SPD Template

State Entity eRFQ Document Revised 03/08/12 1 of 21 SPD-SP018

State of Georgia State Entity: Georgia Department of Defense

Request for Quotes (“eRFQ”)

Event Name: CLAY NGC Advanced Metering(Phase I)

RFQ (Event) Number: DOD0000041

1. Introduction

1.1. Purpose of Procurement

Pursuant to the State Purchasing Act (Official Code of Georgia Annotated §§50-5-50 et seq.), this electronic Request for Quotes (“eRFQ”) is being issued to establish a contract with one or more qualified suppliers who will provide CLAY NGC Advance Metering(PhaseI) to the Georgia Department of Defense

(hereinafter, “the State Entity”) as further described in this eRFQ.

INSTRUCTIONS TO ISSUING OFFICER: Describe a general overview of the project, service, or commodity being purchased. The information should define the value proposition for the suppliers and be able to answer the question, “Why should the supplier submit a response?" Provide a general scope of the procurement (e.g., magnitude of the procurement, historical spend, and/or quantities if applicable).

Different types of information to be included are as follows: Multiple or single award, number of Divisions involved, etc. After this action is complete, please delete this instructional note.

INSTRUCTIONS TO ISSUING OFFICER – PART 2: Is this solicitation following a RFQC in which you prequalified suppliers to respond to one or more future solicitations? If so, please insert the following statement to this section, complete the noted sections, and then delete this instructional note. If not, please delete the statement below as well as this instructional note.

PRE-QUALIFICATION NOTICE:

To be eligible to submit a response to this eRFQ, the supplier must have been identified as a qualified supplier as a result of RFQC No. DOD0000041 titled CLAY NGC Advanced Metering(PhaseI).

1.2. Electronic Records and Signatures

This eRFQ is being sourced through an electronic sourcing tool approved by the Department of

Administrative Services and all suppliers’ responses must be submitted electronically in accordance with the instructions contained in Section 2 “Instructions to Suppliers” of this eRFQ. Electronic competitive sealed proposals will be administered pursuant to the Georgia Electronic Records and Signature Act.

Please note electronic competitive sealed bids meet the sealed bidding requirements of the State of

Georgia, an electronic record meets any requirements for writing, and an electronic signature meets any requirements for an original signature.

1.3. Overview of the eRFQ Process

The objective of the eRFQ is to select one or more qualified suppliers (as defined by Section 1.1 “Purpose of the Procurement”) to provide the goods and/or services outlined in this eRFQ to the State Entity. This eRFQ process will be conducted to gather and evaluate responses from supplier for potential award. All qualified suppliers are invited to participate by submitting responses, as further defined below. After evaluating all suppliers’ responses received prior to the closing date of this eRFQ and resolution of any contract exceptions, the preliminary results of the eRFQ process will be publicly announced, including the names of all participating suppliers and the evaluation results. Subject to the protest process, final contract award(s) will be publicly announced thereafter.

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NOTE TO SUPPLIERS: The general instructions and provisions of this document have been drafted with the expectation that the State Entity may desire to make one award or multiple awards. For example, this document contains phrases such as “contract(s)” and “award(s)”. Please refer to Section 1.1 “Purpose of the Procurement” and Section 6.6 “Selection and Award” for information concerning the number of contract awards expected.

1.4. 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 eRFQ will be publicly posted prior to the closing date of this eRFQ. After the close of the eRFQ, the State Entity reserves the right to adjust the remainder of the proposed dates, including the dates for evaluation, award and the contract term on an as needed basis with or without notice.

INSTRUCTIONS TO THE ISSUING OFFICER: The State may or may not wish to conduct a

Bidders/Offerors' Conference. In the event a conference will not be held, please modify the table below.

Please enter the requested information below and then delete these instructions.

Description Date Time

Release of eRFQ As Published on the Georgia

Procurement Registry (“GPR”)

N/A

Deadline for written questions sent via email to the Issuing Officer referenced in Section

1.5.

08/10/12 5:00 p.m. ET

Bidders/Offerors’ Conference

Location:

Enter Conference Address (Street Address, City, State, Postal Code)

Attendance is: Insert Either Optional or

Mandatory

As Published on the GPR See GPR

Responses to Written Questions 08/10/12 5:00 p.m. ET

Bids Due/Close Date and Time As Published on the GPR See GPR

Bid Evaluation Completed (on or about) [X] to [Y] Weeks after Closing N/A

Finalize Contract Terms [X] to [Y] Weeks after closing or Nine calendar days (Check with legal if more time is needed)

N/A

Notice of Intent to Award* [NOIA] (on or about)

[X] to [Y] Weeks after Closing N/A

Notice of Award [NOA] (on or about) 10 calendar days after NOIA N/A

*In the event the estimated value of the contract is less than $100,000, the State Entity reserves the right to proceed directly to contract award without posting a Notice of Intent to Award.

