Transcript Conference DPH0000235.docx

Custom Freight Services Conference 40500-DPH0000235-20241007_153728-Meeting Recording October 7, 2024, 2:59PM 38m 7s

Johnson, Osborne 0:10 I think it just came on. There it is.

Can you hear me, Joshua and nice meeting you. OK, good. Thank you.

Martin, Joshua 0:16 Nice meeting you too.

Thank you for attending today.

Johnson, Osborne 0:19 Just wanna make sure. Now let's. Oh, I know it's recording, but OK if you can give me presenter access. 'cause I don't have the capability to do share.

Martin, Joshua 0:31 Yeah.

On a second.

Johnson, Osborne 0:38 Yeah. Take your time. Take your time.

Martin, Joshua 0:39 Alright.

Johnson, Osborne 0:45 Hi, Kathy.

Sorry, good morning.

Martin, Joshua 1:53 I'm working on it Osborne.

Hang on just a second.

Johnson, Osborne 1:55 But you get.

Maybe if you go to my name and if you hover over me.

I don't know if you were able to right click or something like that.

Martin, Joshua 2:33 The only options it's giving me is to.

It does not include.

Make presenter.

Johnson, Osborne 2:43 What if you go to? If you go to the people option?

And if you see my name.

Then if you go to the three dots, what happens?

Martin, Joshua 2:58 There you go.

Got it.

Thank you.

Thank you.

Johnson, Osborne 3:04 You're welcome.

You're good.

Martin, Joshua 3:09 Alright.

There you go.

You should have it now. You're welcome, alright.

Johnson, Osborne 3:16 Thank you.

You got it. Thank you.

Martin, Joshua 3:25 All right, we are.

We will get started here in just a moment.

I am going to give about 3 more minutes for everybody else to to come on in.

In case anybody is running a few minutes behind.

Collazo, Stephanie 4:24 Good morning.

Martin, Joshua 4:27 Good morning, Stephanie. Thank you for joining.

Collazo, Stephanie 4:36 Is Brian gonna get on?

Martin, Joshua 4:39 He accepted the invitation.

Collazo, Stephanie 4:40 We did.

Martin, Joshua 4:43 But he's not here yet.

Collazo, Stephanie 4:44

OK.

Martin, Joshua 4:46 So we're gonna give another minute for anybody else who's running a minute or so behind.

Alright, we're gonna go ahead and get started.

If anybody comes in.

They can catch up. Good morning.

My name is Joshua Martin and I am a senior contract and procurement specialist with the Department of Public Health.

Thank you for attending this morning. This is for.

Custom freight services.

Dph 40500 dash DPH 0000235.

Is the solicitation number today is October 7th.

My name again is Joshua Martin and my e-mail address is Joshua dot Martin #2 at dph DOT.ga dot Gov.

If you give me just a minute, we're gonna go through a quick.

Introduction and then I'm gonna share my screen and we're gonna get ahead.

Go ahead with.

The conference.

Stephanie, would you like to go and introduce yourself and what you do, please?

Collazo, Stephanie 7:03 Hello, my name is Stephanie Collazo.

I am the RSS warehouse manager. I'm in charge of shipping out medical products and anything else we may need during a response for the Department of Public Health.

Martin, Joshua 7:19 Thank you, Stephanie. Mr. Osburn? Sure.

Johnson, Osborne 7:23 Thank you, Joshua, and good morning, everyone.

I'm Oscar and Johnson.

I'm here to support the Department of Public Health on the solicitation and I'm I sit with the Department of Administrative Services on the agency sourcing team.

Martin, Joshua 7:40 Thank you, Sir.

Alright, we'll go ahead and get started.

Let me share my screen.

Is everybody able to see?

Collazo, Stephanie 7:57 Yes, yes.

Martin, Joshua 7:59 OK, alright.

Again, this is electronic request for proposal for a custom freight services and for some reason my presenter notes are not showing. So I'm gonna have to wing it.

So that'll be fun. OK.

Here we go.

The agenda for this morning, we did the welcoming remarks and the introductions. We're gonna go over some meeting rules and and format solicitation instructions.

Communication.

Mr. Osborne Johnson is going to go over the team Georgia marketplace and answer questions there.

We'll go over the questions and answers. I'm going to give you a couple of reminders.

We will review the schedule of events and then if you have any questions.

We'll cover that as well.

The attendance this morning is optional.

It is not mandatory.

However, it is imperative that you respect the process of the procurement and we ask that you do not speak with any DPH staff members outside of this conference other than myself.

