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Invitation to Bid #ESD112-DE-18A

Public Notice Inviting Bids:

Notice to Manufacturers, and Authorized Resellers of STEM/STEAM: Solutions for Science, Technology, Engineering, Art, Design, and Mathematics

Notice is hereby given that Educational Service District 112 (ESD 112), Vancouver, WA shall receive formal sealed bids on Solutions for Science, Technology, Engineering, Art, Design, and Mathematics

Bids shall be submitted the Project Coordinator for DigitalEdge at Educational Service District 112, 2500 NE 65th Avenue, Vancouver, WA 98661 by 3:30 p.m. (Pacific Time) on or before December 19, 2017.  Bids shall be opened and publicly read on December 20, 2017 at 10:00 a.m. (Pacific Time) at ESD 112 in the Klickitat Room.  All interested persons may attend.

This ITB is provided on behalf of the following states: WA, OR, CO, ID, MT, AK, HI, NM, CA, NV, UT, WY.

The ITB and bid forms will be located on the Internet at digitaledge.esd112.org on November 6, 2017 and published in newspapers of general circulation pursuant to applicable laws.


Documents and Materials for this Bid

Interested bidders will need the following documents for their bid submittal: 

Please note:
Interested Bidders should contact Bunny Stevens, Project Coordinator for DigitalEdge and confirm if they are planning on submitting a response to this Invitation to Bid. Please email Bunny Stevens at DigitalEdge.Specialist@esd112.org or call her at 360.952.3415.


Addenda

Please check here for any posted addenda to be submitted with your bid.

  • Addendum #01: Instructions for Submitting Bid Materials
  • Manufacturers and Corresponding States - 18A  (Addendum #01 form)- located in the Documents and Materials for this Bid section above

Per the Invitation to Bid #ESD112-DE-18A (Part 1 of 2), November 28, 2017 is the last day to post addenda's.


Mandatory Bidders' Virtual Conference


Mandatory Bidders' Virtual Conference will be held on Wednesday, 

November 15, 2017,  10:00 a.m. - 12:00 p.m. (Pacific Time)

Attendance at the Bidders' Conference is mandatory.  Bidders must attend in order to be eligible to receive an award for a Contract.

Register here for the Mandatory Bidders' Virtual Conference. 

All attendees must register to receive confirmation and contact information for the conference. 

The webinar covered the contents in the #ESD112-DE-18A Invitation to Bid, Contract, Bid Forms and important information regarding the ITB.

*Prior to attending the virtual conference, attendees need to download the ITB, Contract, Bid forms, and the Evaluation Rubric located in the document section of this webpage.  Please review the materials and be prepared with questions regarding their contents. These documents will not be provided during the meeting. 

Agenda - Mandatory Bidders' Virtual Conference 18A 


Video Recording of the Mandatory Bidders' Virtual Conference 11/15/17

Mandatory Bidders' Virtual Conference PowerPoint

 All questions and answers from the Virtual Bidders' Conference will be posted on the website no later than November 28, 2017.  

Prior to the Webinar it is recommended that participants download and review the Invitation to Bid, Contract, Bid forms and Evaluation Rubric

located on this web page.

Bidders' Virtual Conference PowerPoint used for the video recording is featured in the link above. If you would like a copy of the PowerPoint, please email Bunny.Stevens@esd112.org


 

Questions and Answers 

Please be sure to submit all questions by November 27, 2017.

Questions posed by Bidders and the response to those questions will appear here.

Q: Please clarify exactly what it is that this bid request is asking for. The Scope of Work does not specify print or online instructional materials.  Section 1.9: Bidder’s Choice allows some leeway for submission of instructional materials, so I would like to get a sense of whether print texts, e-texts, or online learning software should be submitted in response to this bid?

A: The Scope of Work on page 8 of the ITB #ESD112-DE-18A, lists the catalog categories for the desired solutions being requested in the ITB.  These catalog categories are mirrored in the Bid Forms.  Please note the Bidders Choice category, which as indicated on page 9, is for primary solutions that stand on their own or solutions that enhance, improve or extend the use of the STEM/STEAM solutions. 

Q: If I am unable to attend the Mandatory Bidders Virtual Meeting, is it acceptable to have a colleague attend in my place? 

A: A representative from the company that is submitting a bid in response to the DigitalEdge ITB #ESD112-DE-18A must attend the Mandatory Bidders’ Virtual Conference.If the company is not represented their bid shall not be eligible to receive an award for a contract.  

Q: Is it possible to watch a recording of the Mandatory Bidders’ Virtual Conference?

