RFI Document

Revised 10/12/18 1 of 5 SPD-PS014

State of Georgia State Entity: University of Georgia

Request for Information

Event Name: RFI Customs Broker Services

RFI (Event) Number: UGA-RFI-FY22-201

1. Introduction

1.1. Purpose of Procurement

This Request for Information (“RFI”) is being issued to solicit information from interested suppliers with respect to RFI Customs Broker Services for the University of Georgia (hereinafter, “the State Entity”) as further described in this RFI. The State Entity will use the information generated by this RFI in conjunction with other information available to the State Entity to determine the solution that it is in the best interests of the State Entity to fulfill this need.

Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America—launching our nation’s great tradition of world-class public education. What began as a commitment to inspire the next generation grows stronger today through global research, hands-on learning and extensive outreach. A top value in public higher education, Georgia’s flagship university thrives in a community that combines a culture-rich college town with a strong economic center.

The University’s Procurement Office is responsible for contracting with customs brokers to facilitate legally compliant and reliable importing and exporting services. In fiscal year 2020, the Procurement Office issued approximately 70,000 purchase orders for a total spend of approximately $270million. In fiscal year 2019, the Procurement Office issued approximately 80,000 purchase orders for a total spend of approximately

$550million.

The Procurement Office is interested in reviewing customs broker services and models offered in the market to ensure we are providing the highest quality of service and value to our customers.

1.2. Overview of the RFI Process

The objective of the RFI is to gather information to assist the State Entity in its consideration of available resources/methods to fulfill the need/goal identified above. The RFI method is not a competitive solicitation method and, as a result, does not satisfy the requirement for competitive bidding. The RFI method is no more than an information gathering tool and such information gathered may or may not be used by the

State Entity to develop a competitive solicitation. Suppliers are not required to respond to an RFI and a supplier’s failure to respond to an RFI will not prohibit the supplier’s participation in any competitive solicitation that may result from the RFI. However, suppliers are strongly encouraged to respond to RFIs as this is a great way to ensure the State Entity is aware of the suppliers’ available goods and services.

1.3. Schedule of Events

The schedule of events set out herein represents the State Entity’s best estimate of the schedule that will be followed. However, delays to the procurement process may occur which may necessitate adjustments to the proposed schedule. If a component of this schedule, such as the close date, is delayed, the rest of the schedule may be shifted as appropriate. Any changes to the dates up to the closing date of the RFI will be publicly posted prior to the closing date of this RFI. After the close of the RFI, the State Entity reserves the right to adjust the remainder of the proposed dates on an as needed basis with or without notice.

Description Date Time

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Release of RFI As Published on the Georgia

Procurement Registry (“GPR”)

See GPR

Deadline for Submitting Responses As Published on the GPR See GPR

1.4. Official Issuing Officer (Buyer)

Claire Boyd cboyd@uga.edu

1.5. Definition of Terms

Please review the following terms:

Supplier(s) – companies desiring to do business with the State of Georgia.

State Entity – the governmental entity identified in Section 1.1 “Purpose of Solicitation” of this RFI.

Any special terms or words which are not identified in this State Entity RFI Document may be identified separately in one or more attachments to the RFI. Please download, save and carefully review all documents in accordance with the instructions provided in Section 2 “Instructions to Suppliers” of this RFI.

2. Instructions to Offerors

By submitting a response to the RFI, the Offeror is acknowledging that the Offeror:

1. Has read the information and instructions,

2. Agrees to comply with the information and instructions contained herein.

2.1. General Information and Instructions

2.1.1. Team Georgia Marketplace™ Registration System

The Department of Administrative Services (“DOAS”) requires all companies and/or individuals interested in conducting business with the State of Georgia to register in the State’s web-based registration system, through Team Georgia Marketplace™. Registration is free and enables the registering company to gain access to certain information, services and/or materials maintained in

Team Georgia Marketplace™ at no charge to the registering company. All registering companies must agree to be bound by the applicable terms and conditions governing the supplier’s use of

Team Georgia Marketplace™. In the event DOAS elects to offer certain optional or premium services to registered companies on a fee basis, the registered company will be given the opportunity to either accept or reject the service before incurring any costs and still maintain its registration. Companies may register at https://fscm.teamworks.georgia.gov/psc/supp/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDING

PAGE.GBL?&

2.1.2. Submitting Questions

All questions concerning this RFI must be submitted in writing via email to the Issuing Officer identified in Section 1.4 “Issuing Officer” of this RFI.

2.1.3. State’s Right to Amend and/or Cancel the RFI

The State Entity reserves the right to amend this RFI. Any revisions must be made in writing prior to the RFI closing date and time. By submitting a response, the supplier shall be deemed to have accepted all terms and agreed to all requirements of the RFI (including any revisions/additions made in writing prior to the close of the RFI whether or not such revision occurred prior to the time the supplier submitted its response) unless expressly stated otherwise in the supplier’s response.

THEREFORE, EACH SUPPLIER IS INDIVIDUALLY RESPONSIBLE FOR REVIEWING THE

REVISED RFI AND MAKING ANY NECESSARY OR APPROPRIATE CHANGES AND/OR

ADDITIONS TO THE SUPPLIER’S RESPONSE PRIOR TO THE CLOSE OF THE RFI. Suppliers are encouraged to frequently check the RFI for additional information. Finally, the State Entity reserves the right to cancel this RFI at any time.

https://fscm.teamworks.georgia.gov/psc/supp/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDINGPAGE.GBL?& https://fscm.teamworks.georgia.gov/psc/supp/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDINGPAGE.GBL?&

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2.1.4. Costs for Preparing Responses

Each response should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete presentation. The cost for developing the response and participating in this RFI process is the sole responsibility of the supplier. The State will not provide reimbursement for such costs.

