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HomeMy WebLinkAboutRFPCOUNTY OF ALLEGHENY IggS PittointnikNat. ON BEHALF OF U.S. COMMUNITIES GOVERNMENT PURCHASING ALLIANCE �41$.tll�l,sy,�t • 'COMMUNITIES Ftcl rir�ld+rirr� Sui r`rr Yoo ;41 Founding Co Sponsors avow Laitrivoiraliro SPECIFICATION NUMBER 5217 REQUEST FOR PROPOSAL (RFP) RFP MASTER AGREEMENT FOR JANITORIAL SUPPLIES AND RELATED SERVICES DEPARTMENT OF ADMINSTRATIVE SERVICES DIVISION OF PURCHASING AND SUPPLIES ROOM 206 COURTHOUSE BULLETIN-NO.1 FOR (RFP) JANITORIAL SUPPLIES AND RELATED SERVICES Spec. #5217 May 28, 2002 The purpose of this Bulletin is to change the Request for Proposal and Specifications as follows: 1. In Attachment C, Core Products, the "Description" of Item 122 is hereby changed to "3M CompuBlend II Glass Cleaner, non streaking cleaner for windows, glass and mirrors as well as stainless steel, chrome, aluminum, ceramic and plastic, USDA rating: C-I. Price shall reflect the `ready -to -use' cost, per gallon". "UOM" is hereby changed to "one gallon". "Est. Qty. is changed to '1'." 2. In Attachment C, Core Products, the "Description" of Item 123 is hereby changed to "3M CompuBlend II General Purpose Cleaner, for routine cleaning of floors, walls and other non -porous surfaces, USDA rating: C-1. Price shall reflect the `ready -to -use' cost, per gallon." "UOM" is hereby changed to "one gallon". "Est. Qty. is changed to '1'." 3. In Attachment C, Core Products, the "Description" of Item 124 is hereby changed to "3M C'ompublend II Disinfectant Cleaner, EPA -registered, hospital -grade quaternary disinfectant cleaner kills HIV-1, Herpes Simplex I and II, and other pathogens, USDA rating: D-1. Price shall reflect the `ready -to -use' cost, per gallon." "UOM" is hereby changed to "one gallon". "Est. Qty. is changed to '1'." 4. In Attachment C, Core Products, the "Description" of Item 125 is hereby changed to "CompuBlend II Neutral Cleaner, will not dull or damage floor finishes, use with an automatic scrubber or a mop for washable hard floors, USDA rating: C-1. Price shall reflect the `ready -to -use' cost, per gallon." "UOM" is hereby changed to "one gallon". "Est. Qty. is changed to '1'." 5. In Attachment C, Core Products, the "Description" of Item 126 is hereby changed to "CompuBlend II Non -Acid Bathroom Cleaner for bowls, urinals and other hard surfaces including ceramic tile, plastic, stainless steel, fiberglass and marble, USDA rating: C-1. Price shall reflect the 'ready -to -use' cost, per gallon." "UOM" is hereby changed to "one gallon". "Est. Qty. is changed to '1'." 6. Items 127 — 136 of the Core Products list of Attachment C are hereby deleted. 7. In Attachment C, there are several paragraphs of text between items 121 and 122. In the paragraph beginning with "The eight (8) bases listed below...", the first sentence is hereby deleted. ] n the paragraph beginning with "The eight (8) base chemicals shall consist...", the word "eight" and number "(8)" in the first sentence are hereby deleted. Bidders shall correct the Request for Proposal and Specifications and submit prices accordingly. This bulletin is to be signed and submitted to the Office of the Controller of Allegheny County with the original Proposal as part of the proposal package. Date Company (Print Name) MUST BE SIGNED HERE: Pre -proposal Conference: Request for Proposal Specification Number 5217 Thursday, May 23, 2002, 10:30 a.m. local time County of Allegheny County Courthouse, Conference Room One, First Floor 436 Grant Street Pittsburgh, PA 15219 Proposals Due By: Wednesday, June 5, 2002, 11:00 a.m. local time Office of the Allegheny County Controller County Courthouse, Room 104 436 Grant Street Pittsburgh, PA 15219 RFP Point of Contact: Thomas E. Youngs, Jr., C.P.M., Chief Purchasing Officer Phone — 412-350-4495 Table of Contents 1) SCOPE 3 2) REQUEST FOR TECHNICAL PROPOSAL 8 3) PRICING PROPOSALS 17 4) EVALUATION OF PROPOSALS AND BASIS OF AWARD 21 5) REQUEST FOR PROPOSAL SCHEDULE 24 6) SUBMISSION OF PROPOSAL 24 Attachment A Attachment B — Attachment C Attachment D Attachment E — List of Attachments — Instructions to Bidders Participation Certificate — Core Products Listing — Administration Agreement Market Basket of Catalog Items Page 2 Request t:or Proposal Specification Number 5217 REQUEST FOR PROPOSAL 1) SCOPE A) REQUIREMENTS - NATIONAL i) County of Allegheny (herein "Lead Public Agency") on behalf of the U.S. Communities' Government Purchasing Alliance (U.S. COMMUNITIES) (Ref. Paragraph 1.J), is soliciting Proposals from qualified companies to enter into a Master Agreement for a complete line of Janitorial Supplies and related services (herein "Products"). ALL PRODUCTS OFFERED MUST BE NEW, UNUSED, LATEST DESIGN AND TECHNOLOGY AND MOST CURRENT PRODUCT LINES. RFP subject to Lead Public Agency's Instructions to Bidders shown as Attachment A. ii) The Supplier(s) must deal directly with any government agency, school district, institution of higher education or authority (herein "Participating Public Agency") concerning the placement of orders, issuance of the purchase order, contractual disputes, invoicing, and payment. The County of Allegheny is acting as "Contracting Agent" for the Participating Public Agencies and shall not be held liable for any costs or damages incurred by any other Participating Public Agency. iii) The subsequent contract shall be construed to be in accordance with and governed by the laws of the state in which the Participating Public Agency exists. Each Participating Public Agency will execute a Participation Certificate (as shown as Attachment B) with the Supplier(s) in accordance with each Participating Public Agency's purchasing policy and procedures. B) REQUIREMENTS — LOCAL i) Lead Public Agency is also soliciting Proposals from qualified companies to enter into an Agreement for the Products from Suppliers who may or may not have a national presence but are able to provide Lead Public Agency with the Products. Suppliers with a national presence who will be proposing based on Section 1.A need not propose based on this Section 1.B as well. ii) Sections A.1.ii and A.1.iii do not apply. The local Agreement shall be construed to be in accordance with and governed by the laws of the Commonwealth of Pennsylvania. C) GENERAL DEFINITION OF PRODUCTS i) Janitorial Supplies- The complete catalog of janitorial supplies, products and accessories available from the Supplier; ii) Core Products - A flexible list of 150 high use janitorial supplies, products and accessories available selected semi-annually by Lead Public Agency incorporating national usage, shown as Attachment C; and iii) Related Services -The complete range of services available from Supplier such as, but not limited to: analysis, training, inventory control, planning, maintenance and installation. Page 3 Request for Proposal Specification Number 5217 D) OBJECTIVES The RFP is intended to achieve the following objectives: i) Provide a comprehensive and competitively solicited Master Agreement offering Products to government agencies nationwide; ii) Establish the Master Agreement as Supplier's primary offering to local government agencies nationwide; iii) Achieve cost savings for Suppliers and government agencies through a single bid process that eliminates the need for multiple government bids and multiple responses by Suppliers; iv) Combine the volumes of government agencies nationwide to achieve cost effective pricing; v) Reduce the administrative and overhead costs of Suppliers and government agencies through state of the art ordering and delivery systems; vi) Not preempt Participating Public Agencies from using other contract vehicles or competitive processes as required by law; vii) Create Core Products Lists that incorporates items ordered most frequently nationally and locally; viii) Create Core Products Lists that incorporate an understanding and aggressive use of "environmentally friendly" alternative choices when a comparable substitution exists; and ix) Provide a comprehensive and competitively solicited Agreement offering Products and Services to Lead Public Agency from a local supplier, if in the Lead Public