1.5. Official Issuing Officer (Buyer)

Phyllis A. Edwards phyllis.a.edwards@ng.army.mil (email address)

1.6. 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 Procurement” of this eRFQ.

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

1.7. Contract Term

INSTRUCTIONS TO ISSUING OFFICER: Do you want to establish a multi-year agreement? If so, plesae follow the instructions below to select the correct contract term and renewal options. If you are not creating a multi-year agreement, then delete these instructions and add the following statement to Section 1.7: This is not a multi-year agreement.

Multi-year Agreement Instructions: If this is a multi-year contract, you will need to establish the initial term as well as the number of renewal terms. The two options (Options A and B) provided below are examples of common ways to structure multi-year contracts depending on whether the resulting contract must follow the state's fiscal year. The "Helpful Hints" section provides some guidance as to whether one of the two provided options will work for you. Once you have made your selection, please delete the other paragraph and these instructions. If you have a unique situation, you may need to delete both of the suggested options and craft unique language in consultation with appropriate staff members.

HELPFUL HINTS: The distinguishing factor between the two paragraphs below is whether the resulting contract should follow the state's fiscal year. To help determine whether the contract should follow the state's fiscal year, you should consider (1) whether the contract will commit funds and (2) the source of the funds. Here are a few examples:

Example 1: University needs an RFQ to select a supplier to manage its bookstore. The RFQ provides the supplier will not receive any payment from the University. Instead, the supplier will be expected to fund its operations based on the profits the supplier is able to make through its sales at the bookstore. The RFQ further provides that suppliers must offer to pay the University a percentage of the sales plus any other proposed financial incentives in exchange for the business opportunity. Because the University is not promising to make payment, this is an example of a contract that does not commit funds. This is also a classic example of a revenue generating contract. Because the contract does not commit funds, the

University may select either Option A or Option B. The University may prefer to select Option B to limit the number of contracts which must be renewed and/or rebid at the state's fiscal year end.

Example 2: University needs janitorial services to occur on a routine and countinuous basis. The RFQ will create a fixed price the University will pay to the winning supplier at the end of each month. This is an example of a "fixed" contract in that the amount of services has already been established. In this example, the University is committing state funds - which means the University must ensure it has sufficient funds at the time of contract signing to pay for all services in the first term. Therefore, the University should use

Option A. In the event a fixed contract involves a commitment of federal funds, grant money, etc., the state agency should choose Option B and then structure the initial term and renewal terms to match the periods of time in which money will be received and be available based on the funding source.

Example 3: University desires a supplier to provide fixed pricing for carpet materials and carpet removal and installation services. The RFQ does not establish a minimum amount of work which will be conducted by the supplier. Instead, the RFQ provides that the carpeting and services will be provided on an "as needed basis." In other words, the amount of services and materials has not been established. Therefore, this is an example of an "open agency contract". In this scenario, the contract does not commit funds b/c the University must first place an order. Therefore, the University has the freedom to choose either Option

A or B. The University may prefer to select Option B to limit the number of contracts which must be renewed and/or rebid at the state's fiscal year end.

REMEMBER: NO CONTRACT MAY EXCEED 5 YEARS WITHOUT PRIOR APPROVAL FROM SPD]

[Option A: Select this Paragraph if the Client desires the contract terms to follow the state’s fiscal year]

The initial term of the contract(s) shall be from the date of award until the end of the State’s current fiscal year. The State’s fiscal year is from July 1 st through June 30 th . The State Entity shall possess Enter # one

(1) year option(s) to renew, which options shall be exercisable at the sole discretion of the State Entity.

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Renewal will be accomplished through the issuance of Notice of Award Amendment. In the event that the contract(s), if any, resulting from the award of this eRFQ shall terminate or be likely to terminate prior to the making of an award for a new contract for the identified products and/or services, the State Entity may, with the written consent of the awarded supplier(s), extend the contract(s) for such period of time as may be necessary to permit the State Entity’s continued supply of the identified products and/or services. The contract(s) may be amended in writing from time to time by mutual consent of the parties. Unless this eRFQ states otherwise, the resulting award of the contract(s) does not guarantee volume or a commitment of funds.

[Option B: Select this Paragraph if the Client does NOT require the contract terms to follow the state’s fiscal year]

The initial term of the contract(s) is for Enter # calendar year(s) from the execution date of the contract(s).

