about that if you do not submit.

74 "Will Blount-Stephens" (2962339840)

00:09:10.709 --> 00:09:14.309

1 of the 2 you will be determined non responsive.

75 "Will Blount-Stephens" (2962339840)

00:09:14.309 --> 00:09:22.409

And not be able to receive an award. The next is the offer, which I already talked about.

76 "Will Blount-Stephens" (2962339840)

00:09:22.409 --> 00:09:29.789

The technical proposal, which is the technical proposal as required in the RFP document.

77 "Will Blount-Stephens" (2962339840)

00:09:29.789 --> 00:09:42.179

And then your vendor disclosure, so that we have 2 different forms, they used to be called forms a, and forms B. so we now have the vendor disclosure form, which is formally formed a it's.

78 "Will Blount-Stephens" (2962339840)

00:09:42.179 --> 00:09:46.739

To be used if you are not registered on the Illinois procurement gateway.

79 "Will Blount-Stephens" (2962339840)

00:09:46.739 --> 00:09:50.879

The other disclosure form, it's an either or.

80 "Will Blount-Stephens" (2962339840)

00:09:50.879 --> 00:10:03.119

So the other disclosure form is the active registered vendor disclosure. So that's the alumni procurement, Gateway, active, registered vendor disclosure its formerly forms B.

81 "Will Blount-Stephens" (2962339840)

00:10:03.119 --> 00:10:14.009

So, if you bid before you would have submitted forms B, it's now called the active registered vendor disclosure. So that is if you are registered and your registration is active.

82 "Will Blount-Stephens" (2962339840)

00:10:14.009 --> 00:10:20.189

On the Illinois procurement gateway if your registration is not active, you would submit.

83 "Will Blount-Stephens" (2962339840)

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The other vendor disclosure form.

84 "Will Blount-Stephens" (2962339840)

00:10:25.679 --> 00:10:33.149

Any questions about the disclosures.

85 "Will Blount-Stephens" (2962339840)

00:10:39.504 --> 00:10:49.344

So, I'm now going to go to the items tab this solicitations being done a little bit differently, and that we are asking for a percent discount from your.

86 "Will Blount-Stephens" (2962339840)

00:10:50.874 --> 00:10:56.454

So, in order for bid by, to be able to calculate the pricing for us when you go to.

87 "Will Blount-Stephens" (2962339840)

00:10:56.659 --> 00:10:57.659

Your.

88 "Will Blount-Stephens" (2962339840)

00:10:57.659 --> 00:11:02.669

Quote on each line item for pricing.

89 "Will Blount-Stephens" (2962339840)

00:11:02.669 --> 00:11:14.394

For the dollar amount it it says specifically here bitter will enter 10,000 dollars in the unit cost for evaluation purposes, and enter their discount per from for the category.

90 "Will Blount-Stephens" (2962339840)

00:11:14.394 --> 00:11:22.584

So when you go to bid your screen looks a little different than mine again. But when you do go to bid on each line item, it says that you. you

91 "Will Blount-Stephens" (2962339840)

00:11:22.669 --> 00:11:24.839

Will enter 10,000 dollars.

92 "Will Blount-Stephens" (2962339840)

00:11:24.839 --> 00:11:37.619

That doesn't mean, that's how much we're going to spend that's just for evaluation purposes and then your percent discount. So then when we go to open pricing bid by is going to tell us who the.

93 "Will Blount-Stephens" (2962339840)

00:11:37.619 --> 00:11:41.099

It'll be able to calculate who the low bidder is or or.

94 "Will Blount-Stephens" (2962339840)

00:11:41.099 --> 00:11:46.559

But in this case, of course, where it's an RFP, so it's not totally on, um.

95 "Will Blount-Stephens" (2962339840)

00:11:47.969 --> 00:11:55.679

It's not totally on price so, but we do need to know to be able to calculate the points for.

96 "Will Blount-Stephens" (2962339840)

00:11:55.679 --> 00:12:01.859

Pricing okay, so make sure again that you enter 10,000 dollars.

97 "Will Blount-Stephens" (2962339840)

00:12:01.859 --> 00:12:10.529

For the dollar amount in the unit cost field, and then the percent discount in the percent discount field.