All questions need to be directed to me and I will disperse the best necessary regarding the solicitation.

If you have any questions during this meeting, I ask that you please type them in the chat box.

And they will become a part of the record of this RFP.

We'll address questions during the Q&A portion of the meeting and this conference is being recorded and a transcript will be posted to the GPR shortly after the conclusion.

Some instructions I would like to offer is that you thoroughly read attachment A, which is the RFP document.

This document contains instructions and directions for anything regarding this solicitation that you may need.

You must accept the invitation for this event in order to place a bid.

I also ask that you read each tab on the Excel document.

This will include the mandatory questions, mandatory scored questions and the cost worksheet.

Be sure that you answer all mandatory questions if you do not answer all mandatory questions, your puzzle will be disqualified.

Attachment G of this RFP are the terms and conditions for contracting with the state of Georgia.

If you take exception with these terms and conditions red line the document and submit it with your bid package. If you have any technical issues during this process, please e-mail the procurement help desk and procurement help at doas.ga dot Gov or call 40.

4.

657-6000.

If you encounter an issue, do not wait longer than 15 minutes and just please contact the procurement help desk right away.

Do not contact me regarding technical issues.

I do not support technical issues and you will be referred to the procurement help desk.

Again, all communications must be directed to the issuing officer, Me, Joshua Martin, and for the purpose of record keeping, all communications must be an e-mail format.

Send me an e-mail and if you call me, I will ask you to send an e-mail.

From the issue date of this RMP until the final award is announced or the solicitation has been cancelled, it is not permissible for any supplier to communicate for any reason to any Department of Public Health Staff Member regards.

RP, except through the issuing officer.

Prohibited communication includes all contact or interaction, including but not limited to, telephone, communications, emails, faxes, letters, personal meetings such as lunch, entertainment, anything of that nature.

The state of Georgia reserves the right to and will reject the response of any bidder violating this provision.

I'd like to head it over now to I was born Johnson, Department of Administrative Services.

Johnson, Osborne 12:58 Thank you, Joshua. And once again, good morning everyone.

Today I'm going to share my screen, but I'm going to let you know the first thing that the state of Georgia requires and for you to be a successful supplier is to register on our team Georgia marketplace application.

We've got the steps in the PowerPoint slide, but we also have the capability for you to be able to register and watch.

An informative video on how to register on Team Georgia marketplace. So I'll show you where that is as we're going through the demonstration, but please.

If you do need to register and you have to register to respond to this event, please follow the five steps that are on.

The team Georgia marketplace application.

I'm gonna come off camera, but I'm gonna share my screen really quickly and if I can get a thumbs up or a hand clap that you see notice state of emergency extended on the screen.

Great. Thank you, Miss Cook. And I will get right into the presentation.

You are able to go to and use any web browser you're choosing to go to doas.ga dot Gov.

Our website has had a refresh so you will see that it looks a little bit different from the time that you may have visited before.

Can I give you some information about the state of emergency?

But you'll see lead in power and collaborate on your screen. And as you continue to Scroll down, you'll see services by division as you scroll, you gonna see the option that says state purchasing and we're gonna click on the option that says information for suppliers.

Click here and then you're gonna see a quick links by category, and then you're gonna see bitter registration and getting started for our demonstration, we're gonna click on understanding bids and contracts. We're gonna give you information about registration for Team Georgia marketplace where you can click that link.

But we're gonna go to bid opportunities, which is gonna give us a link that will take us to the Georgia procurement registry.

Now the Georgia Procurement Registry is a free web-based advertising system.

On the Georgia Procurement Registry, you're gonna see this big announcement here.

On Monday, October 14th is a holiday, so please take note of that, that Allstate offices will be closed on this day and they will reopen Tuesday at 80 clock.

So we're right now we're on the bidding events search option and here this is where we'll be able to search for our event.

That next option is the supplier search, where buyers can come here and search for suppliers that are registered in our team Georgia marketplace by their NIGP code or.

Their classification status.

Here our nitp search, so if you have not registered you can come here and type a keyword.

Let's just say we were looking for freight and we can use another word of our choosing, but we just click on search and down below we're gonna get a list of words that in IGB codes that are associated with the word freight.

Now, that's not stating that this solicitation has these particular NIGP codes, but these are the codes that would be associated with the word freight from our search.

The state of Georgia participates with the five.

It nitpick code, so if you had freight and cargo containers shipping you would use 10021 of your profile, OK.