Agency's best interest. E) PARTICIPATING PUBLIC AGENCY MODEL U.S. Communities has employed the Participating Public Agency Model very successfully with national industrial suppliers, national furniture suppliers and a national office products supplier. Fairfax County, Virginia, and Los Angeles County, California, served as Lead Public Agencies, signing Master Agreements. Participating Pul:dic Agencies "piggy back" on the competitively bid Master Agreement. Suppliers comply with the state and local laws, rules and regulations in each state and locality where product is provided. Suppliers offer the Master Agreement as their primary contract with local government agencies nationwide. The program currently does business with over 5,000 Participating Public Agencies under the Master Agreements. F) ESTIMATED VOLUME The estimated initial dollar volume of Products purchased under the proposed Master Agreement is $100 Million, annually, based on the anticipated volume of the Lead Public Agency and a sample of U.S. Communities Advisory Board members and the existing program. While there is no minimum quantity of products to be purchased under the proposed Master Agreement, Lead Public Agency and the U.S. Communities Advisory Board Members are committed to using the Master Agreement and promoting 1.:he Master Agreement among other public agencies nationwide. G) TERM Page 4 Request for Proposal Specification Number 5217 The Agreement(s) resulting from this RFP will be for a term of three years with the option of extending for an additional two one-year periods. H) TERMINATION The Lead Public Agency retains the right to terminate this contract upon thirty (30) days written notice. I) MULTIPLE AWARDS A single award is contemplated and preferred as a result of the Requirements — National component of this RFP. Another single award is contemplated and preferred as a result of the Requirements — Local component of this RFP, unless the Supplier receiving the award for the Requirements —National component also provides the best value to Lead Public Agency as well, in which case there will be no award made on the Requirements — Local component of this RFP. However, multiple awards may be made as a result of this RFP. Multiple Awards will ensure that any ensuing contracts will allow U.S. COMMUNITIES to fulfill current and future requirements of the diverse and large number of Participating Public Agencies. The actual utilization of any contract will be at the sole discretion of the Participating Public Agencies. Participating Public Agencies may buy directly from successful Suppliers without the need for further solicitation. J) U.S. COMMUNITIES U.S. Communities Purchasing & Finance Agency (U.S. Communities) is a non-profit public benefit corporation established by government as an "instrumentality" of government to assist public agencies nationwide reduce the cost of purchased goods and improve the administrative effectiveness of the purchasing process for Suppliers and public agencies alike. U.S. Communities is jointly sponsored by the National Institute of Governmental Purchasing (NIGP), the National Association of Counties (NACo), the National League of Cities (NLC) and the United States Conference of Mayors (USCM). U.S. Communities has a multi -state Advisory Board consisting of representatives from the following public agencies and associations: K) ADVISORY BOARD Allegheny County, PA Baltimore, MD Miami- Dade County, FL Cobb County, GA Chicago, IL Seattle, WA Dallas County, TX CA School Board Officials Denver, CO CA State Association of Counties Fairfax County, VA Page 5 National Institute of Governmental. Purchasing Harford County Public Schools, MD National Association of Counties National League of Cities Hennepin County, MN Houston, TX Los Angeles County, CA San Antonio, TX US Conference of Mayors U.S. Communities Maricopa County, AZ Request for Proposal Specification Number 5217 L) U.S. COMMUNITIES' OBJECTIVES i) U.S. Communities is designed in cooperation with the Advisory Board to: ? Pool the purchasing power of public agencies nationwide; ? Achieve bulk volume discounts on behalf of public agencies nationwide; and ? Provide a national purchasing forum for public agencies nationwide. ii) Suppliers offering products to public agencies through U.S. COMMUNITIES also benefit through: ? A single competitively bid contract offering a broad range of products 10 multiple public agencies nationwide; ? A reduction of the administrative, legal and sales overhead associated with responding to multiple bids from public agencies nationwide; and ? Ease of access to public agencies nationwide through promotional efforts of NIGP, NLC, NACo, USCM and Advisory Board Members. iii) All contracts offered through U.S. COMMUNITIES are competitively bid by a lead public agency and may be accessed by any other public agency that has the authority to purchase from another public agency's contracts. M) MARKETING SUPPORT & ADMINISTRATIVE FEES U. S. Communities provides marketing support for Supplier's products through its major national sponsors, NLC, NACo, NIGP, and USCM. In addition, the program is sponsored and marketed by a network of state associations of counties and municipal leagues. U.S. Communities and the sponsors provide administrative and marketing personnel that directly promote the U.S. COMMUNITIES Suppliers to Participating Public Agencies through personal visits, direct mail, national publications, annual meetings and a network of local government and state associations. Participating Suppliers are required to pay an administrative fee based on a minimum of one percent of actual sales under the Master Agreement. The administrative fees offset the costs of governance, lead agencies, marketing and administration of U.S. COMMUNITIES. Successful Supplier(s) will be required to execute the Government Purchasing Alliance Administration Agreement (Attachment D). N) ALLEGHENY COUNTY Allegheny County, with a population of approximately 1.3 million, is the 20th most populous county in the United States and the second most populous county in Pennsylvania, and until December 31, 1999 was guided exclusively by the Second Class County code. Allegheny County residents voted in 1998 to change the form of government from Second Class County status to Home Rule, and to change from an elected three -member Board of County Commissioners with legislative and executive functions to a County Chief Executive, an appointed County Manager and a 15••member County Council. In keeping with the sweeping change the voters demanded, the Chief Executive feels that the time is right to completely re -engineer the purchasing process throughout the County. With a professional and certified Chief Purchasing Officer and competent and experienced staff, Allegheny County Purchasing is taking a leadership Page 6 Request ibr Proposal Specification Number 5217 role in public purchasing throughout the United States. 