Shredder Baler RFP Amendment 6.docx

Illinois Department of Human Services RFP Questions and Answers for DHS OBS Shredder/Baler RFP BidBuy Ref # B-26075 Amendment # 6

Please note a REVISED version of the RFP has been issued as part of this Amendment to incorporate the modifications to the RFP published in the first amendment published 12/17/21 in the Attachment 2. RFP B 26075 Modifications to the Request for Proposal.docx as well as other corrections which were identified subsequently. The subsequent corrections were from an earlier solicitation using this template and we apologize for any inconvenience. Changes from the original RFP have been highlighted in the Revised RFP.

Also note, there is a new attachment you must complete to capture pricing. Due to systematic limitations, we are unable to alter the Item Descriptions in BidBuy. Please follow the instructions on B 26075 Pricing Attachment.xlxs to submit pricing. When attaching, “Check the ‘Does this Attachment contain any pricing, cost or discount information?’ box. Failure to mark box when attaching a pricing document may result in disqualification.”

1. In attachment 2, modification to request for proposal, item #4. Can you define the “safety feature” requested for the 2 tippers? All tippers use gravity and hold-down bars to keep gaylords and bins from falling out of the tipper. Not all tippers have a safety enclosure with interlocked gate. The benefit of this is that it prevents staff from being in the area where the dumper itself could strike them. If your intention is to protect the staff from being struck by the tipper itself would you be in favor of specifying that an “enclosure w/ safety interlocked gate” is a requirement?

Offerors should propose the features they believe will best respond to the needs identified in this Request for Proposal and any additional information provided by all amendments and the pre-submission conference.

2. In attachment 2, modification to request for proposal, item #3. Can you provide dimensional requirement for the sort table? The way it is written currently just says it needs to accommodate 3 workstations but that is very ambiguous.

Offerors should propose the features they believe will best respond to the needs identified in this Request for Proposal and any additional information provided by all amendments and the pre-submission conference.

3. In the section B on vendor selection in supplier diversity under Category II, can you provide detail on what is meant by “assisted businesses owned by women, minorities or persons with disabilities”?

The Illinois Procurement Code, section 30 ILCS 500/20-15(e)(e-5)(2)(B), states that factors to be considered in the award of points for the commitment to diversity component shall be set by rule by the applicable chief procurement officer and may include, but are not limited to whether the offeror, on the solicitation being evaluated, assisted businesses owned by women, minorities, or persons with disabilities in obtaining lines of credit, insurance, necessary equipment, supplies, materials, or related assistance or services.

4. In section B.5.2.: how are points awarded - qualitative or “yes/no”? For example, if the bidder indicates they are providing a sorting station, are they awarded full points or are the items graded for full or partial value based on some measurement of the quality or benefit of the item being provided? In other words, if two bidders provide comparably sized equipment is there any point differential to equipment which is demonstrably of superior design & construction

The points will be awarded based on the guidelines set in Section B of the Request for Proposal.

5. In the ease of use section, some items suggest comparative values can be awarded. For example, “degree of ease of use” for feeding or switching plates, etc. If these are graded for partial points, how are these evaluated? Based on design concept? How is whether they are functionally superior evaluated for maximum points?

The points will be awarded based on the guidelines set in Section B of the Request for Proposal.

6. Please also clarify on the Ease of Use section: under Feeding Operations is “required hands free operation” intended to mean that the shredder can be fed with little or no manual metering or that the dumper and other components should use controls which do not involve hands - such as foot pedal controls?

“Required hands free operation” means the operator of the shred system should not have to manually feed the shred system while it is running on a normal day to day basis. Offerors should propose the features they believe will best respond to the needs identified in this Request for Proposal and any additional information provided by all amendments and the pre-submission conference.

7. Does “ease of switching plates” intend to mean ease of changing shredder screens?

“Ease of switching plates” is an evaluation criteria which includes but is not limited to the changing shredder screens. This evaluation criteria incorporates all aspects of switching between types of shred.

8. In Section D.2.1.1. The description for the shredder is vague. Would you like to define the type of shredder that is desired in any more detail? Could you include any of the desired shredder specifications? I understand the intention is to shred paper as well as some e-waste, which would require a solid rotor (hollow rotor will dent and deform over time). Is a Solid Rotor a requirement for this shredder?

Offerors should propose the features they believe will best respond to the needs identified in this Request for Proposal and any additional information provided by all amendments and the pre-submission conference.

9. In Section D.2.1.1 There is no requirement listed for double side walls on the shredder, but your intention is to shred high volumes of office paper as well as some e-waste. The double side wall design significantly reduces wear and abrasion on the machine by putting a gap between the end of the rotor and the machine side wall. The gap is sized to prevent material from getting stuck in between the rotor and the machine housing while also allowing any material that does get in there to easily fall-out or be removed during clean-out. I believe this is a desired feature for IL DHS, but it is not requested. Is double side wall design a required feature of the shredder?