So that's how you can locate your NI GP codes. If you do need to update or to add in IGP codes your profile on the team Georgia marketplace application, the next option is a link to the team Georgia marketplace supplier and bidder portal.

And there are many ways to get to the team Georgia marketplace application, but there is another option there.

For you and then we have our buyer login for our buyers of the state going back up to the bidding events search option. What we want to do here, we want to type in a keyword and then we're going to change our event status to all you can.

Use any of these other search criteria, but for today we're just going to use custom freight.

I'm going to change my event status to all and then I'm going to click the option that says search.

I'm going to Scroll down.

And for the keywords that we use custom freight that comes up and this is the event that we're speaking about today, which is 40500 dash DPH 0000235, our event title is custom freight service. The government entity is the.

Department of Public Health the start date of September 30th, 2024. The most important thing on this line is the end date.

This event closes November 8th, 2024 at 5:00 PM.

This event ends in 32 days, so please submit your bid early.

Don't wait till the last moment to submit your bid.

Going back over to the left hand side, we're gonna click on that hyperlink, which is gonna bring us to the event details page on the Georgia Procurement Registry. We're gonna give you that event information again the entity and then are issuing officers contact information. We see Joshua Martin.

His phone number and his e-mail address based off of Joshua's statement. He would prefer that you e-mail him with all questions and comments, so please follow the instructions of the solicitation.

We're gonna give you a description.

Of this event and the nigp code setter associate with this event as well.

Scrolling back up, we've highlighted that most important end date, which is November 8th, 2024 at 5:00 PM.

So please submit your bid early.

Go back over to the right hand side.

We're going to see the documents. You can view the attachments for the seleucitation and then we've got the announcements here as well.

Going to respond to the event. So say you get tied up.

You forgot how to complete some steps how to respond.

This event we've got a quick reference guide here for you to respond to an event on how to follow that process included with this PowerPoint as well are steps on how to respond to an event.

So you different ways where you can locate how to respond to event, but we've got a quick reference guide here for you on the Georgia Procurement Registry.

Click to submit your response which is going to bring us to Team Georgia marketplace.

Remember, if your company is not registered on our application, we've got the user registration tile here for you to click on where you can Click to see if your company is registered or you can complete the five step process on the registration. We're going to click on sign.

In, give me a moment to enter my credentials.

We appreciate your patience.

Right now you may be registered already or you haven't registered yet, but your login page may look a little bit different than mine.

So we're gonna click on bidding opportunities.

And on the left hand side panel you may have a number of solicitations that your company has already had an interest in.

So that's what that number would be. When you see that listing here based off your native code.

But here we uninvited events.

You may be have been invited to certain events.

You can click on the public events option.

You can Scroll down to see if you see the event that you're interested in, which is custom free services listed here as well.

But say you don't see it here and you invited or your public events option.

You can click on the filter option.

And we've got an event name that says contains.

We're just gonna type in the word freight, hit enter and that solicitation will come up as well.

So three different ways you may have been invited.

It may be a public event or you can use this filter option to search for this event.

You can click anywhere on this line to go to the event details page on Team Georgia marketplace.

Remember that end date 11/8/2024 and 5:00 PM. So please submit your bid early.

After we click on the line, we're gonna see more information about that you've been you description, Joshua's contact info.

That most important end date, 11/8/2024 at 5:00 PM so please submit your bid early but on the right hand side, you're gonna see the option that says accept invitation and bid on event. We wanna click on accept invitation. First we're gonna get an INV.

Pop up and then we're gonna click on bid on event.

This is gonna bring us to our event details page on Team Georgia marketplace.

We're gonna get our contact information here.

You're gonna see some options up here at the top as well.

You're gonna see validate entries, cancel submit bid and save for later.

These three submit bid save for later and validate entries can also be located at the bottom. Submit bids save for later invalidate interest. OK just wanna let you know that we're gonna give you details about that bid again.

That end date 11/8/2024 at 5:00 PM. So please submit your bid early.

The description our buyers information and now we've got our answer general event questions which is this says step one.

That means we also have a Step 2 at the bottom that we want to complete.

So for each one of these, we've got a cost worksheet that is associated with this bit.

So I just want to validate with Joshua for a second.

Josh, we do want them to enter 1.00 for each one of these lines, correct?

Martin, Joshua 22:33 Yes, please 1.00.

Johnson, Osborne 22:34

OK.

I just wanna make sure. OK. Gotcha. You will utilize and follow the instructions of the solicitation, but since we're here on Step 2, we're gonna just enter 1.00 for each line.

