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HomeMy WebLinkAboutTraining Materials1.03 MyFloridaMarketPlace Sourcing Tool Training: This solicitation will be conducted using the MyFloridaMarketPlace Sourcing tool. Optional training will be offered at three (3) different dates and times on how to respond to this ITB electronically. While training is optional, we strongly recommend you take advantage of this offer. The dates offered by conference call will be on October 12, 13, & 17, 2005 from 2-4 pm EST. The conference call -in numbers for each date is below: • October 12, 2005 (Wednesday) from 2-4 PM EST: 850-410-0966/Suncom 210-0966 • October 13, 2005 (Thursday) from 2-4 PM EST: 850-922-2904/Suncom 292-2904 • October 17, 2005 (Monday) from 2-4 PM EST: 850-922-2904/Suncom 292-2904 Training materials can be found at: http://marketplace.myflorida.com/vendor/vendor solicitation help.htm. Download and review the document titled ITB Event User Guide. • For all technical questions about the Sourcing tool, vendors should contact the MyFloridaMarketPlace Customer Service Desk at (866) FLA-EPRO, (866) 352-3776 or: vendorhelp@myfloridamarketplace.com. • For additional information / assistance on using the Sourcing tool, please visit the MyFloridaMarketPlace website at the following link: http://marketplace.myflorida.comlvendor/vendor solicitation help.htm. This site includes: a. Solicitation User Guides b. OnDemand web -based Sourcing training link c. WinZip FAQs d. Vendor FAQs 1.04 Sourcing Tool Tips: When working in the Sourcing tool, be aware of the twenty (20) minute time-out function in the tool. This means that you should save your work (click the SAVE button) at intervals of less than twenty (20) minutes to insure your entries, since you last saved, are not lost. Please note that clicking the SAVE button within the Sourcing tool only saves your bid responses. The SAVE button does not transmit your bid response to the State. In order to transmit your bid response to the State, you must click the SUBMIT button on the SUMMARY page of the bid response. After clicking the SUBMIT button, it is your responsibility to check your submitted bid response within the Sourcing tool to verify that your response is accurately and completely captured within the Sourcing tool. You must do this while there is time remaining in the bidding period in case you discover an error and need to resubmit a revised bid response. To validate your bid response, you should do the following before the bidding period ends: 1. Go to the "My Bids / My Responses" tab within the Sourcing tool after you submitted your bid response 2. Click on the Bid ID number of your last submitted bid response 3. Review entire bid response to make sure all responses are complete, accurate and as you intended to submit. Minimum areas to check are: ➢ Text boxes — Is your entire answer viewable? > Yes / No questions - Is the displayed answer correct? > All uploaded document files / scanned documents - Can you open attached document and clearly view entire content? It is strongly recommended not to wait until the last minute and to validate your bid response. 1.05 Email Notification: Vendors are reminded that the Sourcing tool's email notifications are an option provided to Bidders as a courtesy. The State of Florida is not under any obligation and does not guarantee that Bidders will receive email notifications concerning the posting, amendment or close of solicitations. Vendors are responsible to check the MyFloridaMarketPlace Sourcing tool and / or the Vendor Bid System for information and updates concerning solicitations. MyFloridaMarketPlace Sourcing Tool: https://sourcing.myfloridamarketplace.com Vendor Bid System: http://fcn.state.fl.usIowa vbs/owa/vbs www.search.criteria form 1.06 Order of Precedence: Potential respondents to the solicitation are encouraged to carefully review all the materials contained herein and prepare responses accordingly. All responses are subject to the terms of the following sections of this ITB, which, in case of conflict, shall have the order of precedence listed: o Technical Specification, (Section 2.0) o Special Conditions, (Section 3.0) o Special Instructions, (Section 1.0) o General Instructions to Respondents, (PUR 1001) o General Contract Conditions (PUR 1000) o Forms, (Section 5.0) o Price Sheets, (Section 4.0) 1.07 Who May Bid: Manufacturers holding current Federal (GSA) Contracts for products offered on this contract may submit a bid. In furtherance of the One Florida Initiative, Bidders are encouraged to seek the participation of certified minority business enterprises (CMBE). Information on the One Florida Initiative and CMBEs is available from the Office of Supplier Diversity at http://osd.dms.state.fl.us. 1.08 Submittal of Bid: Bidders shall submit their offer online via the MyFloridaMarketPlace Sourcing tool at: https://sourcing.myfloridamarketplace.com. OFFERS MUST BE SUBMITTED IN THE MYFLORIDAMARKETPLACE SOURCING TOOL BY THE DATE AND TIME SPECIFIED ON THE