0) EMPHASIS ON "ENVIRONMENTALLY FRIENDLY" PRODUCTS Suppliers shall provide for both the Master Agreement and the Agreement an offering of "environmentally -friendly" (remanufactured, non -toxic or recycled) products that may work in place of similarly priced items. P) LEAD PUBLIC AGENCY BUY AMERICAN ACT In accordance with Section 911.03 C. of the Allegheny County Administrative Code, the Allegheny County Chief Purchasing Officer has decided that it is in the Lead Public Agency's best interest to waive the "Buy American" policy for this RFP and any resultant contract(s). Q) PRE -PROPOSAL CONFERENCE A pre -proposal conference will be held on Thursday, May 23, 2002 at 10:30 a.rn. in Conference Room One on the first floor of the Allegheny County Courthouse, 436 Grant Street in Downtown Pittsburgh, Pennsylvania. R) PROPOSAL SUBMISSION DUE DATE AND PROPOSAL OPENING Proposals are due by 11:00 a.m. local time on Wednesday, June 5, 2002 in the f)ffice of the Allegheny County Controller, Room 104 of the Allegheny County Courthouse, 436 Grant Street in Downtown Pittsburgh, Pennsylvania. Proposals will be publicly opened at 11:30 a.m. local time on Wednesday, June 5, 2002 in the Gold Room on the Fourth Floor of the Allegheny County Courthouse, 436 Grant Street in Downtown Pittsburgh, Pennsylvania. S) RFP POINT OF CONTACT All questions regarding this RFP shall be directed to Thomas E. Youngs, Jr., C.IP.M., Allegheny County Chief Purchasing Officer. Phone number is 412-350-4495, email is tvoungs@county.allegheny.pa.us and fax number is 412-350-5883. Page 7 Request for Proposal Specification Number 5217 2) REQUEST FOR TECHNICAL PROPOSAL A) TECHNICAL PROPOSAL —REQUIREMENTS — NATIONAL The Technical Proposal — Requirements — National Section of your proposal shall include and be clearly numbered and outlined. Please provide a summary not exceeding 30 pages demonstrating that your company is willing to make the required commitments and meet each of the pre -qualifications. Only Suppliers meeting the following minimum qualifications should submit proposals: i) Supplier Commitment and Pre -Qualification Statement (1) Corporate Commitment - A commitment that U.S. COMMUNITIES has the support of senior management. U.S. COMMUNITIES is the primary offering to local government agencies nationwide and existing local government cliients will be transitioned to the U.S. COMMUNITIES; (2) Pricing Commitment - A commitment that the U.S. COMMUNITIES pricing is the lowest available pricing (net to buyer) to Ioca1 agencies nationwide and a further commitment that, if a local agency is eligible for lower pricing through a state, regional or local contract, the Supplier will match the pricing under U.S. COMMUNITIES; (3) Sales Commitment - A commitment that the Supplier will aggressively market U.S. COMMUNITIES nationwide and that the sales force will be trained, engaged and committed to offering U.S. COMMUNITIES to local agencies nationwide with a further commitment that all U.S. COMMUNITIES sales be accurately and timely reported; (4) A strong national presence easily recognized by government agencies nationwide; (5) A national sales force easily accessible by government agencies nationwide; (6) A national distribution network having capacity to deliver Products nationwide, free of charge, in a timely manner; (7) A full range of Products to meet varying requirements of government agencies; (8) Demonstrated market with bulk purchasing power, capacity and commitment to guarantee lowest government pricing. (9) Existing capacity to provide toll -free telephone and state of the art electronic, facsimile and internet ordering and billing; (10) A support system to provide assistance to government agencies nationwide. (11) Ability to host a visit at your facility by Lead Public Agency and other interested parties. (12) Meet quarterly with Lead Public Agency and other interested parties to review Master Agreement and provide reporting. (13) Ability to provide a catalog ("Core Products Catalog") to be customized to contain the Master Agreement's Core Products and updated at the beginning of the next contract year. The Core Products Catalog shall include at least the following: stock number, item description, color picture, unit of measure and unit price listing. Suppliers shall submit a sample Core Products Catalog as Exhibit A with their Proposal. The Core Products Catalog for use the first year of the contract shall be ready and available by six weeks after contract award. For each subsequent year of the contract, if the Core Products list has changed, an updated Core Products Catalog shall be sent to all Participating Public Agencies within four weeks after the beginning of the contract year. (14) Ability to provide a catalog that has the Supplier's full Products offering Page 8 Request for Proposal Specification Number 5217 ("Full Line Catalog") with manufacturers' suggested retail pricing, if applicable. Suppliers shall submit the Full Line Catalog, with manufacturers' suggested retail pricing, if applicable, upon which all catalog pricing is based. Suppliers shall submit a sample Full Line Catalog as Exhibit B with their Proposal. (15) Supplier customer service representatives shall be trained to work closely with Participating Public Agencies in directing purchases toward the Core Products Catalog and away from similar and / or more expensive items in the Supplier's Full Line Catalog. (16) Supplier customer service representatives shall be trained to direct Participating Public Agencies towards "environmentally -friendly" (remanufactured, non -toxic or recycled) products that may work in place of similarly priced items. (17) For all Product categories the Supplier, when constructing the Core Products Catalog, shall list directly ahead of the core item - recycled, remanufactured, non -toxic or "environmentally -friendly" alternative substitute items. ii) Company (1) A brief history and description of your company; (2) Total number and location of sales persons employed by your company; (3) Number and location of distribution outlets (if applicable); (4) Number and location of support centers (if applicable); (5) The Supplier must provide a copy of the following financial statements, which evidence review by an independent auditor, for the past three (3) years: ? Balance sheet; ? Income statement; ? Statement of cash flows; ? Statement of retained earnings; (6) Submit your current Federal Identification Number, Dun & Bradstreet Number and latest Dun & Bradstreet report; (7) Number and location of retail stores, as applicable; and (8) Are you ISO 9001 or ISO 14001 certified? Please describe your certification and if not certified discuss your goals towards certification. iii) References (1) (2) (3) Proposals must include a minimum of ten (10) references for which the Supplier provides at least $250,000 annually of the Products to counties, cities, or school districts. The listing should contain the following information for each client: ? Client name (for example - city, county, local government, agency), contact name, address and phone number; ? Brief description of contract requirements; ? Period of performance; and ? Total annual expenditures Preference will be shown to those Suppliers who can demonstrate experience with national distribution; and Reference information from at least three customers who have discontinued using your Products in the last year. Page 9 Request for Proposal Specification Number 5217 iv) Distribution (1) Describe how your company proposes to distribute the Products nationwide; (2) Identify all other companies that will be involved in processing, handling or shipping the Products to the end user; (3) State the effectiveness of the proposed distribution in providing the lowest cost to the end user; (4) Provide the number, size and location of your company's distribution facilities, warehouses and retail network as applicable; (5) Describe your experience with delivering to elementary, secondary and high schools and colleges and universities; (6) State the company's standard delivery time and any options, including desktop delivery costs, for expediting delivery and return policies. You must accept returns for up to 30 days after delivery without any fees or shipping accessed on the return; and (7) Do your delivery packing slips have prices stated for shipped items? Please explain. v) Marketing (1) Outline your company's plan for marketing the Products to local government agencies nationwide; (2) Explain how your company will educate its national sales force about the Master Agreement; (3) Explain how your company will market and transition the Master Agreement into the primary offering to Partic ipating Public Agencies; (4) Explain how your company plans to market the Master Agreement to existing government customers and transition these customers to the Master Agreement; (5) Explain how your company proposes to resolve any complaints, issues or challenges; and (6) Please submit the resume of the person your company proposes to serve as the National Accounts Manager. vi) Products (1) Provide a description of only Products to be provided. THE PRIMARY OBJECTIVE IS FOR EACH SUPPLIER TO PROVIDE ITS ENTIRE CATALOG OF PRODUCT SO THAT PARTICIPATING PUBLIC AGENCIES MAY ORDER A BROAD RANGE OF PRODUCT AS APPROPRIATE FOR THEIR NEEDS; (2) Provide a description of