Please utilize this cost worksheet.

You're gonna scroll back up and let's complete our our 11 questions.

Now this is a live event so I'm not gonna.

Type in anything the ordinary.

Please make sure you read through all questions of the solicitation thoroughly.

When you come to the can your company be classified as a minority owned business?

Choose select response. You can click the arrow which will give you the pop up of what the description is for this question and then click return after you make your choice for your company.

OK.

Tamaria Thomas 23:49 Replay.

Johnson, Osborne 23:50 Now we're gonna scroll back U.

We can click on validate entries at the bottom or at the top of our screen, but I'm gonna choose it here and there's a message at the top of the page.

Now click OK and it says you must enter a response for general questions.

Six. So let's scroll back down.

I will say no.

And then I'm gonna validate my entries again.

No error is found. So after you complete step one and Step 2 on your general event questions, you want to make sure that you receive the pop up window that says no errors found and then you'll click OK.

At the bottom of the screen, right up, up, above, right above.

Submit bid and save for later.

You're gonna see event comments and attachments.

We're gonna click on this hyperlink and this is gonna bring us to the documents for this solicitation.

You wanna pay close attention to the number of documents that are listed here.

So for this event is 14 attachments OK? And you gonna use your scroll bar to see all of those.

Attachments. So you use the scroll bar to see the attachments and you see that there is view on each one of the attachments.

The one we recommend you click on view, enable editing and save those documents in a folder of your choosing. But for easy access of it you can action those documents and you'll have a quick capability to upload those documents when you're ready to submit your bid, you can.

Submit your bid as often as you want to before the event closes, but the last.

Document submitted for review will be the ones that will be evaluated by the evaluation team. So remember you can submit your bid as often as you want, but that last submitted bid will be the one that will be evaluated. And remember you want to submit your bid early.

K.

Let's just click on mandatory questions and click on view.

Once this document opens, I'll pull it up for you.

Remember you click on view enable editing.

And I'm gonna read through this document, but I'm just gonna save it.

With my desktop.

Then I'm gonna look for my folder that I've created.

So customer raid services and then I'm gonna drop my document here.

OK.

So you're gonna do that 14 times.

You gonna click on view, enable editing, save you document, and then you're gonna action the documents and follow the solicitation instructions.

OK, now time has passed.

The way you've been that way ahead, but we may be well advance of that end date for our solicitation.

Now we're ready to start uploading our documents on that same event.

Comments and attachments pop up window. You'll see add new attachments.

This is where we're gonna upload any attachments that we need to submit for the solicitation based off the solicitation instructions.

So we're gonna click on upload.

We're gonna choose our file.

Gonna go back to my desktop, go to my custom freight services, and I'm gonna go to my cost worksheet and I'm gonna upload that.

I'm just grabbing random documents.

I don't know what documents you need to return with this solicitation.

So you wanna make sure that you read through the solicitation thoroughly? Now, when I'm ready to add new attachments on that same line, you're just gonna click add new attachments, click upload again, then we'll choose our file.

Just do a couple of more just so that everyone understands this process.

Hopefully have that document still open, sorry.

Give us add one more just for demonstration purposes.

Yeah, yeah.

Hurry up and get this done right.

Are we gonna hurry?

Hurry, hurry.

Oh wait.

See my haze.

I've uploaded a cost worksheet.

Again, this is where we have the option to press delete on that line and remove that document from our uploaded documents. So you have the capability to delete a line if you made a upload an error, OK.

Now we're gonna Scroll down.

You're gonna also see add new comments, so the state of Georgia participates in a sealed bid process.

So Joshua will not see any comments that you made list here or any questions.

So you wanna make sure that you utilize?

The the e-mail process that he his ***.

And then there's AQ and a document attachment J that you can ask your questions as well.

So please utilize both forms of communication. If you do need to ask questions about the solicitation, but please do not enter any comments here. These doc, these comments or questions would not be read until the solicitation is closed.

So you wanna utilize the Q&A document or the template? OK.

So I'm gonna click OK here. So you know we're way in advance and we're ready to submit our bid.

We can submit our bid here at the bottom or at the top, and this is a test, so I'm just gonna click submit bid. So I want you to see what you'll see once you complete the submit bid process.

Remember, submit your bid early.

How do you complete the submission bid process? You're going to receive your bid confirmation with your bid time and then the documents that you submitted with this bid.

So remember, you want to follow the instructions of the solicitation and see which documents you need to return for the solicitation. Then you can compare the two.