The State Entity shall have Enter # one (1) year option(s) to renew, which options shall be exercisable at the sole discretion of the State Entity. Renewal will be accomplished through the issuance of Notice of

Award Amendment. In the event that the contract(s), if any, resulting from the award of this eRFQ shall terminate or be likely to terminate prior to the making of an award for a new contract for the identified products and/or services, the State Entity may, with the written consent of the awarded supplier(s), extend the contract(s) for such period of time as may be necessary to permit the State Entity’s continued supply of the identified products and/or services. The contract(s) may be amended in writing from time to time by mutual consent of the parties. Unless this eRFQ states otherwise, the resulting award of the contract(s) does not guarantee volume or a commitment of funds.

2. Instructions to Suppliers

By submitting a response to the eRFQ, the supplier is acknowledging that the supplier:

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

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 supplier 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 company’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://saofn.state.ga.us/psp/sao/SUPPLIER/ERP/?cmd=login

2.1.2. Restrictions on Communicating with Staff

From the issue date of this eRFQ until the final award is announced (or the eRFQ is officially cancelled), suppliers are not allowed to communicate for any reason with any State staff except through the Issuing Officer named herein, or during the Bidders/Offerors’ conference (if any), or as defined in this eRFQ or as provided by existing work agreement(s). Prohibited communication includes all contact or interaction, including but not limited to telephonic communications, emails, faxes, letters, or personal meetings, such as lunch, entertainment, or otherwise. The State Entity reserves the right to reject the response of any supplier violating this provision.

https://saofn.state.ga.us/psp/sao/SUPPLIER/ERP/?cmd=login

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2.1.3. Submitting Questions

All questions concerning this eRFQ must be submitted in writing via email to the Issuing Officer identified in Section 1.5. No questions other than written will be accepted. No response other than written will be binding upon the State. All suppliers must submit questions by the deadline identified in the Schedule of Events for submitting questions. Suppliers are cautioned that the State Entity may or may not elect to entertain late questions or questions submitted by any other method than as directed by this section. All questions about this eRFQ must be submitted in the following format:

Company Name

Question #1 Question, Citation of relevant section of the eRFQ

Question #2 Question, Citation of relevant section of the eRFQ

Do not use the comments section of the Sourcing Event to submit questions to the issuing officer.

2.1.4. Attending Bidders/Offerors’ Conference

The Bidders/Offerors’ conference or any other information session (if indicated in the schedule of events) will be held at the offices referred to in Section 1.4 “Schedule of Events”. Unless indicated otherwise, attendance is not mandatory; although suppliers are strongly encouraged to attend.

However, in the event the conference has been identified as mandatory, then a representative of the supplier must attend the conference in its entirety to be considered eligible for contract award.

The supplier is strongly encouraged to allow ample travel time to ensure arrival in the conference meeting room prior to the beginning of any mandatory conference. The State Entity reserves the right to consider any representative arriving late to be “not in attendance.” Therefore, all suppliers are strongly encouraged to arrive early to allow for unexpected travel contingencies.

2.1.5. State’s Right to Request Additional Information - Supplier Responsibility

Prior to an award, the State Entity must be assured that the selected supplier has all of the resources to successfully perform under the contract. This includes, but is not limited to, adequate number of personnel with required skills, availability of appropriate equipment in sufficient quantity to meet the on-going needs of the State Entity, financial resources sufficient to complete performance under the contract, and experience in similar endeavors. If, during the evaluation process, the State Entity is unable to assure itself of the supplier’s ability to perform, if awarded, the

State Entity has the option of requesting from the supplier any information deemed necessary to determine the supplier’s responsibility. If such information is required, the supplier will be so notified and will be permitted approximately seven (7) business days to submit the information requested.

2.1.6. Failing to Comply with Submission Instructions

Responses received after the identified due date and time or submitted by any other means than those expressly permitted by the eRFQ will not be considered. Responses must be complete in all respects, as required in each section of this eRFQ.

2.1.7. Rejection of Responses; State’s Right to Waive Immaterial Deviation

The State Entity reserves the right to reject any or all responses, to waive any irregularity or informality in a response, and to accept or reject any item or combination of items, when to do so would be to the advantage of the State of Georgia. It is also within the right of the State Entity to reject responses that do not contain all elements and information requested in this eRFQ. A response will be rejected if the response contains any defect or irregularity and such defect or irregularity constitutes a material deviation from the eRFQ requirements, which determination will be made by the State Entity on a case-by-case basis.