the services to be provided; (3) Describe any special programs that your company offers that will improve customers' ability to access Products, such as retail store availability, on•time delivery or other innovative strategies; (4) State your fill rate (delivery of product within one day of order). For Core Products, Section 1.C.2, above, if less than 98% guaranteed fill rate, specify fill rate and explain how you can achieve 98%. (5) For non -Core Products, specify guaranteed fill rate by product category; (6) State backorder policy. Do you "fill" or "kill" order and require Participating Public Agency to reorder if item is backordered? (7) State your commitment to providing recycled, remanufactured and Page 10 Request for Proposal Specification Number 5217 "environmentally friendly" products. (8) Are your products packaged in recyclable materials? Please explain. (9) State your company's policy toward purchasing from "environmentally friendly" suppliers as well as the policy towards working with disposal providers who are complying with "environmentally -friendly" statutes. (10) The Environmental Protection Agency has published a list of hazardous materials that should not be included in any janitorial supply formulations. State your understanding of this list and its intent. (11) How do you provide MSDS for required Products? (12) Provide a detailed description of your training regarding the janitorial products you propose to provide. Provide examples of previous training performed. (13) How would you respond to an emergency situation regarding one of your Products at a Participating Public Agency? (14) How do you propose to assist the Participating Public Agencies in complying with the "Workers' Right to Know Act" when Participating Public Agencies purchase your Products? (15) Discuss your understanding of the US Government's Hazard Communication Standards, how it applies to your Products and how you can assist the Participating Public Agencies in complying with these Standards. (16) Have any of your Products achieved Canada's EcoLogo certification from Environmental Choice Program? Please explain. (17) Have any of your Products met Green Seal's Green Seal Certifications? Please explain. (18) What type of guarantee do you offer with your Produc ts? (19) Can you supply, set-up and service product dilution and dispensing systems? (20) Do you manufacture Products? Please explain the product lines you manufacture and which you purchase. (21) What sort of in-house research and development does your company have? (22) Describe your efforts to manufacture and / or sell ergonomically correct products. (23) Explain your efforts towards developing and selling Products that are less hazardous to the environment and workers yet perform as well or better than the Products that were thought to be hazardous. Please provide "case studies" of these Products in use. vii) Administration (1) Describe your company's capacity to employ EDI, telephone, facsimile, electronic, retail and Internet ordering with a specific proposal for processing orders under the Master Agreement. State which forms of ordering allow the use of a procurement card and the accepted banking (credit card) affiliation. State whether your procurement card acceptance is at Tier III processing; (2) Describe your company's internal management system for processing orders from point of customer contact through delivery and billing. Please state: 1.) if your Internet ordering system is OBI (open buying on the Internet) compatible; 2.) If you use a single system or platform for all phases of the ordering, processing, delivery and billing; (3) Describe the state of e-commerce within your company and detail how Participating Public Agencies can benefit from your approach; (4) Does your Internet ordering site allow Participating Public Agencies to easily Page 11 Request for Proposal Specification Number 5217 ascertain whether there is sufficient stock on hand to ship an item the next day rather than an item being placed on "back -order"? Please explain; (5) Can your Internet ordering site list directly ahead of the Core Items - recycled, remanufactured, non -toxic or "environmentally- friendly" alternative substitute items? Please explain; (6) Can your Internet ordering site shall allow for searches by equipment model number and then return information regarding the supplies that can be ordered to work with that office equipment? Please explain; (7) Can your Internet ordering site shall allow for searches by contract items, recycled items, and /or small business /diversity group designation (minority or women -owned)? Please explain; (8) When a Participating Public Agency is using your Internet ordering site's search capability's for an item, can the search return information that lists recycled, remanufactured, non -toxic or "environmentally -friendly" alternative substitute Core Items ahead of the less "environmentally -friendly" Core Items and non -Core Items? Please explain; (9) Describe your company's implementation and success with existing cooperative purchasing programs, if any, and provide the entity's name(s), contact person(s) and contact information as reference(s); (10) Describe the capacity of your company to report quarterly sales under the Master Agreement by Participating Public Agency within each state; (11) Describe the capacity of your company to provide management reports, for example - commodity and procurement card histories for each Participating Public Agency; (12) Describe the capacity of your company to meet Minority, Women and Disadvantaged Business Enterprises (M/W/DBE) and other local purchasing preferences that will vary among Participating Public Agencies; (13) Detail any proposal that your company may have to increase the base Administrative Fee of one percent based on volume of sales or other criteria that improve the profitability of the program to your company, such as Internet ordering penetration; and (14) Please provide any suggested improvements and alternatives for doing business with your company that will make this arrangement more cost effective for your company and Participating Public Agencies. B) TECHNICAL PROPOSAL —REQUIREMENTS — LOCAL The Technical Proposal -Requirements — Local Section of your proposal shall be clearly numbered and outlined. Please provide a summary not exceeding 30 pages demonstrating that your company is willing to make the required commitments and meet each of the pre -qualifications. Only Suppliers meeting the following minimum qualifications should submit proposals: i) Supplier Commitment and Pre -Qualification Statement (1) Corporate Commitment - A commitment that Lead Public Agency has the support of senior management; (2) A strong Lead Public Agency presence; (3) A local distribution network having capacity to deliver Products throughout Lead Public Agency, free of charge, in a timely manner; (4) A full range of Products to meet varying requirements of Lead Public Agency departments and users; Page 12 Request f:,r Proposal Specification Number 5217 (5) Demonstrated market with bulk purchasing power and capacity. (6) Existing capacity to provide toll- free telephone and state of the art electronic, facsimile and internet ordering and billing; (7) A support system to provide assistance to Lead Public Agency. (8) Ability to host a visit at your facility by Lead Public Agency and other interested parties. (9) Meet quarterly with Lead Public Agency and other interested parties to review Agreement and provide reporting. (10) Ability to provide a catalog ("Core Products Catalog") to be customized to contain the Agreement's Core Products and updated at the beginning of the next contract year. The Core Products Catalog shall include at least the following: stock number, item description, color picture, unit of measure and unit price listing. Suppliers shall submit a sample Core Products Catalog as Exhibit A with their Proposal. The Core Products Catalog for use the first year of the contract shall be ready and available by six weeks after contract award. For each subsequent year of the contract, if the Core Products list has changed, an