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ITB/Contract #ESD112-DE-13A (Archived)

Please Note:

This bid is now closed.

This page is an archive of the web page that was made available to all interested bidders. It includes the original public notice and all related documents. It also includes a section where purchasers can download PDF's of the affidavits provided by the publishing journals and newspapers where the public notice appeared. Please scroll down to find the documents you are seeking. If you don't find what you need, please contact the DigitalEdge office at 360.952.3415


March 22, 2013

Invitation to Bid No. ESD112-DE-13A

Notice to Manufacturers, Resellers and Distributors of
Wireless Mobile Devices and Related Solutions


Notice is hereby given that the DigitalEdge office at Educational Service District 112 (ESD 112), Vancouver, WA, shall receive formal sealed bids on wireless mobile devices and related solutions. Bids shall be submitted to the DigitalEdge Purchasing Specialist at Educational Service District 112, 2500 NE 65th Avenue, Vancouver, WA 98661 by 4:30 p.m. Pacific Time on April 29, 2013. Bids shall be opened and publicly read on April 30, 2013 at 10:00 a.m. Pacific Time in the Klickitat Room at ESD 112. All interested persons are entitled to attend the bid opening.

This Invitation to Bid and all related documents, including bid forms, can be found by going to the DigitalEdge home page at http://digitaledge.esd112.org and following the link to the current Invitation to Bid, as well as in published newspapers of general circulation pursuant to applicable laws. All bid documents will be downloadable on March 22, 2013.

ESD 112 reserves the right to reject any or all bids, to waive informalities, and to accept only such bids or portion of any bids as may be to the best interest of ESD 112, or to reissue the Invitation to Bid.

Bids shall be sealed, addressed, and marked as follows:

EDUCATIONAL SERVICE DISTRICT 112
ATTENTION: DIGITALEDGE PURCHASING SPECIALIST
2500 NE 65TH AVENUE
VANCOUVER, WA 98661-6812

CONFIDENTIAL: DO NOT OPEN
SEALED BID ENCLOSED
DIGITALEDGE BID No. ESD112-DE-13A


Bids shall bear on the outside the name and address of the Bidder as well as the designation of the contract. Bids forwarded by U.S. Mail shall be sent first class to the address listed above. Bids forwarded by delivery service other than the U.S. Mail or hand delivered shall be delivered to the address listed above. All bids shall clearly display the bid number on the envelope.


Virtual Bidders' Conference #1:

Get information about the bid's purpose. Learn how to be a successful bidder. Watch a demonstration on how to complete the bid forms. And get your questions answered! Pre-registration in the Bidder's Conference is required. To reserve a seat in the webinar, click on the link by the second bullet below. It's recommended that you print out the ITB and the bid form(s) that you are most interested in using before the webinar starts!


Virtual Bidders' Conference #2:

You are invited to join this webinar that covers all aspects of the ESD112-DE-13A bid forms.

During this webinar, the DigitalEdge Administrator will address the following information:

  • Selecting the correct bid form for your bid
  • Completing the bid forms accurately
  • Following the bidding instructions in the ITB
  • Tips and tricks that will prevent your bid from rejection
  • Q's & A's

Documents and Materials for This Bid:


Addenda:

  • Addendum #1: Revised dates for mandatory meetings
  • Addendum #2: Corrected language about the Bidder's Qualification Form

Affidavits:


QUESTIONS AND ANSWERS ABOUT INVITATION TO BID #ESD112-DE-13A:

The deadline for interested Bidders to submit a question is Friday, April 12, 2013 at 5:00 pm (Pacific Time).
Submit all questions to DigitalEdge.Specialist@esd112.org.

All ITB questions submitted are answered on the webpage within three business days.
Please continue to check this webpage for updates.


March 26, 2013

Question:
Our Company specializes in creating custom mobil aps. In reviewing the Invitation to Bid #ESD112-DE-13A for Wireless Moble Devices and Related Solutions, would our product category fit within this list?

Answer:
We believe your product qualifies, as long as you are able to design apps for the eligible purchasers (primarily, K-20 education). If you deternine that you are quailfied to do that, please use the appropriate sheet in the Excel workbook called Third Party Solutions for Wireless Mobile Devices.

Question:
Are there requirements for attending showcases and exhibits outlined in the Invitation to Bid #ESD112-DE-13A?

Answer:
Please review the Post-Award Requirements section, page 27, 6.5 Awarded Bidders may receive individual invitations to conduct additional demonstrations of awarded products at ESD (or other) technology forums. Participation in the technology forums is optional but encouraged.


April 9, 2013

Question:
We submittted a bid and were awarded in the previous ITB #ESD112-DE-12 in the wireless tablet solutions category. Can you please clarify how the new ITB #ESD112-DE-13A is different than the current bid we've been awarded?