2.1.8. State’s Right to Amend and/or Cancel the eRFQ

The State Entity reserves the right to amend this eRFQ. Any revisions must be made in writing prior to the eRFQ closing date and time. By submitting a response, the supplier shall be deemed to

Revised 03/08/12 6 of 21 SPD-SP018 have accepted all terms and agreed to all requirements of the eRFQ (including any revisions/additions made in writing prior to the close of the eRFQ 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 eRFQ AND MAKING ANY NECESSARY OR APPROPRIATE

CHANGES AND/OR ADDITIONS TO THE SUPPLIER’S RESPONSE PRIOR TO THE CLOSE OF

THE eRFQ. Suppliers are encouraged to frequently check the eRFQ for additional information.

Finally, the State Entity reserves the right to cancel this eRFQ at any time.

2.1.9. Protest Process

Suppliers should familiarize themselves with the procedures set forth in Chapter 6 of the Georgia

Procurement Manual.

2.1.10. 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 the procurement process (including the protest process) is the sole responsibility of the supplier. The State will not provide reimbursement for such costs.

2.1.11. 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 Bidders/Offerors’ 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.

2.1.12. 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 Purchasing Act delays the release of certain procurement records in the event the public disclosure of those records prior to the State Entity’s public announcements of the results of a solicitation would undermine the public purpose of obtaining the best value for the State such as cost estimates, proposals/bids, evaluation criteria, supplier evaluations, negotiation documents, offers and counter-offers, and certain records revealing preparation for the procurement. The State Purchasing Act requires bids and proposals to be available for public inspection, upon request, within one business day of the State Entity’s posting of the Notice of Intent to Award (or the Notice of Award in the event the State Entity does not issue the Notice of Intent to Award). Audited financial statements not otherwise publicly available but required to be submitted in the proposal, offer, or proposal shall not be subject to public disclosure.

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.

2.1.13. Registered Lobbyists

By submitting a response to this eRFQ, 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

INSTRUCTIONS TO ISSUING OFFICER: The Submittal Instructions for this Section 2.2 will differ depending on whether you are using Team Georgia Marketplace™ (highlighted in yellow) OR if you are

Revised 03/08/12 7 of 21 SPD-SP018 using eSource (highlited in blue). Please DELETE the instructions that do no apply and then remove the highlighting from the remaining instructions. Once this task is complete, please delete this instructional note.

Submittal Instructions for Team Georgia Marketplace™

Listed below are key action items related to this eRFQ. The Schedule of Events in Section 1.4 identifies the dates and time for these key action items. This portion of the eRFQ provides high-level instructions regarding the process for reviewing the eRFQ, preparing a response to the eRFQ and submitting a response to the eRFQ. Suppliers are required to access, print and utilize the training materials identified in

Section 2.2.1 of this eRFQ to ensure the supplier successfully submits a response to this eRFQ.

2.2.1. eRFQ Released

The release of the eRFQ is formally communicated through the posting of this eRFQ as an event in

Team Georgia Marketplace™ and by a public announcement posted to the Georgia Procurement

Registry, which is accessible online as follows: http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp

This eRFQ is being conducted through Team Georgia Marketplace™, an online, electronic tool, which allows a supplier to register, logon, select answers and type text in response to questions, and upload any necessary documents. Team Georgia Marketplace™ permits a supplier to build and save a response over time until the supplier is ready to submit the completed response. Each supplier interested in competing to win a contract award must complete and submit a response to this eRFQ using Team Georgia Marketplace™. Therefore, each supplier MUST carefully review the instructions and training information from the following link for a comprehensive overview of the functionality of Team Georgia Marketplace™:

http://doas.ga.gov/Training/Pages/SupplierTraining.aspx

2.2.2. eRFQ Review

The eRFQ (or “Sourcing Event”) consists of the following: this document, entitled “The State Entity eRFQ Document”, and any and all information included in the Sourcing Event, as posted online on

Team Georgia Marketplace™, including any and all documents provided by the State Entity as attachments to the Sourcing Event or links contained within the Sourcing Event or its attached documents.

Please carefully review all information contained in the Event, including all documents available as attachments or available through links. Any difficulty accessing the Sourcing Event or opening provided links or documents should be reported immediately to the Issuing Officer (Section 1.5) and/or the Help Desk (Section 2.2.8). Attached documents may be found as follows:

1. First, the State Entity will provide documents at the “header” level of the Event. Please select

“View/Add General Comments & Attachments”, which appears at the top of the screen of the

Event under the “Event Details” Section. Next, by selecting “View Event Attachments”, the supplier may open and save all of the available documents. In this location, the supplier is most likely to find this document (The State Entity eRFQ Document) as well as the documents referenced in Section 4 “eRFQ Bid Factors.” Please thoroughly review all provided Event Attachments.