updated Core Products Catalog shall be sent to all departments of the Lead Public Agency within four weeks after the beginning of the contract year. (11) Ability to provide a catalog that has the Supplier's full product offering ("Full Line Catalog") with manufacturers' suggested retail pricing, if applicable. Suppliers shall submit the Full Line Catalog, with manufacturers' suggested retail pricing, if applicable, upon which all catalog pricing is based. Suppliers shall submit a sample Full Line Catalog as Exhibit B with their Proposal. (12) Supplier customer service representatives shall be trained to work closely with Lead Public Agency in directing purchases toward the Core Products Catalog and away from similar and / or more expensive items in the Supplier's Full Line Catalog. (13) Supplier customer service representatives shall be trained to direct Lead Public Agency towards "environmentally- friendly" (remanufactured, non -toxic or recycled) products that may work in place of similarly priced items. (14) For all Product categories the Supplier, when constructing the Core Products Catalog, shall list directly ahead of the Core Product- recycled, remanufactured, non -toxic or "environmentally- friendly" alternative substitute items. ii) Company (1) A brief history and description of your company; (2) Total number and location of sales persons employed by your company; (3) Number and location of distribution outlets (if applicable); (4) Number and location of support centers (if applicable); (5) The Supplier must provide a copy of the following financial statements, which evidence review by an independent auditor, for the past three (3) years: ? Balance sheet; ? Income statement; ? Statement of cash flows; ? Statement of retained earnings; (6) Submit your current Federal Identification Number, Dun & Bradstreet Number and latest Dun & Bradstreet report; and (7) Number and location of retail stores, as applicable. Page 13 Request for Proposal Specification Number 5217 iii) References (1) Proposals must include a minimum of ten (10) references for which the Supplier provides the Products to counties, cities, or school districts. The listing should contain the following information for each client: ? Client name (i.e., city, county, local government, agency) ? Brief description of contract requirements ? Period of performance ? Total annual expenditures (2) Preference will be shown to those Suppliers who can demonstrate experience with similar size cities or counties. (3) Reference information from at least three customers who have discontinued using your Products in the last year. iv) Distribution (1) Describe how your company proposes to distribute the Products throughout Lead Public Agency; (2) Identify all other companies that will be involved in processing, handling or shipping the Product to the end user; (3) State the effectiveness of the proposed distribution in providing the lowest cost to the end user; (4) Provide the number, size and location of your company's distribution facilities, warehouses and retail network as applicable; (5) State the company's standard delivery time and any options, including desktop delivery costs, for expediting delivery and return policies. You must accept returns for up to 30 clays after delivery without any fees or shipping accessed on the return; and (6) Do your delivery packing slips have prices stated for shipped items? Please explain. v) Marketing (1) Outline your company's plan for marketing the Products to Lead Public Agency departments and, if applicable, to regional government agencies; (2) Explain how your company proposes to resolve any complaints, issues or challenges; and (3) Please submit the rtssumd of the person your company proposes to serve as the Lead Public Agency Accounts Manager. vi) Products (1) Provide a description of only Products to be provided. THE PRIMARY OBJECTIVE IS FOR EACH SUPPLIER TO PROVIDE ITS ENTIRE CATALOG OF PRODUCT SO THAT LEAD PUBLIC AGENCY MAY ORDER A BROAD RANGE OF PRODUCT AS APPROPRIATE FOR ITS NEEDS; (2) Provide a description of the services to be provided; (3) Describe any special programs that your company offers that will improve customers' ability to access Products, such as retail store availability, on -time Page 14 Request for Proposal Specification Number 5217 delivery or other innovative strategies; (4) State your fill rate (delivery of product within one day of order). For Core Products, Section 1.C.2, above, if less than 98% guaranteed fill rate, specify fill rate and explain how you can achieve 98%. (5) For non -Core Products, specify guaranteed fill rate by product; (6) State backorder policy. Do you "fill" or "kill" order and require Lead Public Agency to re -order? (7) State your commitment to providing recycled, remanufactured and "environmentally- friendly" products. (8) Are your products packaged in recyclable materials? Please explain. (9) State your company's policy toward purchasing from "environmentally- friendly" suppliers as well as the policy towards working with disposal providers who are complying with "environmentally -friendly" statutes. (10) The Environmental Protection Agency has published a list of hazardous materials that should not be included in any janitorial supply formulations. State your understanding of this list and its intent. (11) How do you provide MSDS for required Products? (12) Provide a detailed description of your training regarding the janitorial products you propose to provide. Provide examples of previous training performed. (13) How would you respond to an emergency situation regarding one of your Products at Lead Public Agency? (14) How do you propose to assist Lead Public Agency in complying with the "Workers' Right to Know Act" when Lead Public Agency purchases your Products? (15) Discuss your understanding of the US Government's Hazard Communication Standards, how it applies to your Products and how you can assist the Lead Public Agency in complying with these Standards. (16) Have any of your Products achieved Canada's EcoLogo certification from Environmental Choice Program? Please explain. (17) Have any of your Products met Green Seal's Green Seal Certifications? Please explain. (18) What type of guarantee do you offer with your Products? (19) Can you supply, set-up and service product dilution and dispensing systems? (20) Do you manufacture Products? Please explain the product lines you manufacture and which your purchase. (21) What sort of in- house research and development does your company have? (22) Describe your efforts to manufacture and / or sell ergonomically correct products. (23) Explain your efforts towards developing and selling Products that are less hazardous to the environment and workers yet perform as well or better than the Products that were thought to be hazardous. Please provide "case studies" of these Products in use vii) Administration (1) Describe your company's capacity to employ EDI, telephone, facsimile, electronic, retail and Internet ordering with a specific proposal for processing orders under the Agreement. State which forms of ordering allow the use of a procurement card and the accepted banking (credit card) affiliation. Stale whether your procurement card acceptance is at Tier III processing; Page 15 Request for Proposal Specification Number 5217 (2) Describe your company's internal management system for processing orders from point of customer contact through delivery and billing. Please state: 1.) If your Internet ordering system is OBI (open buying on the Internet) compatible; 2.) If you use a single system or platform for all phases of the- ordering, processing, delivery and billing; (3) Describe the state of e-commerce within your company and detail how Lead Public Agency can benefit from your approach; (4) Does your Internet ordering site allow Lead Public Agency to easily ascertain whether there is sufficient stock on hand to ship an item the next day rather than an item being placed on "back -order"? Please explain; (5) Can your Internet ordering site list directly ahead of the Core Items - recycled, remanufactured, non -toxic or "environmentally -friendly" alternative substitute items? Please explain; (6) Can your Internet ordering site shall allow for searches by equipment model number and then return information regarding the supplies that can be ordered to work with that equipment? Please explain; (7) Can your Internet ordering site shall allow for searches by contract items, recycled items, and for small business /diversity group designation (minority or women -owned)? Please explain; (8) When Lead Public Agency is using your Internet ordering site's search capability's for an item, can the search return information that lists recycled, remanufactured, non -toxic or "environmentally -friendly" alternative substitute Core Items ahead of the less "environmentally- friendly" Core Items and non -Core Items? Please explain; (9) Describe the capacity of your company to provide management reports, for example - commodity and procurement card histories and quarterly sales to Lead Public Agency; and (10) Please provide any suggested improvements and alternatives for doing business with your company that will make this arrangement more cost effective for your company and Lead Public Agency. Page 16 Request for Proposal Specification Number 5217 3) PRICING PROPOSALS A) — PRICING - REQUIREMENTS — NATIONAL i) Core Products - Suppliers must bid all items individually on the Core Products list as seen on Attachment C. The Lead Public Agency will compute a lump sum bid using the estimated quantities. (1) The Lead Public Agency recognizes that all manufacturers' items may not be 100% compatible with these specifications. The Lead Public Agency therefore requests that Proposals be as close to these specifications as possible. Any reference to a manufacturer is for comparison purposes and therefore the Lead Public Agency will equally accept an "or APPROVED EQUAL". The Lead Public Agency may request samples of "APPROVED EQUAL" items. Such samples will not be returned to the Supplier. (2) Suppliers are cautioned to carefully review each item and pay special attention to the Unit of Measure for each item. Please be sure to bid in the Lead Public Agency's Unit of Measure, which may be different from your selling unit. (3) If a Supplier does not bid each item on the Core Products list, the Lead Public Agency will compute prices for items that are not bid. The price will be calculated as the average prices of all other Suppliers for that item. (4) The Supplier will quote prices for such quantities as shown and there shall be no price increases during the first year of the contract. For years two and three, and any option years that are exercised, the Supplier may propose certain price increases 90 days prior to the end of the then current year of the contract. These price increases may only be those increases that were passed on to the Supplier from its supplier. The Supplier must submit its supplier increase to the Lead Public Agency for review. The Lead Public Agency's contracted price may then increase for the subsequent year but only by the percentage increase experienced by the Supplier from its supplier. (The margin between the Supplier's cost from its supplier and the contracted Lead Public Agency price shall not change.) In all cases prices may not increase more than five (5) percent. The Lead Public Agency reserves the right to survey the national market for comparable prices prior to any cost increases taking effect. If the Supplier and the Lead Public Agency fail to agree on price revisions, the Supplier will be required to continue selling Core Products at current contract prices. (5) The Lead Public Agency and Supplier shall closely monitor items on the Core Products list and may change the Core Products list on a semi-annual basis depending upon the ordering history of all Participating Agencies. Prices for items added to the list will be constructed in fashion identical to similar Core Products. (6) Supplier shall work with Lead Public Agency to update the Core Products every six months and "fine-tune" the Core Products to have no duplication of similar items. Supplier shall work to include items on the Core Products list that are most advantageously priced. The number of items on the Core Products list may change throughout the term of the Master Agreement to reflect national usage thus incorporating exceptional pricing for these items as they are placed on the Page 17 Request for Proposal Specification Number 5217 Core Products list. (7) One (I) price only will be considered for each item. When two (2) prices are quoted both will be rejected and Lead Public Agency will then compute prices for that item. The price will be calculated as the average prices of all other Suppliers for that item. ii) Janitorial Supplies- This is the complete catalog of janitorial supplies, products and accessories available from the Supplier other than the Core Products referenced above. Please specify: (1) Percentage (%) discount off manufacturer's suggested retail list or other objectively verifiable index. Please specify the index. A single discount may be specified for Janitorial Supplies or multiple percentage discounts may be specified varying by product category or by Janitorial Supplies catalog section. (2) Please note there is no gross profit percentage or similar mechanism, ceiling or floor in this RFP. Suppliers shall propose the actual percentage off the specified index and not compute prices believing that the net price may not go below the Supplier's actual costs. iii) Market Basket Of Catalog Products — For price comparison purposes to determine which Supplier has the best Janitorial Supplies pricing; a selected group (Market Basket) of Janitorial Supplies, as shown on Attachment E, will be used to determine the actual net price that the Participating Public Agencies will pay. Please specify the catalog or index price and net price to Participating Public Agencies. The net price to Participating Public Agencies shall be derived using the proposed percentage discount from index as specified in Section 3.A.ii.1. Suppliers are cautioned to carefully review each item and pay special attention to the Unit of Measure for each item. Please be sure to bid in the Lead Public Agency Unit of Measure, which may be different from your selling unit. iv) Participating Public Agency Incentive Discounts - Supplier is requested l:o specify added incertive discounts available to Participating Public Agencies based on annual volumes, electronic ordering or other incentive discounts that may be available through the Supplier. Participating Public Agencies shall have the option to receive incentive discounts by a check or credit. v) Increases in Usage of Master Agreement — For contractual purposes only, explain at what percentage increase above $100 million in annual purchase volume as stated in Section 1.F will you incorporate a percentage reduction in Core Products and an increased discount percentage for your Full Line Catalog. For example, if the Master Agreement usage were to increase 20% above the $100 million estimated, prices of Core Products would decrease by five percent and all Full Line Catalog discounts would increase by one percentage point. B) PRICING PROPOSALS — REQUIREMENTS — LOCAL i) Core Products - Suppliers must bid all items individually on the Core Products list. The Lead Public Agency will compute a lump sum bid using the estimated quantits. Page 18 Request for Proposal Specification Number 5217 (1) The Lead Public Agency recognizes that all manufacturers' items may not be 100% compatible with these specifications. The Lead Public Agency therefore requests that Proposals be as close to these specifications as possible. Any reference to a manufacturer is for comparison purposes and therefore the Lead Public Agency will equally accept an "or APPROVED EQUAL". The Lead Public Agency may request samples of "APPROVED EQUAL" items. :Such samples will not be returned to the Supplier. (2) Suppliers are cautioned to carefully review each item and pay special attention to the Unit of Measure for each item. Please be sure to bid in the Lead Public Agency's Unit of Measure, which may be different from your selling