Answer:
Bidders that were awarded contracts in response to ITB #ESD112-DE-12 should compare the requirements, terms and conditions with the requirements, terms and conditions of ITB #ESD112-DE-13A to determine which contract is the most beneficial to them and the purchasers.


April 12,2013 (from Virtual Bidder's Conference)

Question:
The bid says it is for Wireless Mobile Devices and Related solutions. Do online Web 2.0 tools qualify as related solutions or is it only for solutions that are directly related to wireless mobile devices?

Answer:
You will notice that we did not create a finite list of the kinds of third party solutions that we are looking for. We did list some, but there is also the last sheet of the third party solution form, that offers you a chance to bid on other solutions. You may have a solution that extends or enhances a wireless mobile device for teaching, learning, research, collaboration, or communication and you can make that argument. So, if this is a good bid for you to bid on then, yes, go ahead and bid. We are leaving that up to you.

Question:
Is there a cut off time of day for the questions?

Answer:
The cut off time for the questions that you can ask of the DigitalEdge Specialist will be this Friday, April 12th at 5:00 pm Pacific Time. We will not take any questions after that time.

Question:
We have been awarded on Contract #ESD112-DE-12. Some of the products awarded last year fit the specs of this new tender. Do you see any benefit in re-bidding those items?

Answer:
We know that bidding is a very time intensive task. If you were awarded a bid, or a contract in response to the previous ITB, you are an awarded vendor. There are some things that are different in this contract that make this contract better, and also create somewhat of a risk for you, if you bid again. So we are going to turn it back to you, the bidder, and say you need to assess the benefits and the risks or drawbacks and determine whether you should bid on this Invitation to Bid if you have already been awarded a contract. We refrain from answering this question any further because an answer for one of you might be a different answer for someone else.

Question:
Regarding Section 1.2.3 of the Post Award Requirements; is the reseller responsible to be sure the DE contract is listed on the purchase order?

Answer:
According to the language in the ITB; yes the bidder is responsible to make sure the DigitalEdge Contract number is listed on a purchaser’s order. Section 1.2.3 (in the Post Award Requirements section) provides the pertinent verbiage that the bidders need to have on their ordering instructions. This protects the purchaser during audits. This is listed in bold print in the Section 1.2.3. The Post Award Requirements, section 3.2, describes these procedures. If the purchase order is submitted without the required information, then as an awarded bidder, you are required to make sure that the purchase orders are complete, and that the contract is referenced on the purchase order. It is absolutely required. The purpose of that requirement is to protect the purchasers from an audit finding. We want to reduce the risk for the eligible purchasers.

Question:
Are we allowed to charge additional freight for shipments outside the continental US - such as Alaska, and Hawaii? Shipping charges to AK and HI are considerably higher than those in the states.

Answer:
Section 4.0 on page 24 of the ITB outlines the shipping, delivery and freight terms. It may be true that the shipping costs are higher; in that case you may not want to bid in Alaska and Hawaii. We are not going to change that portion of the ITB.

Question:
Can you go over product category page 10, just above 1.0?

Answer:
The product categories will become clearer when we review the bid forms. The product groups refer to the two product groups outlined on the bid forms. The product groups are 1) The manufacturer’s line of mobile devices and that manufacturer’s related solutions, and 2) third party solutions for wireless devices. The product categories are within the product groups. Please refer to the bid forms for the product categories.

Question:
Do we need Bid Form B and Bid Form C prior to opening?

Answer:
The Form B and C are part of the bid documents, and yes, they need to be submitted at the time of the bid submittal. Once a contract is awarded, you may add sales force individuals throughout the duration of the contract. This information will be covered in the mandatory post award meetings with awarded vendors.

Question:
Are we locked into a single percentage rate for all products on this sheet?

Answer:
There are two sections of each category worksheets. Section 1 at the top allows you to apply a single price adjustment to every product that you list in Rows 8-32. (You can add rows if needed.) If you want to select specific products and make them more competitive, these products would be bid in Section 2, located toward the bottom of the bid forms. Please review the instructions that are listed on the bid forms. The percentage of price adjustment may vary by product in Section 2.

Question:
What are your plans to score in a situation where a heavily demanded device, such as a chrome book, requires a system manager tool, but the winning bid is unable to provide that resource, but a losing bid can?

Answer:
Remember we are looking for the greatest flexibility for the purchasers. The bidder that can bid more options for any device will be the awarded bidder. Anyone that bids on a wireless device, should bid as many product categories as they can. Bidders are not required to do this, but the goal is to achieve the lowest bid score, unless someone out bids you by bidding in more categories.

Question:
Regarding Form C sales force: If we are manufacturer bidding, do we need to fill it out?

Answer:
Yes, if you have sales force in different states and different regions, you need to fill out Form C.