2. Second, the State Entity may also provide documents at the “line detail” level of the Event.

Please navigate to “Step 2: Enter Line Bid Responses”, which appears towards the bottom of the screen of the Event. Please access any provided documents as follows:

a. First Method:

i. To the right of each line appearing under Step 2, the Event contains a “Bid” link. By selecting the “Bid” link, the supplier will navigate to a new page of the

Event.

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

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ii. On this new page, the supplier can select “View/Add Question Comments and

Attachments” to locate attached documents.

b. Second Method:

i. To the right of each line appearing under Step 2, the Event contains a “Line

Comments/Files” icon (appears as a bubble with text). By selecting the “Line

Comments/Files” icon, the supplier will navigate to a new page of the Event.

ii. On this new page, the supplier can locate attached documents.

In this location, the supplier is most likely to find the cost worksheet (if any, as defined by

Section 5 “Cost/Pricing”) as well as any other documents provided by the State Entity with respect to the identified line items. Please thoroughly review all provided attachments.

2.2.3. Preparing a Response

As noted earlier, Team Georgia Marketplace™ allows the supplier to answer questions by entering text and numeric responses. In addition, as noted in Section 2.2.4 “Uploading Forms”, the supplier may also provide information by uploading electronic files. When preparing a response, the supplier must consider the following instructions:

1. Use the provided worksheets to prepare your response. Enter your responses directly into the worksheet. Unless otherwise directed, do not insert “see attached file” (or similar statements) in the worksheet to reference separate documents.

2. Answer each question in sufficient detail for evaluation while using judgment with regards to the length of response.

3. Proofread your response and make sure it is accurate and readily understandable.

4. Label any and all uploaded files using the corresponding section numbers of the eRFQ or any other logical name so that the State Entity can easily organize and navigate the supplier’s response.

5. Use caution in creating electronic files to be uploaded. If the State Entity is unable to open an electronic file due to a virus or because the file has become corrupted, the supplier’s response may be considered incomplete and disqualified from further consideration.

6. 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). Unless the eRFQ specifically requests the use of another type of software or file format than those listed above, please contact the Issuing

Officer prior to utilizing another type of software and/or file format. In the event the State

Entity is unable to open an electronic file because the State Entity does not have ready access to the software utilized by the supplier, the supplier’s response may be considered incomplete and disqualified from further consideration.

7. Continue to save your response until the response is ready to be submitted. Select the “Save for Later” button at the top of the page under “Event Details” of the Sourcing Event.

2.2.4. Uploading Forms

Once the supplier is ready to upload electronic files (completed forms or worksheets, product sheets, etc.), please following the directions within the eRFQ to upload these documents in the proper location. There are three places to upload completed documents:

1. First, the “View/Add General Comments & Attachments” link contains a place for the supplier to upload all of the documents and worksheets which were provided by the State Entity under the “View Event Attachments” link. Once the supplier has completed the Event Attachments, the supplier can then select “Add New Attachments” to upload the completed documents.

The supplier can upload as many documents as necessary in this section of the Event.

2. Second, the supplier can also upload documents in response to each question or bid factor which appears on the main page of the Event, which appears below the “View/Add General

Comments & Attachments” link of the Event. To the right of each question or bid factor, the

Revised 03/08/12 9 of 21 SPD-SP018 supplier can select the “Add Comments or Attachments” link to either enter a written response or upload an electronic document in response to the question or bid factor. After selecting “Add Comments or Attachments”, the supplier should select “Upload” under the

“Add New Attachments” section to browse and upload an electronic file.

3. Third, the supplier can also upload documents in the bottom portion of the Event where pricing is requested. After selecting the comment bubble icon, the Event allows the supplier to select “Upload” in order to include an attachment as part of the supplier’s response. In the alternative, the supplier can also select the link “Bid”, which also appears to the right of any line items provided in the “Enter Line Bid Responses” portion of the Event. After selecting the

“Bid” link, the supplier can select “View/Add Question Comments and Attachments” to upload a document.

2.2.5. Reviewing the Response Prior to Submission

Each supplier is responsible for ensuring all questions have been answered appropriately and that all necessary documents have been uploaded. Prior to final submission, please review the following checklist:

1. Please review and confirm that the supplier has answered all questions appropriately. Many questions require a “yes” or “no” response. Please ensure that the correct response has been selected.

2. Please review and confirm that the most competitive response has been provided.

3. Please confirm that all necessary files have been uploaded.

4. Please select the “Validate Entries” button under “Event Details” at the top portion of the

Event. While the “Validate Entries” feature cannot verify whether the supplier has attached files, attached the correct files, or entered the correct responses, the “Validate Entries” feature will alert the supplier if one or more questions in the “Event Questions” section of the

Event have not been answered. The “Validate Entries” feature is a useful tool; however, it is no substitute for careful preparation and review by the supplier. The State Entity will not consider the supplier’s use of the “Validate Entries” feature as an excuse for an error committed by the supplier in the preparation of its response.