EVENT CALENDAR. The Department shall not consider late offers and the Sourcing Tool will NOT accept offers after the closing date and time specified in the Event Calendar or as amended by the Department. Each Bidder is responsible for ensuring that its bid is submitted at the proper time. In the event a Bidder submits more than one response in the MyFloridaMarketPlace Sourcing Tool, only the last response received by the system shall be considered for award. Previous bids will not be visible to the State of Florida. The Bid Preparation Checklist does not relieve the Bidder of responsibility for ensuring that all requirements of the ITB are included with the bid submittal. Offers not submitted within MvFloridaMarketPlace shall be rejected. Additionally, the following section contains information that must be received by the contact person below no later than the Bid Opening Date & Time. Please refer back to the Event Calendar for Dates and Times. ❖ Current Price Book (compact disc — CD) •:+ Federal GSA Price Book (compact disc — CD) • Environmental & Recycle Content Requirements. Reference Section 3.32 + Test Report Form. Reference Section 5: Forms. • References (Minimum of 3) + Testing & Technical information Contact for submittals: Brenda Wells State Purchasing Florida Department of Management Services 4050 Esplanade Way, Suite 370 Tallahassee, FL 32399-0950 Failure to provide all requested information within the bid package may result in rejection of the bid. Outer packaging shall clearly state Bid Title, Bid (solicitation) Number, Bid Opening Date and Time! 1.09 Amendments to the Solicitation Documents: The Department reserves the right to issue amendments to the solicitation. Notice of any amendment will be posted within MyFloridaMarketPlace using the message board and the Vendor Bid System. Such notice, if required, will contain the appropriate details for identifying and/or reviewing the formal changes to the solicitation. Each Bidder is responsible for monitor g the saes for new or changing infonnnationconceming this solicitation.__ .. 1.10 Ordering Instructions: On the Ordering Instructions form included in these solicitation documents under Section 5: Forms, Bidders shall identify persons responsible for answering questions about the bid, administering the Contract and shall provide information necessary for placing orders under the Contract. 1.11 Estimated Quantities: To assist Bidders in the bid process, gross estimated historical annual spend is provided. Spend is based on FY 04/05 data. This figure should not be construed as commitments. FY 04/05 Estimated $65 Million The above figures reflect estimated spend generated by State Agencies and by Eligible Customers as defined in Section 1.09. 1.12 Basis for Award: Award shall be made statewide for each manufacturer's office furniture product offering currently available on GSA schedule, on a multiple award basis. Lateral and vertical steel file cabinets shall be awarded statewide for each manufacturer's offering currently available on GSA schedule and meeting required specifications and testing, on a multiple award basis. The Department shall evaluate eligible responsive bids. The Department reserves the right to determine which bids meet the contract requirements of this solicitation, and which Bidders are responsive and responsible. Bidders whose bids, past performance, or current status do not reflect the capability, integrity or reliability to fully and in good faith perform the requirements of the Contract may be rejected as non -responsible. Bids that do not meet all necessary requirements of this solicitation or fail to provide all required information, documents, or materials will be rejected as non -responsive. 1.13 State Objectives (rev. 07/28/04): Within thirty (30) calendar days following award of the contract, the successful Bidders shall submit plans addressing each of the State's five (5) objectives listed below, to the extent applicable to the items/services covered by this solicitation. 1) One Florida Initiative: Florida is a state rich in its diversity. Governor Bush's One Florida Initiative is dedicated to fostering the continued development and economic growth of small and minority and women -owned businesses. Central to this initiative is the participation of a diverse group of vendors doing business with the state. To this end, it is vital that minority and women -owned business enterprises participate in the State's procurement process as both prime contractors and subcontractors under prime contracts. Small and minority and women -owned businesses are strongly encouraged to submit replies to this solicitation. To track the success of the One Florida Initiative, which has achieved substantial gains in extending opportunity to minority- and women -owned businesses, the State of Florida maintains data to establish benchmarks from which to measure supplier diversity in State contracting. Vendors who contract with the State are obligated to provide information related to the