But please, if you have questions you want to reach out to Joshua to ask those questions of him, OK?

Come off camera when I stop sharing, I'm going to do a quick recap.

On what we've reviewed today for this solicitation demo, we've gone to doas.ga.gov to locate the link to the Georgia Procurement Registry.

And on the Georgia Procurement Registry, we have completed a search using the keywords custom freight to locate this event after we found the event, we clicked on the event we located where the quick reference guide is and then we were also able to click on submit your RESP.

Which brings us to Team Georgia marketplace, also in the Georgia Procurement Registry.

I showed you where you can locate your nigp codes. If you need to update.

Or if you need to register on Team Georgia marketplace and then where you can locate.

For your profile, once we came to Team Georgia marketplace application, I showed you the tile that you would utilize that you would choose if you need to register your company on the application. If your company is not registered or you can check and see if the company is.

Registered. We logged in with my credentials.

We were able to locate the event.

We can do it by we were able to invite. It was a public event or we can use the filter to search for this event.

We accepted the invitation.

We clicked on bid on event. We found that general event questions which are 11.

Step 2.

We want to enter in 1.00 'cause.

This solicitation has a cost worksheet.

So you wanna utilize the cost worksheet and you want to follow the instructions of the solicitation after we completed step one and step two, we got the pop up that said newer as found.

Then we went to the hyperlink that says comments and attachments for this event where we located the 14 attachments.

This event that we wanna click on view, enable editing and then we wanna save them in a folder of our choosing so that we're easily able to action those documents and upload them when we're ready after we upload a couple of documents. I also showed you how to.

Delete a document that was uploaded in error I showed you where you're not supposed to enter any comments and then we clicked on submit bid. Once we submitted our bid, we got a bid confirmation that displayed the documents that we have submitted.

For the solicitation that we want to compare for the for the documents that we need to submit for the solicitation, if you run into any technical issue, as Joshua has already mentioned, you want to reach out to our procurement help desk at procurement help at doas dot G.

Dot Gov or you can contact them via phone by 404-657-6000.

So remember, please submit your bid early and I thank you for your time and attention.

I turn it back over to Joshua.

Martin, Joshua 33:10 Thank you.

I appreciate that very much.

Let me go back and share my screen again.

Moving on, this is in reference to attachment J questions and answers.

There's a template with the RFP.

The question protocol is concerning this conference.

Dph will make an attempt to answer all questions presented to us in this conference. However, responses may be deferred to and provided in the Q&A document.

But if there are any questions during this meeting, questions must be provided in the chat.

The response protocol is that we reserve the right to defer again.

Post the answers to the questions.

Per Section 2 point 1.3, so many questions of the ERFP our questions concerning this RFP must be submitted in writing via e-mail to the issuing officer.

Identified in section 1.5.

No questions other than written will be accepted and no response other than written will be binding upon the state.

In the event of a conflict between the information shared today and the RFP, the posted RFP prevails and if warranted, based on the questions and answered documents received for RFP 40500, DASH DPH 0000235 may be amended should there?

Be a change.

In the RFP, an amendment will be issued.

The appropriate attachment will be updated and a new version.

The RP is created.

Ensure your registration includes a valid e-mail address to receive any notifications regarding any versions of the RFP.

Couple of reminders. Please review all attachments thoroughly and ask.

Any questions that you need to ask?

Is, pardon me, submit your bid response early.

Only communicate with the issuing officer.

Submit a complete bid with our required documents with a bid. Responses provided in Section 8 of attachment a of the RFP document.

The schedule of events as posted.

The deadline for written questions submitted to me is 5:00 PM on October 16th.

We are attending the bidders conference now and the responses to your questions will be posted October 21st at 5:00 PM.

Again, if you have any text, if you need any technical assistance, please contact Team Georgia Marketplace help desk.

Procurement help at doas.ga dot Gov or call 404-657-6000.

Gonna open up the floor for anyone who may have a question. Again, I remind you to please write your ask your question as you need, but write the question again in the chat box.

Is are there any questions?

Hearing none.

Saying none.

We're gonna get. We're gonna go ahead and close out this bidders conference for the custom freight RFP.

Thank you for attendance again.

My name is Joshua Martin and I am the issuing officer.

Should you have any questions, please e-mail me and I will respond.

Thank you very much and have a great day.

Thank you.

Collazo, Stephanie 37:52 Thank you, Josh.

Martin, Joshua 37:53 Thank you.

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