2.2.6. Submitting the Completed Response/Bid

Once the completed response has been reviewed by the supplier, click the "Submit Bid" button at the top of the page under the “Event Details” section of the Event. Any information entered by the supplier into Team Georgia Marketplace™ but not submitted prior to the submission deadline will not be released to the State Entity and will not be considered for award. Only after a supplier selects the “Submit Bid” button, will the response to the eRFQ be sent electronically, time stamping the supplier’s response and sending a confirmation email to the supplier’s email address.

Please note that submission is not instantaneous; therefore, each supplier must allow ample time for its response to be submitted prior to the deadline.

2.2.7. Reviewing, Revising or Canceling a Submitted Response

After the response has been submitted, the supplier may view and/or revise its response by logging into Team Georgia Marketplace™ and selecting the eRFQ event number and the ”View/Edit” feature for the supplier’s previous response. Please take note of the following:

1. REVIEW ONLY. In the event the supplier only wishes to view a submitted response, the supplier may select “View/Edit”. Once the supplier has finished viewing the response, the supplier may simply exit the screen. DO NOT SELECT “Save for Later.” Team Georgia

Marketplace™ recognizes any response placed in the “Save for Later” status as a work in progress and withdraws the originally submitted bid. As a result, unless the supplier selects

“Submit” prior to the closing date and time, no response will be transmitted to the State Entity.

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2. REVIEW AND REVISE. In the event the supplier desires to revise a previously submitted response, the supplier may select “View/Edit” and then revise the response. If the revisions cannot be completed in a single work session, the supplier should save its progress by selecting “Save for Later.” Once revisions are complete, the supplier MUST select “Submit” to submit its corrected response. Please permit adequate time to revise and then resubmit the response. Please note submission is not instantaneous and may be affected by several events, such as the supplier temporarily losing a connection to the Internet.

AS EACH SUPPLIER IS SOLELY RESPONSIBLE FOR RESUBMITTING ITS RESPONSE

PRIOR TO THE eRFQ END DATE AND TIME TO ENSURE THE RESPONSE MAY BE

CONSIDERED BY THE STATE ENTITY, PLEASE USE CAUTION IN DECIDING WHETHER

OR NOT TO MAKE REVISIONS. The State will assume no responsibility for a supplier’s inability to correct errors or otherwise make revisions to the submitted response or the supplier’s inability to resubmit a response prior to the eRFQ end date and time.

3. WITHDRAW/CANCEL. In the event the supplier desires to revise a previously submitted response, the supplier may select “View/Edit” and then select “Save for Later”. Team

Georgia Marketplace recognizes any response placed in the “Save for Later” status as a work in progress and withdraws the originally submitted bid. As a result, unless the supplier selects “Submit” prior to the closing date and time, no response will be transmitted to the

State Entity. In the event a supplier desires to withdraw its response after the closing date and time, the supplier must submit a request in writing to the Issuing Officer.

2.2.8. Help Desk Support

For technical questions related to the use of Team Georgia Marketplace™, suppliers have access to phone support through the DOAS Customer Service Help Desk at 404-657-6000, Monday through Friday 8:00 AM to 5:00 PM excluding State Holidays or any other day state offices are closed such as furlough days or closings in response to inclement weather. Suppliers can also email questions to: ProcurementHelp@doas.ga.gov.

Submittal Instructions - eSource

Listed below are key action items related to this eRFQ. The Schedule of Events in Section 1.4 identifies the dates and time for these key action items. This portion of the eRFQ provides high-level instructions regarding the process for reviewing the eRFQ, preparing a response to the eRFQ and submitting a response to the eRFQ. Suppliers are required to access, print and utilize the training materials identified in

Section 2.2.1 of this eRFQ to ensure the supplier successfully submits a response to this eRFQ.

2.2.1. eRFQ Released

The release of the eRFQ is formally communicated through a public announcement posted to the

Georgia Procurement Registry, which is accessible online as follows:

This eRFQ is being conducted through eSource, an electronic sourcing tool, which allows suppliers to submit responses online. To be eligible for contract award, the supplier must submit its response to this eRFQ through eSource prior to the close date and time of this eRFQ. All suppliers MUST carefully review the instructions and training information from the following link for a comprehensive overview of the use and functionality of eSource.

