Voss_Attachment_2.1.3.11_-_Method_of_Approach.pdf

Request for Proposal

Solicitation No. BPM006272

Statewide Facilities and Building Supplies

Arizona Department of Administration

State Procurement Office

1802 W. Jackson, #100

Phoenix, AZ 85007

Solicitation Attachment – Method of Approach | Revision No. 1 | Revised 11-22

Attachment 2.1.3.11 – Method of Approach

The Offeror shall provide a narrative response to each section that demonstrates their understanding of the Scope of

Work requirements and describes the company’s overall method of approach for providing the Service(s) stated in this

Solicitation. If there is a section that is not applicable to the Services required by the Scope of Work, you may mark it

“N/A”.

Offeror shall provide a response either after each section or in a separate document entitled: “Attachment - Method of Approach.” If a separate document is used, please clearly designate each section and double-check to ensure that each question has been answered. If any information provided is considered CONFIDENTIAL by Offeror, the information must be specifically included in the Confidential Information Designation Attachment and related documentation to be assessed for confidential treatment under A.A.C. R2-7-103.

1.0 Do you have capabilities for E-Procurement Catalog Solutions (punchout)?

1.1 If yes, please explain your on boarding process

1.2 If yes, have you worked with iValua as a hosting system

Offeror Response:

The State of Arizona and the cooperative members will be able to place orders online through our secure website. This website is Punch-Out enabled and is accessible by standard web browsers. It includes product information including unit of measure, photos, contract pricing, and stock availability. The website allows f lexible shopping carts for a purchaser to set up and organize.

Orders shipped via FedEx can be tracked by the ordering agency. Any assistance required by the customer can be obtained by calling our Phoenix of f ice during normal working hours Monday -Friday. Voss accepts all major credit cards and P-Cards.

1. Yes, usually this is determined by the procurement platform. We just need to know what capabilities the customer requires. In general, we will create a web account for them and send them the credentials and other conf iguration parameters (they can also give these to us), and, if needed, they will provide us a ship to mapping where each location will have a unique ID associated with it.

2. We have not worked with iValua

State Procurement Office

2.0 Please provide two contacts that will have knowledge of the contract for State Agencies and Co-Op Members to ask questions.

Brian Eaton / Operations Manager: brian.eaton@vosslighting.com (602)340-9500

Jarrod Coronado / Branch Manager: jarrod.coronado@vosslighting.com (480)277-0448

3.0 If you have a brick and mortar store front, how will you ensure your employee(s) will be trained to provide the appropriate discounts if paying with a state issued P-Card? If you do not have a brick and mortar store front please answer N/A

All AZ State Agencies and cooperative members are set up to automatically have the correct catalog pricing applied to their account. When the customer arrives and identif ies who they are we simply process the order as usual. Our inside staf f can then process payment with a P-card if they are not set up with a standing PO or choose to use one.

4.0 Explain how you will handle the customer service situation below:

An eligible agency place an order for special order doors, they request a will call pickup for the order.

When the employee shows up to the store, the doors are no longer in their shipping container . How would you go about helping this employee?

Since the customer has arrived to pick up the special order door and it is no longer in the shipping container, we can assume the product was received in with some visible damage to the packaging. Upon arrival the warehouse would have inspected the doors by removing them from their container. If there had been damage the manufacturer would have been contacted to resolve the issue. The special order door would not have been in stock so the customer would have been waiting for a call to pick up the order when it arrived. We would have then called the customer to let them know the reason for the delay and that we would contact them when the replacement doors arrived. In this case, however, the customer was contacted to come pick up the product on will call, so while the packaging was damaged the inner product was not.

When the employee arrived to pick up the product we would leave the product outside the packaging to show the damage to the container but to allow for a thorough inspection of the product itsel f . Af ter the customer was satisf ied with the condition of the door, we would repackage the product in the original container, using additional shipping materials in the warehouse to reinforce the box to help alleviate any potential problems transporting it back to their facility.

State Procurement Office

5.0 How would you ensure delivery to remote regions of the State of Arizona?

Holding several local contracts, including the current AZ State MRO contract, has us providing lighting across the state, including but not limited to, Yuma, Tucson, Fort Huachuca, Flagstaf f , and White River. We use a combination of our own delivery drivers, major shipping carriers such as FedEx, couriers for local quick shipments, and large logistics companies to assist with LTL deliveries that may need special delivery services (lif t gate, special times, etc.).