This section contains instructions for compiling and submitting a proposal response to this RFP. All Offerors must examine the entire RFP package to seek clarification of any item or requirement that may not be clear and to check all responses for accuracy before submitting a proposal
By submitting the Response, Offeror represents and warrants that the individual submitting this document and the documents made part of this Response is authorized to sign such documents on behalf of the Offeror and to bind the Offeror under any contract that may result from the submission of this Response.
Unless otherwise addressed within the RFP, the following requirements shall apply:
Due to the complexity of responses and to aid in evaluation, the Response should contain ALL required information in clearly outlined sections as detailed below. Vendors must provide the sections listed below or the response may be rejected. Omission of any required form or information will be sufficient grounds for PSA to consider your response to be non-compliant.
Title Page: The proposal should begin with a title page bearing the name and address of the vendor and the name and number of this RFP.
Section 1 - Executive Summary: Vendors must condense and highlight the contents of the proposal in a separate section titled “Executive Summary.” The summary must identify any exceptions the vendor has taken to the requirements of this RFP, the contract or any other attachments.
Section 2 - Vendor Qualifications: Briefly describe your company’s history and experience in the industry. Describe your core values and business philosophy. Indicate what differentiates your company from its competitors. Indicate why your Office Supplies and Related Products and Services are superior to other services available on the market. Describe the staff proposed to manage a potential PSA contract and their experience supporting similar scopes of work.
Additionally, disclose the following: a) Bankruptcies filed; b) Litigation, mediation, and arbitration history over the last five (5) years; c) Any material (in excess of $50,000) claims, judgements, arbitrations, investigations, or lawsuits pending; d) Any criminal actions, suits, proceedings, arbitrations investigations against or involving the Offeror or its employees (in their capacities as employees) occurring during the past five years.
Section 3 - Product Offerings: Fully describe the Office Supplies and Related Products and Services offered in your proposal. Discuss any optional features/services. Also describe your policy for paying customers rebates. Include information on how the rebates are calculated, any exclusions from rebates, and how the rebates are paid.
Section 4 - Vendor Qualifications: This section will include detailed descriptions of all sales coverage and customer services offered by the vendor. Describe your sales and customer service policy, and include a description of how this is applied with public agencies. How do you ensure superior customer service? Provide a detailed Return Policy. Discuss how problems are resolved should they arise from such instances of incorrect product deliveries, damaged goods, etc. Describe the Company's commitment and procedures to initiate first contact with a prospective customer and follow-up services to set-up a new account timely and satisfactorily.
Section 5 - Return Policy: Offerors shall provide a detailed Return Policy. Include specifications for customer ordering wrong products and customer cancelling an order. Discuss any time limits from order date to return date, and requirements for billing credits. Furthermore, describe how problems are resolved shall they arise from such instances of incorrect product deliveries, damaged goods, etc.
Section 6 - Marketing Strategy: Describe in detail how you will effectively market any potential PSA contract nationally and meet the requirements outlined in the RFP.
Address each element of your marketing strategy by describing timelines, methods, and/or presenting reference marketing materials PSA can expect to be produced and maintained by your organization throughout the life of any potential contract.
Section 7 - PSA Administrative Fee: Confirm the percentage amount and calculation of the PSA Administrative Fee. Offerors are encouraged to propose alternative methods of assessing and calculating administrative fees to PSA based on industry standards and company policy.
The following attachments are required with your proposal submission:
1. Ethics Policy: Offeror shall include their employee ethics policy.
2. Cost Proposal: The Cost Proposal shall be completed using an approved pricing format as described in the Pricing Section of this RFP. Use the attached Excel document "Cost Proposal" to enter your cost proposal.
3. References: Offeror shall list the names of at least three (3) public/government agencies which have purchased from Offeror products or services similar to those covered by this RFP, within the last two (2) years. PSA reserves the right to determine if such products or services are appropriately similar. Other information, including criticism however learned, may be used by PSA in evaluation of responses. Each reference shall be a public, government, or education agency and include the following:
4. Offeror Acknowledgement & Certification: Complete and sign the Offeror Acknowledgement & Certification that was provided as an attachment to this proposal.
5. Conflict of Interest Questionnaire: Chapter 176 of the Texas Local Government Code requires vendors and consultants contracting with PSA to file a Conflict of Interest Questionnaire (CIQ) if they have an employment or other business relationship with a PSA officer or an officer’s close family member. PSA is a program of the Brazos Valley Council of Governments, whose officers include The Honorable Byron Ryder, Chair, The Honorable Kavon Novak, 1st Vice Chair, The Honorable Joe Fauth, III, 2nd Vice Chair, The Honorable Tony Leago, Secretary, The Honorable Duane Peters, Immediate Past Chair.
6. Form 1295 Certificate of Interested Parties: Pursuant to the Texas Legislature House Bill 1295, Offeror must complete a Form 1295 through the Texas Ethics Commission website www.ethics.state.tx.us and submit a signed and notarized copy of the form to PSA with the RFP response.
7. End User Service Agreement: Include a copy of all service agreements that may be required for the end users.
8. Proposer Certifications: Complete and sign the Proposer Certifications form that was provided as an attachment to this proposal.
9. All Addenda: For paper responses only, Offerors must list all addenda for this RFP that were issued for this RFP through ProcureNow. The list must be signed to acknowledge receipt. If no addenda were issued for the RFP, this section may be omitted. Responses that are submitted electronically through ProcureNow acknowledge addenda as part of the submission process.
Once received by PSA, responses may be modified or withdrawn prior to the submission deadline only if the request to do so is in writing and on Offeror’s formal letterhead. Responses and requests for modification received after the submission deadline will not be accepted.
PSA uses its best efforts to follow the intent of Chapter 552 of the Texas Government Code, the Public Information Act (the “Act”) in regards to information, documentation, and other material in connection with this solicitation. If Offeror's proposal contains material noted or marked as “confidential” and/or “proprietary”, and that material in PSA’s sole opinion meets the disclosure exemption requirements of the Act, then that information will not be disclosed pursuant to a request for public documents. If PSA does not consider such material to be exempt from disclosure under the Act, the material may be made available to the public regardless of the notation or markings. If an Offeror is unsure if its confidential and/or proprietary material meets the disclosure exemption requirements of the Act, then it shall not include such information in the proposal.
Any terms and conditions attached to a Response will not be considered unless specifically referred to in the Response.