2.2.2. eRFQ Review

The eRFQ (or “Sourcing Event”) consists of this document, entitled “The State Entity eRFQ

Document”, and any and all information included in the Sourcing Event, as posted online on the

GPR, including any and all documents provided by the State Entity as attachments to the Sourcing mailto:ProcurementHelp@doas.ga.gov

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Event or links contained within the Sourcing Event or its attached documents. Access and review the eRFQ by completing the following steps:

1. Go to eSource which is located online at the following link:

2. Search for this eRFQ using the identifying information on the first page of this document

(State Entity’s Name, Title of Event, Event Number, etc.),

3. Once you access the eRFQ, select the appropriate access option (Respond Now, Request an Immediate Invite, or Register to Respond). Follow the instructions for each option.

4. Once you are able to log on and access the eRFQ, you are ready to begin reviewing the eRFQ and its attachments. If you are not a regular user of eSource, make sure you review the training materials located in 2.2.1 eSource of this RFQ.

5. Locate the section labeled “Documents” in the lower section of the Summary page.

6. Next, by selecting and clicking on each document titled link, the supplier may open and save all of the available documents.

7. The supplier should save attachments to its personal computer to allow the supplier to prepare responses to the attached files. The supplier may choose the “Respond at a later time” button to exit without submitting a response. Then, once the supplier is ready to submit its response, the supplier can log in to this eRFQ and upload its response.

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

Section 1.5) and/or the Help Desk (Section 2.2.8).

2.2.3. Preparing a Response

When preparing files to be a part of the supplier’s electronic response, the supplier must consider the following instructions:

1. Use the provided worksheets to prepare your response. Enter your responses directly into the worksheet. Unless otherwise directed, do not insert “see attached file” (or similar statements) in the worksheet to reference separate documents.

2. Answer each question in sufficient detail for evaluation while using judgment with regards to the length of response.

3. Proofread your response and make sure it is accurate and readily understandable.

4. Label any and all uploaded files using the corresponding section numbers of the eRFQ or any other logical name so that the State Entity can easily organize and navigate the supplier’s response.

5. Use caution in creating electronic files to be uploaded. If the State Entity is unable to open an electronic file due to a virus or because the file has become corrupted, the supplier’s proposal may be considered incomplete and disqualified from further consideration.

6. 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). Unless the eRFQ specifically requests the use of another type of software or file format than those listed above, please contact the Issuing

Officer prior to utilizing another type of software and/or file format. In the event the State

Entity is unable to open an electronic file because the State Entity does not have ready access to the software utilized by the supplier, the supplier’s proposal may be considered incomplete and disqualified from further consideration.

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2.2.4. Uploading Forms

Once the supplier is ready to upload electronic files (completed forms or worksheets, product sheets, etc.), please following the directions within the eRFQ to upload these documents in the proper location. Do not upload forms until you are ready to submit your response in the system.

1. The supplier must first access the Sourcing Event in eSource using the instructions provided in Section 2.2.2 “eRFQ Review” of this eRFQ.

2. The “Response Documents” section of the Sourcing Event provides a place for the supplier to upload all of the documents and worksheets necessary to complete the supplier’s response.

3. Once all files are complete, properly labeled and ready to be uploaded, the supplier can then select “Upload Completed Response Documents” button to upload the completed documents. The supplier can upload as many documents as necessary in this section of the

Sourcing Event.

4. Once all files are uploaded, the supplier should carefully review its response as noted in

Section 2.2.5 prior to submitting the response as described in Section 2.2.6. If the supplier determines the final response is not ready to be submitted, the supplier can select the

“Respond at a later time” button to exit eSource without submitting a response. The supplier may then return later and reload its files.

2.2.5. Reviewing the Response Prior to Submission

Each supplier is responsible for ensuring all questions have been answered appropriately and that all necessary documents have been uploaded. Prior to final submission, please review the following checklist:

1. Please review and confirm that the supplier has answered all questions appropriately. Many questions require a “yes” or “no” response. Please ensure that the correct response has been selected.

2. Please review and confirm that the most competitive response has been provided.

3. Please confirm that all necessary files have been uploaded. All documents uploaded by the supplier may be viewed by accessing the “Response Documents” section of the Sourcing

Event.

2.2.6. Submitting the Completed Response/Bid

Complete the following steps to submit your response:

1. Once the completed response has been reviewed by the supplier, click the “Respond Now” button at the bottom of the screen of the Sourcing Event within eSource.

2. You will then be given an opportunity to confirm the submission of your response. At this point, you may either click “Cancel” to return to the submission form or click “OK” to finalize your submission. Any information entered by a supplier into eSource but not submitted prior to the submission deadline will not be accepted by the eSource system and will not be considered for award. Only after a supplier selects the “OK” button to finalize submission will the response to the eRFQ be sent electronically.