Offerors should propose the features they believe will best respond to the needs identified in this Request for Proposal and any additional information provided by all amendments and the pre-submission conference.

10. In Section D.2.1.1 Do you want the shredder to include an externally adjustable bed knife? This is a feature provides for the shredder maintaining optimal cutting tolerances. This is recommended for shredding thin materials such as paper. Is an externally adjustable bed knife a required feature?

Offerors should propose the features they believe will best respond to the needs identified in this Request for Proposal and any additional information provided by all amendments and the pre-submission conference.

11. In Section D.2.6 the bid calls for warranty on the “shredder/baler” but this system incorporates 5 other pieces of equipment. Should warranty cover the entire system or just the shredder/baler?

The warranty will include the entire shred system.

12. In Section D.2.7. the bid asks for preventative maintenance but doesn’t define what level of service they want. Can you define what you’d like to have included as part of the preventative maintenance plan? We’d like to know what is to be included, as that will affect our pricing for the preventative maintenance.

See answer to Question 13.

13. In Section D.2.6 and D.2.7 the wording says warranty is to include “repair and maintenance services” and “break/fix coverage”. Can you define the expectation here? Not all repairs are covered under warranty. Examples: If a worker lets a wrench into the shredder that would not be covered by warranty. If a worker hits the system with a forklift that wouldn’t be covered by warranty. Are you able to define the specific expectations for the “break/fix coverage” and “repair and maintenance services”?

Offerors should propose the Warranty terms they believe will best respond to the needs identified in this Request for Proposal and any additional information provided by all amendments and the pre-submission conference. Please note that in the revised RFP, Section D.2.6 and D.2.7 are deleted and replaced by the following:

A.

B.

C.

D.

D.1.

D.2.

D.2.1.

D.2.2.

D.2.3.

D.2.4.

D.2.5.

D.2.6.

D.2.7.

D.2.8. All manufacturer’s warranties on the solution will be transferred to DHS upon acceptance of the completed project.

D.2.9. Vendor will perform Preventative Maintenance on the solution not less than once every 12 months. Preventative Maintenance services include all labor, materials, supplies and equipment necessary to repair and maintain the solution as a whole as well as the individual parts. The schedule and service will be, at a minimum, dictated by the recommendations of the manufacturer of each piece of equipment. The price of Preventative Maintenance for 36 months should be included in the price of the bid.

D.2.10. Vendor will provide break/fix services upon request for the life of this contract at an hour rate, inclusive of all labor, materials, supplies and equipment necessary to repair the solution. Requests for service(s) will be made by DHS. Unless requested, work shall be during normal working days which are Monday through Friday (less State holidays), between the hours of 8:00am and 4:30pm. Work may be performed outside the normal work hours if prior approval is granted by DHS. Vendor will bill DHS at an hourly rate for the service call, not including drive time. Hourly rate outside of business days and hours will be paid and time and a half.

D.2.11. When a request for service is made, the Vendor shall be expected to arrive at the DHS Shredding Unit in Springfield, Illinois within the next business day of receiving the notification for service. Vendor shall be required to provide DHS with an estimated cost of the service/project. The estimated cost must be approved by the Director of the DHS Office of Business Services or their designee prior to commencement of work.

D.2.12. Vendor shall supply all parts and materials to DHS at cost, without any markup and including any savings offer by the manufacturer. Vendor will produce receipts to verify the cost, upon request. DHS will ask the vendor to identify “High Use” parts which may require replacement every 12 months. DHS anticipates buying and stocking an inventory of these parts at the DHS Shredding Unit to minimize production delays by having those parts in inventory before they are needed.

14. In section D.2.4. It states the vendor shall provide “on side, hands-on, in-person individual operation instruction for the DHS warehouse staff and other staff… DHS expects this will take between three to five business days”. Can you please clarify the expectation for time spent on-site doing training? How many days you want and how many staff you want individually trained?

As referenced in section D.2.4 of the RFP, the training would be on site from the vendor and DHS anticipates it could take 3-5 days. The number of staff to be trained would be 5 employees or less. The level of training should enable IDHS staff to operate the entire system from start to finish in day to day operations; in accordance with all safety precautions suggested by the vendor.