98 "Will Blount-Stephens" (2962339840)

00:12:10.529 --> 00:12:14.189

For that category are there any questions about that?

99 "Will Blount-Stephens" (2962339840)

00:12:14.189 --> 00:12:20.969

If you don't do it, you will be disqualified.

100 "Will Blount-Stephens" (2962339840)

00:12:22.079 --> 00:12:27.419

Okay, moving on section 2. Uh.

101 "Will Blount-Stephens" (2962339840)

00:12:27.419 --> 00:12:41.514

For the final section, we will take questions and provide answers in the event that we do not have the answer readily available. We will include the question and the appropriate response when we post the questions and answers from the prebid conference to bid by.

102 "Will Blount-Stephens" (2962339840)

00:12:42.834 --> 00:12:47.334

I'm also going to note that all questions. If you don't ask the question.

103 "Will Blount-Stephens" (2962339840)

00:12:47.419 --> 00:12:55.589

Here all questions are due to the solicitation contact, which is me by close the business 50 PM. This Friday.

104 "Will Blount-Stephens" (2962339840)

00:12:55.589 --> 00:13:00.029

Questions received after this date and time will not be answered.

105 "Will Blount-Stephens" (2962339840)

00:13:00.029 --> 00:13:10.319

So, after the previous, we will post a question and answer, but I will also post a question and answer with any questions received between.

106 "Will Blount-Stephens" (2962339840)

00:13:10.319 --> 00:13:21.419

The Pre bid conference and Friday at 50 P. M. to the solicitation in bid by. So probably since it's Friday, it'll probably be Monday morning when we post the Q and a.

107 "Will Blount-Stephens" (2962339840)

00:13:21.419 --> 00:13:28.769

After the Q and a deadline. So do we have any questions about the solicitation?

108 "3124****22" (4238777088)

00:13:33.954 --> 00:13:42.114

Hi, will, this is Cindy Johnson from big picture marketing and yes, I did have a question regarding attachment.

109 "3124****22" (4238777088)

00:13:42.114 --> 00:13:49.944

3, the author in section 3, it says you want subcontractor.

110 "3124****22" (4238777088)

00:13:49.969 --> 00:14:00.569

Your disclosures and references where it says C10 up there, but if you look at the actual bid document, it is.

111 "Will Blount-Stephens" (2962339840)

00:14:00.569 --> 00:14:15.509

Subcontractors contractors are not allowed on that so you do not have to provide them and then the other 1 was references do or do you not want references? No references required.

112 "3124****22" (4238777088)

00:14:15.509 --> 00:14:22.019

Really? Okay. Thank you. Thank you. You're welcome.

113 "Will Blount-Stephens" (2962339840)

00:14:22.019 --> 00:14:28.259

114 "Will Blount-Stephens" (2962339840)

00:14:28.259 --> 00:14:40.859

Any other questions.

115 "Will Blount-Stephens" (2962339840)

00:14:49.199 --> 00:14:52.859

No, other questions.

116 "Will Blount-Stephens" (2962339840)

00:14:54.089 --> 00:14:57.299

Oh, okay. I'm sorry.

117 "Will Blount-Stephens" (2962339840)

00:15:04.499 --> 00:15:08.699

If there are no other, there are no other questions.

118 "Will Blount-Stephens" (2962339840)

00:15:10.739 --> 00:15:21.179

If you do have questions for now, and 50 PM on Friday, please email them to me and then we will post a question and answer document to the.

119 "Will Blount-Stephens" (2962339840)

00:15:21.179 --> 00:15:25.559

Solicitation in bid by next Monday.

120 "Will Blount-Stephens" (2962339840)

00:15:26.789 --> 00:15:31.619

So, if there are no other questions, we will close the meeting.

121 "Will Blount-Stephens" (2962339840)

00:15:34.799 --> 00:15:38.819

Thank you. Thank you. Thanks. Well.

122 "3124****22" (4238777088)

00:15:38.819 --> 00:15:42.149

123 "3124****22" (4238777088)

00:15:42.149 --> 00:15:46.188