use of minority- and women -owned businesses and subcontractors. The Contractor shall submit documentation addressing the Governor's One Florida Initiative and describing the efforts being made to encourage the participation of small and minority and women -owned businesses. Please refer to the Governor's "Equity in Contracting Plan" when preparing this documentation: http://www.oneflorida.org/myfloridalgovernment/governorinitiatives/one floridalequity contract ina.html Equity in Contracting documentation should identify any participation by diverse contractors and suppliers as prime contractors, sub -contractors, vendors, resellers, distributors, or such other participation as the parties may agree. Equity in Contracting documentation shall include the timely reporting of spending with certified and other minority business enterprises. Such reports must be submitted at least quarterly and include the period covered, the name, minority code and Federal Employer Identification Number of each minority vendor utilized during the period, commodities and services provided by the minority business enterprise, and the amount paid to each minority vendor on behalf of each purchasing agency ordering under the terms of this contract. 2) Environmental Considerations: The State supports and encourages initiatives to protect and preserve our environment. The Contractor shall submit as part of any proposal the Contractor's plan to support the procurement of products and materials with recycled content, and the intent of Section 287.045, Florida Statutes. The Contractor shall also provide a plan for reducing and or handling of any hazardous waste generated by Respondent company. Reference Rule 62- 730.160, Florida Administrative Code. It is a requirement of the Florida Department of Environmental Protection that a generator of hazardous waste materials that exceeds a certain threshold must have a valid and current Hazardous Waste Generator Identification Number. This identification number shall be submitted as part of Respondent's explanation of its company's hazardous waste plan and shall explain in detail its handling and disposal of this waste. 3) Certification of Drug -Free Workplace Program: The State supports and encourages initiatives to keep the workplaces of Florida's suppliers and contractors drug free. Section 287.087 of the Florida Statutes provides that, where identical tie proposals are received, preference shall be given to a proposal received from a Respondent that certifies it has implemented a drug -free workforce program. If applicable, Respondent shall certify that the Respondent has a drug -free workplace program. The Contractor shall describe how it will ,addross the implementation of a drug free workplace in offering the items of bid. 4) Products Available from the Blind or Other Handicapped (RESPECT): The State supports and encourages the gainful employment of citizens with disabilities. It is expressly understood and agreed that any articles that are the subject of, or required to carry out, this contract shall be purchased from a nonprofit agency for the blind or for the severely handicapped that is qualified pursuant to Chapter 413, Florida Statutes, in the same manner and under the same procedures set forth in Section 413.036(1) and (2), Florida Statutes; " and for purposes of this contract the person, firm, or other business entity carrying out the provisions of this contract shall be deemed to be substituted for the state agency insofar as dealings with such qualified nonprofit agency are concerned." Additional information about the designated nonprofit agency and the products it offers is available at http://www.respectofflorida.org. The Contractor shall describe how it will address the use of RESPECT in offering the items of bid. 5) Prison Rehabilitative Industries and Diversified Enterprises, Inc. (PRIDE): The State supports and encourages the use of Florida correctional work programs. It is expressly understood and agreed that any articles which are the subject of, or required to carry out, this contract shall be purchased from the corporation identified under Chapter 946, F.S., in the same manner and under the same procedures set forth in Section 946.515(2), and (4), F.S.; and for purposes of this contract the person, firm, or other business entity carrying out the provisions of this contract shall be deemed to be substituted for this agency insofar as dealings with such corporation are concerned. Additional information about PRIDE and the products it offers is available at http://www.pridefl.com. The Contractor shall describe how it will address the use of PRIDE in offering the items of bid. 1.14 Special Accommodation: Any person requiring a special accommodation at State Purchasing because of a disability should call State Purchasing at (850) 488-8440 at least five (5) workdays prior to the bid opening. If you are hearing or speech impaired, please contact State Purchasing by using the Florida Relay Service at (800) 955-8771 (TDD).