Section_8_-_Bid_Format_Addendum__1.pdf

Department of General Services Printers, Multi-Functional Devices Procurement Divisions Event ID #: 0000000258 Addendum 1

SECTION 8

Bid Format

8 - 1 March 29, 2016

BID FORMAT

8 - 2 March 29, 2016

8. Bid Format

8.1 Introduction

These instructions describe the mandatory bid format and the approach for the development and presentation of bid data. Format instructions must be adhered to, all requirements and questions in the IFB must be responded to, and all requested data must be supplied. Each Bidder is responsible for providing sufficient information and documentation for their IFB response to be thoroughly reviewed by the State Evaluation Team. Failure to do so may result in rejection of the bid.

IFB responses must address all Requirements identified in Section 5 and all Requirements identified in Section 6.

The pages in the Bidder’s IFB response must be standard 8.5" x 11" paper. Larger paper is permissible for charts, diagrams, spreadsheets, etc. Type size shall be no smaller than 10 font. The response should be placed within a binder with tabs delineating each section.

Volume I, Response to Requirements shall use dividers to separate each section. Volume II, Pricing Data, must be submitted in a separate binder and separately sealed marked envelope or container for EACH Group of Printers and/or MFDs.

Note: Double sided printing is preferred.

It is the Bidder’s responsibility to ensure their IFB response is submitted in a manner that enables the Team to easily locate response descriptions and exhibits for each requirement of this IFB. Page numbers should be located in the same page position throughout the IFB. Each page will be numbered in a manner of the Bidder’s own choosing, to make easy reference possible. Figures, tables, charts, etc., are to be assigned index numbers and referenced by these numbers in the IFB text and in the IFB response Table of Contents. Figures, etc., should be placed as close to text references as possible.

The Bidder’s IFB response must contain all the material requested in this IFB.

8.2 Final Bid Format and Content

Each sealed IFB response container should be labeled as follows:

• Name and return address of Bidder

• Event ID #: 0000000258

• Business Unit #: 77601

• Buyer: Eileen Tardiff

• Project Title: Printers

• Final Response

When not already on the document, bidders should provide the following shown on each page of the IFB response:

• Name of Bidder

• Event ID #: 0000000258

• Volume Number

• Exhibit Number

• Page Number

Exception: Section 6, the latest revision shall be submitted as presented in the IFB.

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The IFB response must be completely sealed. All copies must be submitted per Section 2.3.4.6 by the time and dates identified in Section 1.5. Bidders should be sure that no price information of any type is shown in their response, except in the sealed Price envelope(s) of Volume II, Cost Data. The inclusion of price in any fashion or format in any other place in the IFB response may result in immediate rejection of the bid. Any product supporting literature containing prices or rates (such as catalogs, warranty rates, etc.) submitted as part of the IFB response must have price figures replaced with “XXXX.”

NOTE: The exception is the URL for the OEM Price List, which does not have to have the price figures replaced with “XXXX”.

The complete bid must be submitted in the number of copies indicated and include the following items:

8.2.1 Volume I – Response to Requirements

Volume Number of copies

Volume I – Response to Requirements and Technical Data

One (1) “Master Copy”* One (1) Copy One (1) CD-ROM (include everything submitted )

*Note: One (1) complete set of all required volumes shall be clearly marked “Master Copy”. The Master Copy must contain original signatures

This volume must contain all responses to the ADMINISTRATIVE REQUIREMENTS and TECHNICAL REQUIREMENTS of the IFB. All forms and questionnaires, EXCEPT for cost data, must be completed and included in Volume 1. The organization is to be as follows:

8.2.1.1 Section 1 – General

This section must contain a signed and named, Agreement Cover Letter on the Bidder’s official business letterhead stationary in accordance with Section 2.3.6.5 and Section 5.4.5.1.

The Agreement Cover Letter must contain the following:

• A statement that substantiates that the person who signs the letter is authorized to bind the

Bidder’s firm contractually;

• A statement that substantiates that the Bidder will comply with all IFB requirements; and

• A statement that states that the Bidder agrees with all IFB terms and conditions.

Additional information (e.g., marketing information, company history, etc.) is discouraged.

8.2.1.2 Section 2 – Administrative Response

This section must contain a narrative of the Bidder’s compliance and/or response for each item (all paragraphs and subparagraphs) so identified in IFB Section 5, Administrative Requirements.