A: Following the conference, a recording will be posted on our website for reference.  However, viewing the video does not qualify as attending the conference.  Attendance is mandatory.

Q: What operating system(s) are you seeking for the solutions to be submitted on the Bid?

A: The Scope of Work section of the Invitation to Bid outlines in paragraph 3.0 the specifications for Operating Systems.Paragraph 3.0 language states:  DigitalEdge is seeking bids on the devices that run on all operating systems including Chrome, Android, Windows, Macintosh and iOS Operating System in the ITB #ESD112-DE-18A.

Questions from the Bidders' Conference 11/15/17

Q: How are we confirming that you acknowledge that our company has participated here? Through our registration?

A:  Yes, Zoom provides a list of everyone that registered and attended the meeting. 

Q: How will the attendees of this broadcast be notified of the posting of any information to the DigitalEdge website?

A: An email list of the conference attendees will be used to notify the vendors of any updates that are added to the website. However, it is the responsibility of the bidder to check the website on a regular basis and not rely on an email notification.

Q:  Will the PowerPoint slides be posted on the website?

A: Yes, the PowerPoint slides will be posted separately.  The Mandatory Bidders’ Virtual Conference broadcast is published on the DigitalEdge Invitation to Bid #ESD112-DE-18A page above the Question and Answer section. This broadcast is also the PowerPoint.

Q: Our firm provides virtual robot online platform, which category should be used for submitting the bid on?  Robotics or Bidders Choice?

A:  Please review page 8-9 of the DigitalEdge ITB #ESD112-DE-18A for the descriptions of the catalog categories.  Please note the Robotic category is for products and their related solutions.  If software were related to a product that you are submitting, it would be a related solution and should be submitted on the robotic bid form.  Otherwise, the Bidders choice bid form should be used. Please review the bid forms and the ITB for further clarification.   

Q: Are we bidding on a predefined quantity that is committed or just getting added to the catalog?   

A: You are to submit bids for products with the goal to be awarded a contract.  These contracts are then used by the purchaser to buy the quantities they need.There are no predefined quantity. 

Q:  What is included in the bid price?  Is shipping included? 

A: Review thoroughly section 3.4 on page 13 of the Invitation to Bid, which outlines what is included in the Bid price.  A few exceptions are noted for shipping in section 3.4.2. 

Q: Is there any guarantee that schools will buy?

A: No, we cannot guarantee that a school will buy the products. However, there is a definite need for a DigitalEdge STEM/STEAM purchasing contract.

Q: How are schools aware of what is on the contract? What about marketing? 

A: If you are awarded a contract, the awarded vendors have their products featured on our website.  In addition as an awarded vendor you benefit from the DigitalEdge marketing which is offered.  Including a monthly Cutting Edge newsletter that is sent to all purchasing agents in every school district of the twelve DigitalEdge states.  This information will be covered in the Post Award conference.

Q: From a marketing perspective, when awarded, do vendors reach out directly to the contracted schools, or is there another process?

A: Yes, as an Awarded vendor you can reach out to the schools, but only after the contract has launched.  This is outlined in the contract (part 2 of 2) and will be covered in the Post Award conference.

Q: If we currently hold products on an existing DigitalEdge contract that are STEM/STEAM related. Should we bid those products again for this contract? If so, will the existing product be moved to the 18A contract so as not to have products duplicated on the contracts should we be awarded?

A: Yes, the products should be bid on the 18A ITB. If a vendor is awarded an 18A contract and the products are on a currently awarded contract, the individual products will be reviewed.

Q: What is the benefit for the schools to purchase via DigitalEdge versus contracting directly with the supplier?

A: Educational organizations are audited, and they need to purchase off Contracts that are competitively bid.  By utilizing the DigitalEdge purchasing contracts, which are competitively bid, it assists the purchaser with staying within the purchasing guidelines of buying off a competitively bid contract.  

Q: We sell our technology through dealers, but our Professional Development directly, would we include our technology under the third party section?

A: Please review page 8-9 of the DigitalEdge ITB #ESD112-DE-18A for the descriptions of the catalog categories.  The Third party section is used for submitting bids, provided you have submitted a bid in one of the previous catalog categories.  Bidder’s choice does not have this restriction, and professional development can also be submitted on this bid form.  Again, please review the bid forms and the ITB for further clarification.   

Q: If a manufacturer does not agree to sell into all states, how and where can we note this on form A of the bid form?