Question:
If you wanted to bid a classroom set, say a 25-device bundle. Would this be considered a separate single product?

Answer:
Yes, because that bundle would be a unit. However, that 25-device bundle must appear on the manufacturer’s price sheet that the bidder submits. To explain further, a 25-device bundle is a single unit, if and only if it appears on the manufacturer’s price sheet. If you are a reseller, and there is not a
25-device bundle on the manufacturer’s price sheet, you cannot bid a 25-device bundle.  But, after bids are awarded, you can bundle the product at that time. Your opportunity to bid must be the same as your competitors' opportunity to bid for that 25-device bundle.

Question:
Where would you put the bundle, Section 1 or Section 2 on the bid forms?

Answer:
Section 1 and Section 2 of the bid forms, are not about where the product has to go. It is where you choose to list products. If you want to apply a single price adjustment to many or all of your products than you list them in Section 1. If you want to vary the price adjustment product by product, then list them in Section 2. Remember, any product listed in Section 2 must have a more competitive price adjustment than Section 1. If not, than your bid shall be rejected as per the ITB.

Queston:
We think that you will not get an apples to apples comparison as no specific products are requested and anyone can create bundles or packages.

Answer:
You cannot bid anything that is not listed on the manufacturer’s pricelist. Please do not create your own bundles if they are not on the pricelist. We will be reviewing the pricelist as verification that the products bid are available and priced as you state in the bid. After the products are awarded, the awarded bidders may bundle products.

Question:
Education prices don’t include shipping and your bid requires it. It’s going to be difficult if not impossible to stay below the education price and include shipping. Can we sell over education price while we include shipping? (on several items) The auditors should understand this scenario.

Answer:
Please refer to the Scope of Work Section, 2.2.2 and 2.2.5, on page 12. Section 2.2.2 All bid prices that result from the discounts in the bid shall include the following: 2.2.b The cost of all shipping and handling expenses to a Purchaser’s “Ship to” address…. Please review Section 2.2.5 … all bids shall reflect a more competitive price than regular published educational pricing.. It is our decision to maintain the contract language as stated in Sections 2.2.2 and 2.2.5. Bids are to be submitted accordingly.

Question:
Can a list price be used instead of an educational list price?

Answer:
We do not care what pricelist you use. What is going to be used on the bid form for your final bid score, is your final bid pricing. The final bid pricing for each product will be derived by applying a percent markup or discount. All bidders bid differently, but the sum of the entire products that were bid is the final bid score.

Question:
If we use the MSRP price, won’t the score be better since the percentage off would be bigger?

Answer:
It does not matter what the percent off is or what the percent markup is. What contributes to your final score is not the percent, but the final bid prices that your price adjustment produces. You want to bid as competitively as you can to get awarded the bid. There are many ways to submit a bid. The bottom line is what are your bid prices based on, the baseline pricing that you used. Remember, the baseline pricing that you used at the time of the bid, will be the baseline pricing that you use throughout the life of the contract. So if it is MSRP that you use at the time of the bid, and if you are awarded, then you will have to use the MSRP throughout the life of the contract.

Question:
Regarding Tab 5: Can it be PDF or does it have to be MS word?

Answer:
We want it in MS Word, because we may want to put our logo on it and place it on our website.

Queston:
Do we need to double-box our bid?

Answer:
No, we do not have a need to have the bid double-boxed. We have a very clear requirement that your box must be sealed. So please tape it up as we need to provide evidence that it is sealed and was not opened until the public opening on April 30, 2013. Any bids that come in are taken to a secure area within the agency, until the opening of the bid.

Question:
Will you have a copy of the PowerPoint slides available?

Answer:
Yes, we can make those available. They will be visible on the webpage with the video of the conference. Please note, the video from the Virtual Bidders' conference is now on the DigitalEdge Webpage. This broadcast features the PowerPoint slides.


April 16,2013

Question:
Can we exclude pre-paid freight to Alaska & Hawaii, yet still include them in our bid? We pre-pay freight to all the other states except them.

Answer:
The bid requires all freight costs to be included in the bid price. Once a bidder is awarded, the bid price submitted is the same price offered to all awarded states.

Question:
Can products be bid into more than one category? Example; if an accessory for a product is the same accessory for other products bid.

Answer:
A product may only be bid once. This is to ensure that (1) it is not inadvertently bid with two different prices, and (2) bid scores are compared fairly and equitably, knowing that each product is bid once and only once by each bidder. If a product appears in the manufacturer’s “accessory” category on their price sheet, then that’s the category where the bid evaluators should be able to find it. If a bidder is not sure where to bid a product, the bidder should place it in the most logical category.