unit. (3) If a Supplier does not bid each item on the Core Products list, the Lead Public Agency will compute prices for items that are not bid. The price will be calculated as the average prices of all other Suppliers for that item. (4) The Supplier will quote prices for such quantities as shown and there shall be no price increases during the first year of the contract. For years two and three, and any option years exercised, the Supplier may propose certain price increases 90 days prior to the end of the then current year of the contract. These price increases may only be those increases that were passed on to the Supplier from its supplier. The Supplier must submit its supplier increases to the Lead Public Agency for review. The Lead Public Agency's contracted price may then increase for the subsequent year but only by the percentage increase experienced by the Supplier from its supplier. (The margin between the Supplier's cost from its supplier and the contracted Lead Public Agency price shall not change.) In all cases prices may not increase more than five (5) percent. The Lead Public Agency reserves the right to survey the national market for comparable prices prior to any cost increases taking effect. If the Supplier and the Lead Public Agency fail to agree on price revisions, the Supplier will be required to continue selling Core Products at current contract prices. (5) The Lead Public Agency and Supplier shall closely monitor items on the Core Products list and may change the Core Products list on a semi-annual basis depending upon Lead Public Agency's ordering history. Prices for items added to the list will be constructed in fashion identical to similar Core Products. (6) Supplier shall work with Lead Public Agency to update the Core Products every six months and "fine-tune" the Core Products to have no duplication of similar items. Supplier shall work to include items on the Core Products list that are most advantageously priced to the Lead Public Agency. The number of items on the Core Products list may change throughout the term of the Agreement to reflect usage thus incorporating exceptional pricing for these items as they are placed on the Core Products list. (7) One (1) price only will be considered for each item. When two (2) prices are quoted both will be rejected and Lead Public Agency will then compute prices for that item. The price will be calculated as the average prices of all other Suppliers for that item. ii) Janitorial Supplies- This is the complete catalog of janitorial supplies, products and accessories available from the Supplier other than the Core Products referenced Page 19 Request for Proposal Specification Number 5217 above. Please specify: (1) Percentage (%) discount off manufacturer's suggested retail list or other objectively verifiable index. Please specify the index. A single discount may be specified for Janitorial Supplies or multiple percentage discounts may be specified varying by product category or by Janitorial Supplies catalog section. (2) Please note there is no gross profit percentage or similar mechanism, ceiling or floor in this RFP. Suppliers shall propose the actual percentage off the specified index and not compute prices believing that the net price may not go below the Supplier's actual costs. iii) Market Basket Of Catalog Products — For price comparison purposes to determine which Supplier has the best Janitorial Supplies pricing; a selected group (Market Basket) of Janitorial Supplies, as shown in Attachment E, will be used to determine the actual net price that the Lead Public Agency will pay. Please specify the catalog or index price and net price to Lead Public Agency. The net price to Lead Public Agency shall be derived using the proposed percentage discount from index as specified in Section 3.B.ii.1. Suppliers are cautioned to carefully review each item and pay special attention to the Unit of Measure for each item. Please be sure to bid in the Lead Public Agency Unit of Measure, which may be different from your selling unit. iv) Lead Public Agency Incentive Discounts - Supplier is requested to specify added incentive discounts available to Lead Public Agency based on annual volumes, electronic ordering or other incentive discounts that may be available through the Supplier. Lead Public Agency shall have the option to receive incentive discounts by a check or credit. v) Increases in Usage of Agreement — For contractual purposes only, explain at what multiples of $250,000 in annual purchase volume will you incorporate a percentage reduction in Core Products and an increased discount percentage for your Full Line Catalog. For example, if the Agreement usage were to exceed two times the $250,000 estimated, prices of Core Products would decrease by five percent and all Full Line Catalog discounts would increase by one percentage point. Page 20 Request for Proposal Specification Number 5217 4) EVALUATION OF PROPOSALS AND BASIS OF AWARD A) EVALUATION OF PROPOSALS AND BASIS OF AWARD REQUIREMENTS — NATIONAL i) The National Janitorial Supplies Selection Advisory Committee will evaluate proposals in compliance with public bidding requirements. U.S. Communities Advisory Board members will assist the Lead Public Agency in evaluating proposals. This RFP process incorporates a Best Value Purchasing concept, thus companies with the best value and most competitive proposals will be invited for interviews and a further discussion of the proposal content. ii) The National Janitorial Supplies Selection Advisory Committee will evaluate and score all valid proposals. The three (3) top rated proposers will give oral presentations and answer questions by the National Janitorial Supplies Selection Advisory Committee. After hearing oral presentations, the National Janitorial Supplies Selection Advisory Committee will apply multiples of between 0.0 and 1.0 to each of the Evaluation Criteria Categories. The multiple will be multiplied by the Evaluation Criteria Category score to arrive at the Total Possible Proposal Score. The Lead Public Agency will enter into contract negotiations with the highest -ranked Supplier based on the combined scores of the written proposal and oral presentation. The actual awarding of a contract is subject to the approval of the Chief Executive of the Lead Public Agency or his designee. iii) The National Janitorial Supplies Selection Advisory Committee will use the following evaluation matrix to compare Suppliers' proposals, with the general evaluation categories and total possible score per category being as follows: EVALUATION TOTAL POSSIBLE HIGHEST POSSIBLE TOTAL CRITERIA WRITTEN ORAL PRESENTATION POSSIBLE PROPOSAL SCORE MULTIPLE PROPOSAL SCORE Company 10 1.0 10 References 5 1.0 5 Distribution 10 1.0 10 Marketing 5 1.0 5 Products 25 1.0 25 Administration 10 1.0 10 Pricing 35 1.0 35 SCORE 100 1.0 100 iv) Pricing - As indicated in the matrix above, Pricing is the primary factor considered in the award, provided the Supplier is deemed most responsible as determined by the combined ranking of Pricing and the other evaluation criteria. The Supplier shall be required to provide items at the quoted prices, however, for the basis of award, only the prices quoted in the Core Products list, the Market Basket of Catalog Products and the Participating Public Agency Incentive Discounts, if any, will be considered to arrive at a lump sum price. Page 21 Request for Proposal Specification Number 5217 (I) The Core Products list has an estimated quantity associated with each item. To evaluate the prices the National Janitorial Supplies Selection Advisory Committee will multiply the item proposed price by the estimated quantity for each item to arrive at an extended price. The National Janitorial Supplies Selection Advisory Committee will then add all extended prices to arrive at a Core Products sum. (2) The National Janitorial Supplies Selection Committee has not provided iin the Market Basket of Catalog Products an associated estimated quantity for each item. However, the Lead Public Agency will apply quantities for each of the items to arrive at an extended price. It is not necessary to have