A: The states that are listed on Form A, is to indicate what states you are offering to sell the manufacturers products in.  As noted in the above question, the answer may not be the same for every manufacturer. A word document will be provided to indicate by manufacturer, which state you are offering the products in.  This form will be posted in the Documents and Materials for this Bid section on the 18A webpage and will be entitled Manufacturers and Corresponding States - 18A (Addendum #01) 

Q: Will this manufacturer form need to be submitted with the Bid Forms?

A: Yes.  Addendum (#01) will be posted in the Addenda section to indicate where the word document for the manufacturer by state shall be submitted.  Please follow the guidelines for submitting all Addenda with the bid documents as noted on Page 14, section 1.0 of the Instructions for Submitting Bid and submit the form in Envelope #1 as outlined in the Addendum (#01.) 

Q: Do we need to include hardcopy specification sheets for all items bid or can PDF files be sufficient?

A:  The Instructions for Submitting Bid Materials section provides instructions for what is to be included when submitting the ITB.  However, per our discussion on the broadcast the components of Envelope 3, as outlined on page 15 of the ITB, will be updated in Addendum (#01).  This Addenda will include the option to provide hard copies of the specifications and/or the specifications on a jump drive. The addenda will be posted on this DigitalEdge webpage under the Addenda section.  

Q: Is there a page limit to the contents of envelope 3?

A: No there is not a limit. Specifications must be included for each product bid, whether the specs submitted as hard copies or jump drive (as outlined previously)   

Q:  Are hard copies and jump drives for the Excel Bid forms required?

A: Yes. Please review the information on page 14-15 for Instruction for Submitting Bid Materials.  It is crucial that the bidder review this information and submit the requested information as outlined on these pages.The only exception is the information regarding the product specifications noted in the previous question that will be addressed in Addenda #1. 

Q: When will addenda’s be available on the DigitalEdge website?

A: On page 4 of the Invitation to Bid, the timeline states that all addenda will be posted on the DigitalEdge website no later than Tuesday, November 28, 2017.

Q: When is the last day to submit questions regarding the DigitalEdge Invitation to Bid #ESD112-DE-18A for STEM/STEAM solutions?

A: The timeline states that all questions must be submitted by Monday, November 27, 2017.  All questions and answers will be posted on the DigitalEdge website no later than Tuesday, November 28, 2017.

Q: What is recommended for labeling if we have to submit several Envelopes #1, #2 or #3 due to the volume of paperwork?

A: All envelopes and its contents are to be labeled accordingly to the instructions as outlined in page 14-15 of the Instructions for Submitting Bid Materials. It is very important to submit organized and complete bid documents.

Q: Does a bidder need to be ISO and Made in America certified?

A: This is not a pre-requisite for submitting a bid.

Q: Do we need liability insurance to hold SDs harmless (choking hazard)?

A: The DigitalEdge Contract (section 2 of 2) on page 3, Post-Award Requirements, section 1.0 provides the information regarding the Evidence of Mandatory Insurance.  Liability insurance is listed as a mandatory insurance. Please review the contract for the Post-award requirements in order to be aware of the requirements should your company be awarded a contract as a result of this ITB. 

Q: For SaaS based solutions will it be required to uphold the insurance requirements if the staff will not be on site.

A: Yes, we do require insurance.  Following the award, if there are any exceptions, such as automobile if a company does not have any automobiles to insure, we will discuss this on an individual basis.

Q: Do we need to maintain live PST call center support 8AM to 4PM. Do we need on-call response outside business hours?

A: No.

Q: Are printed instructions sufficient or do we need to include teacher training in our cost overhead?

A: Printed instructions are adequate in some cases, however as outlined in the Contract (part 2 of 2), page 4, section 2.0 Personal Assistance, an awarded bidder shall provide support and assistance to purchasers. 

Q: We are the manufacturer, with numerous dealers... when you described how to fill out the spreadsheet (E-J of the bid form), you showed individual manufacturers on separate sheets, and should we put our individual dealers on individual sheets?

A: No, the tabs for Form E – J of the bid forms only relate to manufacturers product lines that are being submitted for a bid.  

Q: If we are a manufacturer submitting a bid, with numerous dealers, where do we enter the contact information for our resellers?

A: Within the Bid forms, Form C- Sales Force provides the contact information needed for the resellers that you have listed.  

Q: What if we are a manufacturer who is not a sole provider but we are not commissioning authorized resellers?

A: If you are a manufacturer that is submitting a bid, and you are not commissioning resellers, you are a sole provider.  

Q: As a sole provider am I responsible for the forms to be submitted that are listed on Form D, Division of Responsibilities, of the Bid form?