3. On receipt of the supplier’s response, the eSource system time stamps the supplier’s response, sends a confirmation email to the supplier’s email address and displays a receipt confirmation screen message with instructional information to the supplier. If you do not receive a confirmation email, you must promptly contact the Help Desk identified in Section

2.2.8 of this eRFQ.

4. Please note that submission is not instantaneous; therefore, each supplier must allow ample time for the response to be submitted prior to the submission deadline.

Although a supplier’s response has been submitted within eSource, the response will not be released to the State Entity until the closing date and time of the eRFQ expires. As a result, the

State Entity cannot know whether the supplier’s proposal is correct or complete until after the eRFQ has closed. Therefore, please ensure you review your response carefully prior to submission to ensure it is correct and complete.

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2.2.7. Reviewing, Revising or Canceling a Submitted Response

After the response has been submitted, the supplier may view and/or revise its response by logging into eSource Sourcing Event any time prior to the close date and time of the Sourcing Event via the link and user credentials contained in the supplier’s emailed eSource invitation for this specific eRFQ.

1. REVIEW ONLY. In the event the supplier only wishes to view a submitted response, the supplier may access its submitted response via the link and user credentials of its eSource invitation. Select the links listed in the “Response Documents” section of the Sourcing Event in eSource to access all submitted documents. Once the supplier has finished viewing the response, the supplier may simply exit the screen.

2. REVIEW AND REVISE. In the event the supplier desires to revise a previously submitted response, the supplier must access its submitted response via the link and user credentials of its eSource invite. The supplier must select the “Upload Completed response documents” button in the “Response Documents” section of the Sourcing Event in eSource. The supplier may upload documents, delete previously submitted response documents, and/or modify the supplier’s contact information or comments. The supplier must click the “Update Your

Response” button to submit all changes. Please permit adequate time to revise and then resubmit the response. Please note submission is not instantaneous and may be affected by several events, such as the supplier temporarily losing a connection to the Internet.

AS EACH SUPPLIER IS SOLELY RESPONSIBLE FOR RESUBMITTING ITS RESPONSE

PRIOR TO THE eRFQ END DATE AND TIME TO ENSURE THE RESPONSE MAY BE

CONSIDERED BY THE STATE ENTITY, PLEASE USE CAUTION IN DECIDING WHETHER

OR NOT TO MAKE REVISIONS. The State will assume no responsibility for a supplier’s inability to correct errors or otherwise make revisions to the submitted response or the supplier’s inability to resubmit a response prior to the eRFQ end date and time.

3. WITHDRAW/CANCEL. In the event the supplier desires to withdraw/cancel a previously submitted response prior to the close date and time of the Sourcing Event. The supplier must access the Sourcing Event and click on the “Complete Delete of Your Response” button. To finalize the withdrawal the supplier must then click “OK” in response to the following prompt:

“You are about to cancel your eSource bid. Is this what you want to do?” In the event a supplier desires to withdraw its response after the closing date and time, the supplier must promptly submit a request in writing to the Issuing Officer.

2.2.8. Help Desk Support

For technical questions related to the use of eSource, suppliers have access to phone support through the DOAS Customer Service Help Desk at 404-657-6000, Monday through Friday 8:00 AM to 5:00 PM excluding State Holidays or any other day state offices are closed such as furlough days or closings in response to inclement weather. Suppliers can also email questions to:

ProcurementHelp@doas.ga.gov.

3. General Business Requirements

This section contains general business requirements. By submitting a response, the supplier is certifying its agreement to comply with all of the identified requirements of this section and that all costs for complying with these general business requirements are included in the supplier’s submitted pricing.

INSTRUCTIONS TO ISSUING OFFICER: Please review the sample provision, delete/modify the provisions as needed and then delete this instructional note.

mailto:ProcurementHelp@doas.ga.gov

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3.1. Standard Insurance Requirements

INSTRUCTIONS TO ISSUING OFFICER: The insurance coverage noted below is the standard insurance provision as defined by the published Insurance and Bonding Guidelines (available online in Stage 3 of

SPD’s Official Forms page). The Issuing officer should make any and all necessary changes to the insurance provisions requested below and then delete this instructional note.

If awarded a contract, the supplier shall procure and maintain insurance which shall protect the supplier and the State of Georgia (as an additional insured) from any claims for bodily injury, property damage, or personal injury covered by the indemnification obligations set forth in the contract attached to this solicitation throughout the duration of the contract. The supplier shall procure and maintain the insurance policies described below at the supplier’s own expense and shall furnish the State Entity an insurance certificate listing the State of Georgia as certificate holder and as an additional insured.