estimated quantities listed in the Market Basket of Catalog Products, as the pricing submitted is not quantity dependent. (3) To compute Participating Public Agency Incentive Discounts, if any, the National Janitorial Supplies Selection Advisory Committee will assume that a vollume of $100,000,000 will be spent in a contract year and 40% of purchases will be made electronically. (4) To arrive at a final proposed figure, the National Janitorial Supplies Selection Advisory Committee will add the sum from the Core Products list to the sum from the Market Basket of Catalog Products. To this figure will then be applied the Participating Public Agency Incentive Discounts, if any, to arrive a final proposed amount. B) EVALUATION OF PROPOSALS AND BASIS OF AWARD REQUIREMENTS — LOCAL i) Lead Public Agency will create a Local Janitorial Supplies Selection Committee, which will evaluate proposals in compliance with public bidding requirements. This RFP process incorporates a Best Value Purchasing concept, thus companies with the best value and most competitive proposals will be invited for interviews and a further discussion of the proposal content. ii) The Local Janitorial Supplies Selection Committee will evaluate and score all valid proposals. The three (3) top -rated proposers will give oral presentations and answer questions posed by the Local Janitorial Supplies Selection Committee. After hearing oral presentations, the Local Janitorial Supplies Selection Advisory Committee will apply multiples of between 0.0 and 1.0 to each of the Evaluation Criteria Categories. The multiple will be multiplied by the Evaluation Criteria Category score to arrive at the Total Possible Proposal Score. The Lead Public Agency will enter into contract negotiations with the highest -ranked Supplier based on the combined scores of the written proposal and oral presentation. The actual awarding of a contract is subject to the approval of the Chief Executive of the Lead Public Agency or his designee. iii) The Local Janitorial Supplies Selection Committee will use the following evaluation matrix to compare Suppliers' proposals, with the general evaluation categories and total possible score per category being as follows: Page 22 Request fir Proposal Specification Number 5217 EVALUATION TOTAL POSSIBLE HIGHEST POSSIBLE 'TOTAL CRITERIA WRITTEN ORAL PRESENTATION POSSIBLE PROPOSAL SCORE MULTIPLE PROPOSAL SCORE Company 10 1.0 10 References 5 1.0 5 Distribution 10 1.0 10 Marketing 5 1.0 5 Products 25 1.0 25 Administration 10 1.0 10 Pricing 35 1.0 35 SCORE 100 1.0 100 iv) Pricing - As indicated in the matrix above, Pricing is the primary factor considered in the award, provided the Supplier is deemed most responsible as determined by the combined ranking of Pricing and the other evaluation criteria. The Supplier shall be required to provide items at the quoted prices, however, for the basis of award, only the prices quoted in the Core Products list, the Market Basket of Catalog Products and the Lead Public Agency Incentive Discounts, if any, will be considered to arrive at a lump sum price. (1) The Core Products list has an estimated quantity associated with each item. To evaluate the prices the Local Janitorial Supplies Selection Committee will multiply the item proposed price by the estimated quantity for each item to arrive at an extended price. The Local Janitorial Supplies Selection Committee will then add all extended prices to arrive at a Core Products sum. (2) The Local Janitorial Supplies Selection Committee has not provided in the Market Basket of Catalog Products an associated estimated quantity for each item. However, the Lead Public Agency will use quantities for each of the items based on historical usage to arrive at an extended price. It is not necessary to have estimated quantities listed in the Market Basket of Catalog Products, as the pricing submitted is not quantity dependent. (3) To compute Lead Public Agency Incentive Discounts, if any, the Local Janitorial Supplies Selection Advisory Committee will assume that a volume of $250,000 will be spent in a contract year and 40% of purchases will be made electronically. (4) To arrive at a final proposed figure, the Local Janitorial Supplies Selection Advisory Committee will add the sum from the Core Products list to the sum from the Market Basket of Catalog Products. To this figure will then be applied the Lead Public Agency Incentive Discounts, if any, to arrive a final proposed amount. Page 23 Request for Proposal Specification Number 5217 5) REQUEST FOR PROPOSAL SCHEDULE The following schedule will be used for the Request for Proposal: Event Date Friday, May 10, 2002 RFP Distributed Thursday, May 23, 2002, 10:30 a.m. local time Pre -Proposal Conference, Conference Room 1 of Allegheny County Courthouse Wednesday, June 5, 2002, 11:00 a.m. local time Proposals are due Wednesday, June 5, 2002, 11:30 a.m. local time Proposals are publicly opened in Gold Room of Allegheny County Courthouse Friday, June 14, 2002 Evaluate and Rank Proposals Week of June 17, 2002 Interview of Companies with Most Competitive Proposals Friday, June 28, 2002 Award Contract to the highest ranked Proposer(s) 6) SUBMISSION OF PROPOSAL A) One (1) original and ten (10) copies of your proposal are due at the Office of the Allegheny County Controller, Allegheny County Courthouse, Room 104, 436 Grant Street, Pittsburgh, PA 15219 by 11:00 a.m. local time on June 5, 2002. B) Proposals will be publicly opened at 11:30 a.m. local time on Wednesday, June 5, 2002 in the Gold Room on the Fourth Floor of the Allegheny County Courthouse, 436 Grant Street in Downtown Pittsburgh, Pennsylvania. C) It is the Supplier's responsibility to clearly identify and to describe the services (being offered in response to the RFP. Suppliers are cautioned that organization of their response, as well as thoroughness is critical to the evaluation process. All required supplemental information must be furnished and presented in an organized, comprehensive and easy to follow manner. D) Unnecessarily elaborate brochures or other presentations beyond that sufficient to present a complete and effective proposal is not desired. Elaborate artwork, expensive paper, bindings, visual and other presentation aids are not required. Lead Public Agency encourages Suppliers to use recycled paper. E) Each original and set of the ten (10) copies of the proposal shall consist of: i) Either TECHNICAL PROPOSAL —REQUIREMENTS — LOCAL and PRICING Page 24 Request for Proposal Specification Number 5217 PROPOSAL - REQUIREMENTS — LOCAL with all required Attachments or TECHNICAL PROPOSAL —REQUIREMENTS — NATIONAL and PRICING PROPOSAL - REQUIREMENTS — NATIONAL with all required Attachments; ii) Signature page. iii) A Certification of Proposal sheet, duly signed with the corporate seal impressed, if applicable; and Page 25 SIGNATURE PAGE Print Name of Business ***FOR PAYMENT PURPOSES * ** Business Address Remit to Address City, State, Zip Code City, State, Zip Code Contact Person and Telephone Number Contact Person and Telephone Number (Print Name) (Print Name) 800 number if one is applicable FAX number IN THE PRESENCE OF — INDIVIDUAL (SEAL) Witness (Individual Principal) Witness Witness Witness attest PARTNERSHIP (SEAL) (Partner) (Partner) (Partner) CORPORATION (SEAL) (SEAL) (SEAL) Secretary President (affix corporate seal), (State where incorporated) This page must be signed with a live signature and in BLUE INK Page 26 CERTIFICATION OF PROPOSAL The undersigned, on behalf of the company named below, hereby represents and certifies to the County of Allegheny to the best of his/her knowledge that: The information contained in the enclosed proposal is accurate and truthful. Compliance to all applicable laws regulations or ordinances of applicable federal, state and other governmental or regulatory agencies are continually maintained. Unless fully disclosed in the proposal, the proposal was not prepared or submitted in conjunction or cooperation with any other company or individual. Submitted by Company: Street Address: C ity/State/Z ip: Signature: Printed Name: Title: Telephone Number: Fax Number: Date: Page 27