Each response must reference the IFB Section number to which it is responding. Responses shall be provided in the same paragraph sequence as they are provided in the IFB.

NOTE: If an item does not ask for a narrative response, please do NOT provide one.

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This section must also contain all required and/or applicable forms per Section 5, Administrative Requirements, as follows:

Exhibit No. Description

Agreement Cover Letter Exhibit 11.1 Letter of Intent to Bid (if not provided earlier) Exhibit 11.2 Confidentiality Statement (if not provided earlier) Exhibit 11.5 Customer Reference Form (3 references) Exhibit 11.6 Workers’ Compensation Certification Exhibit 11.7 Bidder Declaration Form (GSPD-05-105)

*Exhibit 11.7A Commercially Useful Function (CUF) Worksheet(s) **Exhibit 11.9 DVBE Declaration Form(s) (STD 843) Exhibit 11.10 Payee Data Record (STD 204) Exhibit 11.11 Retailer’s Seller’s Permit Information Exhibit 11.12 Darfur Contracting Act Exhibit 11.13 Federal Debarment Certification

**Exhibit 11.14 Small Business Preference Information **Exhibit 11.16 TACPA Standard Form (STD 830) **Exhibit 11.16A Manufacturer’s Summary of Contract Activities and Labor Hours Form

(DGS/PD 525)

**Exhibit 11.16B Bidder’s Summary of Contract Activities and Labor Hours Form

(DGS/PD 526)

Exhibit 11.25 Administrative Requirements Response

“The State makes no warranty that the list above is a full and comprehensive listing of every requirement specified in the Administrative Requirements. Checking off the items in the list does not establish your firm’s intent nor does it constitute responsiveness to the requirement(s). The list is only a tool to assist participating bidders in compiling their final bid response. Bidders are encouraged to carefully read the entire IFB. The need to verify all documentation and responses prior to the submission of final bids cannot be over emphasized.”

* Required only if utilizing subcontractors

** Required only if claiming preference/incentive

8.2.1.3 Section 3 – Technical Response

This section must contain the Bidder’s completed Section 6 in its entirety. The submitted Section 6 should be the State’s own document and not incorporated into the Bidder’s format.

This section must also contain all narrative responses to each requirement identified in IFB Section 6 and applicable literature (Section 4 of the response) necessary to support the response. If a requirement does not ask for a narrative response, please do not provide one. Each response must identify the specific requirement being addressed by the requirement section number.

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This section must also contain all required and/or applicable forms referenced in Section 6, as follows:

Exhibit No. Description Exhibit 11.19 Contractor Ordering Information Exhibit 11.20 Contractor Contract Manager Information

Exhibit 11.22A Configuration Specification Questionnaire

8.2.1.4 Section 4 – Literature

*Note: One complete set of all required volumes shall be clearly marked “Master Copy”. Electronic copies on CD-ROM are acceptable.

This section must contain all technical and other reference literature necessary to support the responses to the requirements of this IFB. Substantive technical information should be highlighted on the literature page. Mark the applicable pages (i.e. circling, underlining, bracketing, using a highlight marker that will still show when reproduced, etc.) and list the corresponding Technical Requirement number in the margin.

8.2.2 Volume II – Cost Data

Volume Number of copies

Volume II – Cost Data (each Group of Printer/MFD proposed should have its own separately sealed Volume II)

One (1) “Master Copy”* One (1) Copy One (1) CD-ROM

*Note: One (1) complete set of all required volumes shall be clearly marked “Master Copy”.

Exhibit No. Description Exhibit 11.28(1) thru Exhibit 11.28(4)

Cost Worksheets, by Group of Printers and/or MFDs (with Cost information)

This volume must be in a separately sealed, marked envelope or container containing all completed cost sheets as required in this IFB. Each Group of Printers and/or MFDs bid should be in a separately sealed envelope with the Group name clearly identified.

8.3 Detailed Technical Bid Format and Content

Not applicable to this IFB.

8.4 Draft Bid Format and Content

The limited draft bid shall be submitted by the date listed in Section 1, Key Action Dates. Draft shall be submitted on the Bidder’s letterhead per Section 2.3.3. Drafts shall be emailed to the Procurement Official listed in Section 1.4.

Volume Number of copies

Section IV – Literature One (1) “Master Copy”* One (1) Copy One (1) CD-ROM