It is the intent of PSA to always provide the best price and value to its members. The successful vendor must be able to provide a pricing methodology for its products and services that will ensure that PSA is always getting the best and most competitive price available.
Pricing structure for the contract shall have two aspects: a Core Product List and Category Discounts. Use the attached Microsoft Excel file named "Cost Proposal" in your response. The Cost Proposal spreadsheet contains two sheets, one for the Core Products List and one for the Category Discounts, both of which are described in more detail below.
All pricing submitted to PSA shall be inclusive of the administrative fee to be remitted to PSA by the successful vendor. All stocking fees, packaging, delivery, freight charges, and all other fees must be clearly identified in Offeror’s response.
PSA requests that potential Offerors respond to this RFP only if they are able to offer a wide array of products and services at lower prices and with better value than what they would ordinarily offer to a single eligible entity.
This RFP requests pricing for an indefinite quantity of products or related services with potential national sales distribution and service. While most RFP categories represent significant sales opportunities, PSA makes no guarantees about the quantity of products or services that members will purchase.
The Core Product List shall be composed of 400 specific items. PSA has entered the first 125 items of the Core List based on Usage from the current contract. Offeror shall list an additional 275 items (for a total of 400 items) that are commonly used in most offices and will be beneficial to both the Offeror and the PSA members. These should be the items you feel will be most desirable to government agencies, schools, and universities based on your previous experience.
Since different companies offer different pack sizes of the same product, the spreadsheet is designed to reduce prices to the unit price to five decimal values. Use the formulas already provided in the spreadsheet to calculate unit price rather than entering manually to avoid mistakes.
Respondents must indicate the 2021 Quarter 2 S.P. Richards' list price for all products. Where there is no S.P. Richards' list price available (i.e., a product is not available through S.P. Richards), the product manufacturer's MSRP shall be listed. If the item is a generic item (e.g., private label), then the Respondent is considered the product manufacturer and the Respondent's established, reasonable price shall be listed.
All items not contained in the Core Product List shall be priced by a Category Discount. Each Category is described in the table below. The percentage discount shall be applied to all products in each category for the PSA end users.
Offeror will use the second sheet within the Cost Proposal spreadsheet to enter the Category Discounts. Offeror shall also indicate the basis for the pricing, such as S.P. Richards list price, MSRP, or any other set pricing applicable to the Offeror. Offeror must provide a means to audit the pricing, so that PSA can verify the correct percentage discounts are applied to member purchases.
All pricing must be verifiable and auditable. To that end, customers should be able to verify contract pricing for ANY past invoice received under this contract. For example, suppose a customer receives an invoice in December 2021. In March 2024, the customer should be able to compare that invoice to the contract and any published price lists from December 2021 to verify that the correct pricing was invoiced per this contract.
The prices shall be considered “Not to Exceed” pricing. Contractor is allowed to negotiate lower pricing for individual PSA members. Individual pricing negotiations shall be equal to or lower than the PSA contract pricing on all items.
Each year, PSA shall perform a price audit to verify that prices charged to customers reflect the contract pricing. Price audits shall be performed in the following manner. At PSA’s request, vendor shall provide PSA actual customer invoices from a single month in the preceding year. The month of the invoices shall be specified by PSA. Invoices shall indicate the product number, quantity, price, and any other fees that were charged. PSA will compare the invoice pricing to the contract pricing. If PSA finds any pricing higher than the contract pricing, Contractor shall refund the difference to the end user. PSA may ask for additional invoices at its own discretion.
The Vendor is expected to charge any applicable state and/or local taxes on items for which a valid tax exemption certification has not been provided. Each PSA member is responsible for providing verification of tax-exempt status to the Vendor. When ordering, PSA members must indicate that they are tax-exempt entities. Except as set forth herein, no party is responsible for taxes imposed on another party as a result of or arising from the transactions under a Contract resulting from this RFP.
All shipping and restocking fees must be identified in the price proposal. Proposals will be evaluated not only on the actual cost of shipping, but on the relative flexibility extended to PSA members regarding any restocking fees, shipping errors, customized shipping requirements, the process for rejecting damaged or delayed shipments, and similar subjects that impact overall value of the Contract.
Delivered products must be properly packaged. Damaged products may be rejected. If the damage is not readily apparent at the time of delivery, the Vendor must permit the products be returned within a reasonable time at no cost to the PSA member. PSA and PSA members reserve the right to inspect the products at a reasonable time subsequent to delivery where circumstances or conditions prevent effective inspection of the products at the time of delivery.
The Vendor must deliver Contract-conforming products in each shipment and may not substitute products without the express approval of the PSA member.
Throughout the term of the Contract, Offeror agrees to pay for the return shipment on products that arrive in a defective or inoperable condition. Offeror must arrange for the return shipment of the damaged products.