Questions and Answers - Promotional Items Catalog IFB 10 Year 03.10.25 v.3.docx

Questions and answers

PART 2

Promotional Items Catalog IFB 03.10.25 BidBuy bid Number 25-482DPH-FINAN-B-46256

Q1: Sorry to be a bother, but I cannot open Invitation for Bid - Offer to the State of Illinois v.25.3 I have Adobe Reader, and have tried on multiple computers, however it only opens to a message that Adobe Reader is required to view. I also tried to access it through https://cpo-general.illinois.gov/solicitation-and-contract-templates.html and I still receive the same message.

A: All documents can be found in BidBuy. Try saving the document with the ‘save link as’ rather than clicking to open or downloading the file to your computer and opening from there. If still continuing to have trouble with BidBuy reach out to the vendor Help desk at email us at il.bidbuy@illinois.gov or call the Vendor Helpdesk at 866-455-2897

Q2: Many of the line items are confusing and I cannot find any additional information in your attachments to help with clarification. Are you asking for an actual catalog to be created with multiple options for the items listed?

A: IDPH is seeking an Indefinite Quantity contract with a vendor to provide promotional items. as stated in the RFP in section 1—scope of Work.

JCAR rules defined Indefinite Quantity contracts as

" TITLE 44: GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT

SUBTITLE A: PROCUREMENT AND CONTRACT PROVISIONS

CHAPTER I: CHIEF PROCUREMENT OFFICER FOR GENERAL SERVICES

PART 1 CHIEF PROCUREMENT OFFICER FOR GENERAL SERVICES STANDARD PROCUREMENT

Section 1.2055 Types of Contracts (g)

g) Indefinite Delivery Contracts

1) Definite Quantity. A definite quantity contract is a fixed-price contract that provides for delivery of a specified quantity of supplies or services at specified times or when ordered, with deliveries or performance scheduled at designated locations upon order. A definite quantity contract may be used when it can be determined in advance that a definite quantity of supplies or services will be required during the contract period.

2) Indefinite Quantity. An indefinite quantity contract is a contract for an indefinite amount of supplies or services furnished at specified times, or as ordered, that establishes unit prices of a fixed-price type. Generally, an indefinite quantity contract is based on historical usage or the best information available as to quantity as stated in the solicitation and is not a guarantee of a quantity to be ordered. The contract may provide a minimum quantity the State is obligated to order and may also provide for a maximum quantity provision that limits the State's ability to order. If an estimated quantity is identified in the contract or the notice of award published in the Bulletin, the State agency may order up to 20% more than the estimate without written SPO approval. Any such authorization shall be documented in writing and published in the Bulletin.

3) Requirements Contracts. A requirements contract is an indefinite quantity contract for supplies or services that specifically obligates the State to order all the actual requirements of designated State agencies during a specified period of time, with deliveries or performance scheduled at designated locations upon order. If identified in the solicitation as a requirements contract, all needed quantity, regardless of any stated estimate, must be ordered from that contract. A requirements contract shall state a realistic estimated total quantity in the solicitation and resulting contract, but this is not a representation that the estimated amount will be required or ordered, or that conditions affecting requirements will be stable or normal."

IDPH wants to establish a promotional items vendor that can provide access to as many of the items listed in the IFB as possible at the most competitive price. The items and quantities listed are examples of orders over the previous five years, providing the vendor community with examples of the expected demands. IDPH asks the vendor community to provide the most competitive price for as many items they can offer for the listed items and quantities with the understanding that these items do not currently represent potential orders. Once a vendor is awarded and orders are placed against this contract, IDPH will add specifics regarding color, size, quantity, or any other listed item variations if required.

Q3: PRICING and the Type of Pricing. The Illinois Office of the Comptroller requires the State to indicate whether the contract price is firm or estimated at the time it is submitted for obligation. The total price of this contract is estimated. Does this mean that your agency recognizes that prices could increase through the 10-year period?

A: Please see response to Q2

Q4: Line item 42: Straw hat – there are many styles of straw hats… Are we to provide more than one option for all the hats? Simply saying straw hat or sun hat is not enough of a description to provide a competitive price.

A: IDPH understands the confusion for bidding purposes, so please provide an imprinted, lifeguard patch style straw hat.

Q5: Line item 50: Key Chain and Rings LED Mini Flashlight, LED Mini Flashlight FOB, Retractable, key ring, Split key ring, Small Ket ring with Lanyard, Carabiner Quick release. 1in, 1.5x3, 1.3x2.7, 1.8x2, 2x2 I am confused as to what you are asking for, the description listed is not clear. Are you asking for a flashlight, a key chain, or a lanyard?

A: IDPH understands the confusion for bidding purposes, so please provide an imprinted, LED mini flashlight keyring

Q6: Line item 53: Awards Logoed Certificates awards will be made of Paper, Cardboard, Acrylic, Folder, Frame, Durable for Anniversary, Employee Recognition, Team Recognition, Team of the Month, Employee of the Month, Employee of the Year, Team of the Year. Various shapes and Sizes. White, yellow There are hundreds of options for what you have listed.

A: IDPH understands the confusion for bidding purposes, so please provide an imprinted, white certificate folder.

Q7: I want to be sure to follow all directions and provide you with exactly what you are asking, but I am truly confused as to how to properly price the items listed because many of the line items have too broad of a description to understand, and it seems as those there are multiple items listed under one line item. Also, adding in quantities for each item adds to the confusion.

A: See response to Q2

Q8: Is it possible to please set up an online conference for this?

A: There will not be any conference. Please review answers above.