Question:
As a manufacturer, why would I want to bid on products in Section 1 of the bid form? We have various products, most with discount levels that vary. If we bid in sections 1 and 2, and we put the best product, with a lower discount in section 1, and the better discounts in section 2, then will our bid be rejected?

Answer:
If a Bidder chooses to submit bid on products in Section 1 and Section 2, the bid would only be rejected if (1) the price adjustment used in Section 2 is not a more competitive price adjustment than Section 1, or (2), another bidder has an overall lower bid score for the entire bid on the same manufacturer’s product group. It is important to note that products in Section 2 must be bid at a more competitive price adjustment than products bid in Section 1. It is the bidder’s decision which section to bid in. The bidder does not have to use both Sections 1 and 2 in order to bid products; they may bid their products in only one of the sections if desired. (Bidders are reminded that the bid prices produce bid scores.)

Question:
On page 17 of the bid document under Bid Evaluation, there is reference to a “Bidder’s Narrative of Qualifications.” However, there is no reference to this document in the Instructions for Submitting Bid Materials. Is there a Narrative of Qualifications required in this bid? If so, would you please provide some further clarification on what this document needs to contain?

Answer:
The Bid Evaluation section, page 17, states; a responsible Bidder is a Bidder that satisfies the following criteria, in accordance with RCW43.19.1911(9) as reflected in the Bidder’s Narrative of Qualifications. Please note, the Bidders Qualification form (Appendix A) replaced the Bidders Narrative of Qualification form. Please review the DigitalEdge webpage for any addenda’s posted by April 15, 2013.

Queston:
The Post-Award Requirements Section, page 21, states: In order to be eligible for an award, Bidders shall demonstrate in their Bidder’s Qualification form that they can meet the following requirements and provide the following services for this Contract… Is this accomplished simply by checking “yes” on the Bidder’s Qualification Form or is an additional document required indicating point-by-point compliance.

Answer:
The Bidder’s Qualification form (Appendix A) contains five sections to be completed. Where a question is asked and the yes/no option is provided, then the answer is requested. Other sections on this form require documentation to be submitted. Please review each section of the Bidder’s Qualification form carefully prior to submitting. By responding with affirmative answers, an awarded bidder will be held accountable to carry out all post-award requirements, and all terms and conditions, as identified in the invitation to bid.

Question:
On the Wireless Manufacturer pricing sheet, there are tabs for software, etc. that may support or be installed on the wireless devices. If we want to bid software products which are from a different manufacturer as, for instance, the tablet, would we need to submit a separate bid sheet for each software manufacturer and just leave the remaining tabs blank?

Answer:
A single set of bid forms can be used for one and only one manufacturer. If a bidder wants to bid third party software or apps for a wireless device that is by a manufacturer other than the manufacturer of the wireless device itself, the bidder shall use the “Apps” or “Other solutions” tab on the bid forms for Third Party Solutions. The bidder should make sure to check all applicable operating systems on Form A for that manufacturer’s software and/or apps.

Queston:
Are we expected to hold the product pricing quoted for a specific length of time or is it permitted to fluctuate as costs or pricing lists change?

Answer:
The Post-Award Requirements Section, page 28, Section 7.0 DigitalEdge Price Documents outlines these specifications. As noted in Section 7.4 Changes in Award Price: Contract prices may increase only when the product’s pricing on the manufacturer’s nationally published educational price sheet increases…The type of baseline pricelist that was used in the original bid, and the percentage of price adjustment offered in the original bid, shall be applied to the baseline price of the changed product. Bidders have the option of applying a more competitive percentage of price adjustment at that time

Question:
If we want to bid the majority of our products in Section 1 on the bid form, and just a few products in Section 2, can we list the few products in Section 2 with their varying discounts, and then just say “All products not listed below” in Section 1?

Answer:
No. Each and every product in a category on a manufacturer’s price sheet must be listed separately, either in section 1 or section 2 of the bid form. This is to ensure a fair comparison of bids. Bids that arrive that group products together, such as the statement posed in this question, shall be rejected.

Question:
The ITB #ESD112-DE-13A contains Appendix A,B,C,D, which request the bidder to type in the answers in the document, however the document seems to be protected. These forms are protected and I cannot type on them.

Answer:
The Appendices are protected. Please print Appendix A, B, C, and D in order to complete these documents. Most of these documents require a portion of them to be completed by hand rather than typed in. When completing Appendix D, Company Return Policy, a word document may be attached to Appendix D, outlining the Bidders Company return policy


Post-Award Forms for Awarded Bidders (for your information only...not required for bidding)


For Further Information:
Contact Bunny Stevens, DigitalEdge Procurement Contract Specialist at digitaledge.specialist@esd112.org.


Please send an email to DigitalEdge.Specialist@esd112.org to notify the
Procurement Contract Specialist if you are planning on submitting a Bid.