A: Yes, the reporting is to be from a single source.  If you are a manufacturer, with no resellers assigned, you would be the single source.  This will also be discussed in the Post Award conference.

Q: For the discount to be used on the bid forms, is a Negative percent considered a discount and a positive percent a markup?

A: Yes.  Please refer to page 14, section 3.3.1 Pricing Adjustment Methods of the Invitation to Bid (part 1 of 2) for details.

Q: Form D of the bid form, Cell 16 refers to reports that need to be submitted.  How often do we need to submit reports?  

A: The sales reports are monthly reports.The additional product price change updates are submitted as they occur.  The Post Award conferences will discuss this information in detail.

Q: Our educational pricing normally does not include shipping. If we are required to include shipping in the price, how will you be able to compare that to our typical pricing?

A: Please refer to section 3.4 on page 13 of the Invitation to Bid outlines what is included in the Bid price.  As noted in the scope of work, the Invitation to Bid request the most competitive prices.  DigitalEdge pricing is the same or below educational pricing. 

Q: Is there a list to reference for the Bidders Choice options or previous year’s listing?

A:  There is not a list available for the products that were submitted in the past for ITB’s.  The description for Bidders’ Choice describes the products that can be submitted on the Bidders Choice bid page.  Please refer to page 9 of the ITB for a description of Bidders choice products.  

Q: What schools is DigitalEdge connected with?

A: DigitalEdge is a purchasing program in twelve states.  The schools in these twelve states and educational organizations may purchase from DigitalEdge.

Q: When we implement programs into schools, we usually have some preset packages for typical class’s setups that contain everything they need.  This allows schools not to have to try to figure out what they might need to be successful.  How do we list these complete packages on the bid form?

A: At the time of the Bid, products need to be submitted individually.  However, as outlined in the Contract (part 2 of 2) on page 7, section 5.3 Special Product Bundles, following the award of a contract the bundle pricing may be submitted for products that are awarded.  This will be discussed in further detail at the post award conference.

Q: Is it important to review the Contract (part 2 of 2) prior to bidding?

A: All bidders are encouraged to review all components of the ITB, Contract, Rubric, Bid form, etc. for a complete understanding prior to submitting a bid in response to the DigitalEdge ITB #ESD112-DE-18A.

Q: As a manufacturer, is it correct that we have two choices?  One to fill the form out and send the detail or two to have resellers fill out the form with the manufacturer product pricing and details..

A: This is correct.  A manufacturer may submit a bid, or provide the information to reseller(s) to submit the bid on their behalf. There is no need for duplication if a reseller is submitting your products in response to the ITB on your company’s behalf.

Q: Teacher training is marked as professional development, so you can submit that as professional development?

A: Yes, if you charge to provide professional development, this should be submitted as a bid item on the Bidders Choice form.

Q: Does DigitalEdge share the list of emails used for marketing to the school districts in each of the twelve DigitalEdge states?

A: No, this email list will not be provided to the awarded vendors.

Questions submitted after 11/15/17

Q: If we are already an approved vendor through DigitalEdge, then, will we have to re-submit all of our needed paperwork for the proposal or do we just need to submit the needed pricing?

A: Every Invitation to Bid is separate and has its own unique requirements.  Yes, you shall submit everything requested, whether you have submitted it previously or not.

Q: I was unable to attend the Mandatory Bidders’ Virtual Conference.  Can we still submit a response to the ITB?

A: Unfortunately as stated in the ITB, the Bidders’ Conference is mandatory for the bidding company to attend in order to have their bid accepted.  If no one attended the conference representing your company, unfortunately the bid will be rejected.  

Q: Is this bid something that is critical for us to submit for you to be able to purchase from our company? It is not clear about if this is bidding for ESD 112 vs. bidding for DigitalEdge. Would you be able to help clarify this?

A:  The Invitation to Bid allows purchasers from Educational Organizations to purchase off a competitively bid contract.  There are levels of purchasing that once met, the purchaser must purchase from a competitively bid contract, in order to comply with audit issues.  The DigitalEdge purchasing program is part of ESD 112, but DigitalEdge provides the ITB and the resulting contracts.

Q:  When is the due date for the ITB documents to be submitted? 

A:  As stated in the ITB and on our website, December 19, 2017 no later than 3:30 PM PST

Last day for questions to be submitted is November 27, 2017.

 


Affidavits:

All affidavits will be posted on the website when available


For further information:

Contact Bunny Stevens, Project Coordinator for DigitalEdge at DigitalEdge.Specialist@esd112.org

P:360.952.3415