15. In section D.2.1.6. there are very few specifications provided. By only providing bale weights for a material which will be unique to IDHS’s operation, it does not provide ample detail to ensure IDHS receives both comparative bids nor provide direction to vendors to ensure your desired functionality is being interpreted clearly. Bid specifications for this equipment typically include easily identifiable characteristics to assist bidders understanding the desired size, duty and features of the equipment. The bid conveys the importance of the system’s ability to process 3 tons per hour. The information provided also states that “The baler should have the ability to produce strapped bales for most paper particle sizes generated”. These descriptions are still open to interpretation. It is common knowledge in the baler industry that with open-end auto-tie balers, the greater the compression force, the improved ability the baler has to produce quality bales. It is also demonstratable that baler’s ability to process a given ton-per hour throughput is dependent on the pre-bale density of the material being baled & that this is calculated based the material density multiplied by the baler’s cubic foot per hour capacity to determine total processing rate per hour for a given material. Therefore, IDHS providing specifications which list the desired compression force, the desired cubic-foot per hour rating & a variety of other specifications is of great benefit to both IDHS to receive a desirable & less subjective equipment & to the bidder so that the expectations are clear. For this reason, we propose that DHS provide as specifications specific important items to describe the desired baler (and other equipment). To assist in this, we are proposing a specific baler model, along with the specifications for that baler and asking if IDHS wants to include these specifications in the bid to ensure that the desired product (or equivalent) is understood by the bidders and provided to IDHS. Therefore, to phrase these in the form of questions:

For the baler, does IDHS want the equivalent of an American PAC4029-830 auto-tie baler?

Do you want the following features?

Offerors should propose the features they believe will best respond to the needs identified in this Request for Proposal and any additional information provided by all amendments and the pre-submission conference.

16. In section D.2.1. where automatic feeder and cart dumpers are referenced, do you want the cart dumper to include an auto-cycle feature which allows the operator to press & release the cycle control for automated dumping? If so, this feature requires a safety enclosure with interlock Do you want this feature? The safety interlock can be via a door or light curtain – do you prefer the door or light curtain?

Offerors should propose the features they believe will best respond to the needs identified in this Request for Proposal and any additional information provided by all amendments and the pre-submission conference.

17. In section D.2.1.7. It mentions conveyor belts but with no specifications. My understanding is that this system would incorporate 2 conveyors: 1 that feeds the shredder and 1 that feeds the baler. For the conveyor feeding the shredder, do you want heavy duty 3/16” steel welded construction? Do you want 6” diameter pulleys? For the conveyor feeding the baler do you want that enclosed for dust containment?

Offerors should propose the features they believe will best respond to the needs identified in this Request for Proposal and any additional information provided by all amendments and the pre-submission conference.

18. In section D.2.1.9 It states “the system should have an in-line filtration/ventilation system” but there are no specifications in regard to the level of dust containment. Can you provide some of the desired specifications on this piece of equipment?

Offerors should propose the features they believe will best respond to the needs identified in this Request for Proposal and any additional information provided by all amendments and the pre-submission conference.

19. Can the wording “IDHS will promptly pay” be used to replace “the vendor may invoice” based upon the milestones provided?

The wording cannot be changed. IDHS has no control over when payments are made. The Illinois Comptroller is an independent constitutional office and responsible for making payments on behalf of the State. Typically, DHS vendors receive payment approximately 3-4 weeks after the invoice is received.

20. Almost all purchases of custom-designed/built systems such as specified includes payment terms including a deposit to be made at the time of order, another deposit prior to shipment (or at time equipment is delivered) and a final payment days after installation is meaningfully complete. This is critically important to bidders as there are many areas that can affect final acceptance which are beyond the bidder’s control. Could alternate payment terms including deposits be provided?

The State will consider alternate payment terms attached to proposals in the EXCEPTIONS TO SOLICITATION AND CONTRACT TERMS AND CONDITIONS section of the proposal.

21. Please specify criteria to be met for “acceptance “. Will it be sufficient for acceptance if the vendor’s providing evidence that equipment provided meets the specifications which they provide with their quote? In other words, if the vendor demonstrates that the shredder, baler & dumper match the specifications provided for each machine and are operating to these specifications, will this qualify for acceptance? With the requirement that the vendor bear all the cost of the equipment and installation until shipment and the majority of the cost until acceptance, it is essential that the vendor be provided clear detail on how acceptance is evaluated. Further acceptance must be defined exclusively are tied to variables within the vendor’s control. Vendors are able to control whether equipment is designed, constructed and installed to specifications, but they have no control over many other aspects which may affect how acceptable the customer finds the outcome.

Can acceptance be defined as the vendor providing & installing equipment which meets the specifications the vendor provides for each machine and is functional? Can acceptance be defined to require that the vendor must meet only fully defined criteria and factors which are beyond the vendor’s control are not a factor in acceptance?

The RFP document describes terms and conditions generally accepted by the State of Illinois in its contracts. Any changes proposed by offerors may be considered and should be proposed within the EXCEPTIONS TO SOLICITATION AND CONTRACT TERMS AND CONDITIONS.

The shred system may have multiple parts, but those parts must work in concert as a single system. Acceptance is defined for means of this procurement as receipt of a fully constructed, installed and operational and functioning shred system that allows our employees to dump paper onto a sort table, send it through the shredder, and gives us uniform bales at the end. DHS staff must be fully trained to operate the system independently. Please note that the final invoice to DHS may not be made until project completion, per Section D.3. Acceptance may occur prior to project completion.