2.1.5. ADA Guidelines

The State of Georgia adheres to the guidelines set forth in the Americans with Disabilities Act.

Suppliers should contact the Issuing Officer at least one day in advance if they require special arrangements when attending the Informational Conference (if any). The Georgia Relay Center at

1-800-255-0056 (TDD Only) or 1-800-255-0135 (Voice) will relay messages, in strict confidence, for the speech and hearing impaired.

2.1.6. Public Access to Procurement Records

Solicitation opportunities will be publicly advertised as required by law and the provisions of the

Georgia Procurement Manual. The State Entity is allowed to assess a reasonable charge to defray the cost of reproducing documents. A state employee should be present during the time of onsite inspection of documents. PLEASE NOTE: Even though information (financial or other information) submitted by a supplier may be marked as "confidential", "proprietary", etc., the State will make its own determination regarding what information may or may not be withheld from disclosure.

2.1.7. Registered Lobbyists

By submitting a response to this RFI, the supplier hereby certifies that the supplier and its lobbyists are in compliance with the Lobbyist Registration Requirements in accordance with the Georgia

Procurement Manual.

2.2. Submittal Instructions

Listed below are key action items related to this RFI. The Schedule of Events in Section 1.3 identifies the dates and time for these key action items. This portion of the RFI provides instructions regarding the process for reviewing the RFI, preparing a response to the RFI and submitting a response to the RFI.

2.2.1. RFI Released

The release of this RFI is formally communicated through the posting of this RFI on the Georgia

Procurement Registry, which is accessible online as follows:

http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp

2.2.2. RFI Review

The RFI consists of the following:

1. This document, entitled “The State Entity RFI Document”, and

2. Any and all documents provided by the State Entity as attachments to the RFI or links contained within the RFI or its attached documents.

Please carefully review all information contained in the RFI, including all documents available as attachments or available through links. Any difficulty accessing the RFI or opening provided links or documents should be reported immediately to the Issuing Officer (See Section 1.4).

2.2.3. Preparing a Response

When preparing a response, the supplier must consider the following instructions:

1. Ensure its response is accurate and readily understandable.

2. Clearly label attachments so that the State Entity can easily organize and navigate the supplier’s response.

http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp

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2.2.4. Electronic Copies Required

Supplier must provide the following number of copies:

• One (1) emailed response. Please email your response to cboyd@uga.edu

2.2.5. Electronic Copies

1. Use caution in creating electronic files (i.e., make sure files do not contain viruses, etc.).

2. Use commonly accepted software programs to create electronic files. The State Entity has the capability of viewing documents submitted in the following format: Microsoft Word or WordPad, Microsoft Excel, portable document format file (PDF), and plain text files with the file extension noted in parentheses (.txt).

3. Requested Information

The University of Georgia’s Procurement Office serves as the centralized purchasing department for the

University of Georgia. As such, when making purchases that will result in products being imported to the United

States on behalf of UGA, the Procurement Office requires the services of a customs broker. At present, those services involve a review of the pending purchase and associated information (method of transportation to the

US, etc), and the rendering of guidance on what import procedures need to be followed by UGA and the selected supplier. These communications are largely handled by a Procurement buyer emailing a customs broker, receiving guidance on what information is required. The buyer then works with the supplier and customer to obtain the required information, and follows the instructions provided by the customs broker.

At times, departments other than the Procurement Office also request the assistance of a customs broker as they are importing products directly. Lastly, when a UGA research project requires UGA property to be exported to a non-US location, including a research vessel, UGA requires export and re-import services.

The University is interested in the following information:

Information about the Customs Broker:

1. Please provide a brief summary of the history of your company. Please limit to no more than 3 paragraphs.

2. Please describe your experience providing customs broker services for institutions of higher education.

Please specifically address whether you are primarily focused on imports or exports or both.

3. Please describe experience importing scientific equipment, supplies, and products. Additionally, please specifically address your experience supporting higher education clients with the import of agricultural products, lab samples, reagents, etc.

4. Please describe your companies experience facilitating the export of products. Did this experience include those same products being imported back into the US? If so, please describe this experience.

5. Do you have experience working on export and imports when the export will be items being loaded onto a research vessel that will go into internal waters before returning to the US? If so, please describe your experience.

Business Process Questions:

6. Given the information shared about how UGA is currently operating, how would you propose the

Procurement Office work with you to determine if a given purchase requires any special customs handling?

7. What is your current review cycle time when a customer request guidance on what customs regulations need to be incorporated into their purchase & receipt?

8. Do you have any best practice guidance that you would provide to UGA centering on improving the process UGA is currently using?

9. How do you typically work with higher education clients to provide import and export services? What works well and what are the friction points?

10. If there were an issue with an import or export, how would that issue be managed and escalated within your company?

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11. When evaluating a customs broker, what do you think UGA should consider most important and why?

12. Given the work UGA requires, and based upon your experience, how would you suggest structuring the fee/cost of services?

4. Additional Information

The State Entity may, at its discretion, ask one or more suppliers to provide additional information and/or meet with the State Entity to further discuss the supplier’s information.

5. List of RFI Attachments

The following documents make up this RFI. Please see Section 2.2.2 “RFI Review” for instructions about how to access the following documents. Any difficulty locating or accessing the following documents should be immediately reported to the Issuing Officer.

A. State Entity RFI (this document)