Sr. Buyer, Goods and Non-Technology Services

Transcription

1 DATE: June 17, 2015 TO: FROM: RE: All Prospective Proposers Beth Kirk Sr. Buyer, Goods and Non-Technology Services RFP On-Line and On-Site Sales Management for Branded and Promotional Products 8 dated 06/17/2015 This is issued to all Proposers who remain shortlisted following the second technical evaluation. The following amends the above referenced RFP documents. Receipt of this addendum is to be acknowledged by completing the enclosed "Acknowledgement of Receipt of Addenda Form and including it in the Price Proposal. As well, the addendum number and date should be noted in the appropriate space on the Price Proposal form. 1. In accordance with II. Scope of Services, B. Technical Requirements, paragraph number 12, Security, page 17 of this RFP. Shortlisted vendors are required to complete UMUC s Security Survey (attached, Excel spreadsheet) and shall provide to UMUC a PCI compliance assessment and/or an independent assessment of their Service Organizational Controls. In absence of a current PCI compliance assessment a thorough explanation must be provided. UMUC s Security Survey is due on or before June 24, 2015, 4:00 PM EDT. The completed Survey may be ed to Beth Kirk at beth.kirk@umuc.edu. 2. Price Proposal Due Date: Vendors have the option to or mail (the original and 3 copies as well as a flash drive or CD) their complete Price Proposals on or before Friday, June 19, 2015, 4:00 PM EDT. However, vendors whom their Price Proposal by the due date noted above shall provide the original and three copies (for a total of four) as well as a flash drive or CD by Monday, June 22, 2015, on or before 12:00 PM EDT. (Electronic version of the pricing spread sheet is to be provided in Excel format.) 3. As a result of questions received, this 8 includes UMUC s response to the initial pricing questions received. RFP dated Page 1 of 4

2 4. Attached please find the s/issues Log that responds to initial pricing questions received from potential Proposers. 5. Any further questions from potential Proposers are to be provided in the format of the /Issues Log. We appreciate your cooperation in using a standard format. Enclosure: UMUC Security Survey (Excel spreadsheet) Pricing Sheets (Excel spreadsheets, UMUC Gear Site Assortment tab updated) UMUC Art eps. file END OF ADDENDUM 8 DATED 06/17/15 RFP dated Page 2 of 4

3 RFP NO.: ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA FORM PRICE PROPOSAL DUE DATE: June 19, 2015, on or before 4:00 PM EDT UMUC SECURITY SURVEY DUE DATE: June 24, 2015, on or before 4:00 PM EDT RFP FOR: On-Line and On-Site Sales Management for Branded and Promotional Products NAME OF PROPOSER: ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA The undersigned, hereby acknowledges the receipt of the following addenda: 1 dated dated dated dated dated dated dated dated As stated in the RFP documents, this form is included in our Price Proposal. RFP dated Page 3 of 4

4 Signature Name Printed Title Date END OF FORM RFP dated Page 4 of 4

5 Reference I. General Information II. Scope Of Services II. Scope Of Services 1. Summary Advertising Promotional Products. 3. UMUC Gear On-Line Site. Is it advantageous for UMUC and the Vendor to submit proposals for the buying programs that only have the on-line applications/requirements? End of One dated 04/03/15 Is it mandatory for the submitting vendor to offer an online component for the UMUC Advertising and Promotional Products buying program? How many vendors have you invited to participate in this process? Do you currently have an ecommerce site? As per I. General Information, page 4, of the. UMUC prefers a single partner who can effectively manage the entire sales program for all four programs. However, UMUC reserves the right to award contracts to vendors who provide exceptional specialization in work and/or products associated with one or more of the four buying programs. Vendors that do not have the capability to provide services for all four buying programs are strongly encouraged to submit a proposal which demonstrates their ability to provide the necessary requirements for one or more of the four buying program(s). UMUC will award to the vendor(s) that is/are deemed to be in UMUC s best interest. No, it is not mandatory. All qualified advertising /marketing promotional products vendors are invited to participate in this process. This RFP is posted on-line on UMUC s Vendor Information Electronic Bid Board page and on emaryland Marketplace. ( Yes, as referenced on page 10 of the RFP, UMUC Gear Site can be located at, Who is/are your incumbent vendor(s)? Currently, Benchworks Inc. provides UMUC products and sales management services for the following buying programs; UMUC Gear Site and On-Site Commencement Sales Services. UMUC does not have any active contracts/agreements for the following buying programs; Advertising and Promotional Products and Branded Clothing. Are you satisfied with their service? UMUC will not provide information pertaining to the satisfaction or non-satisfaction of services with the current or past provider(s) RFP s/issues Log - Page 1 of 13

6 Reference for any of the buying programs listed in this RFP II. Scope Of Services 1. Branded Clothing 2. Advertising and Promotional Products 3. UMUC Gear On-Line Site 4. UMUC On-Site Commencement Can you share how you became aware of our firm and our services? Who will be able to order from the Website(s)? Appendix A A6. Bid/Proposal Affidavit Does the Bid/Proposal Affidavit (A.6) need to be notarized? End of Two dated 04/17/15 When would you like to see this program up and running? Is there any existing inventory? If so, what is the value and who owns it? UMUC obtained potential proposer s contact information from one or more of the following resources; Internet searches for advertising/marketing promotional products vendor, MDOT/MBE Directory, and emaryland Marketplace. On pages 8-11 of this RFP, each buying program identifies the customers. 1. Branded Clothing Customers: UMUC Faculty and Staff Members 2. Advertising and Promotional Products Customers: UMUC Faculty and Staff Members 3. UMUC Gear On-Line Site Customers: Students and the General Public 4. UMUC On-Site Commencement Customers: Students and the General Public The UMUC Gear site must go live by July 20, At a later date, UMUC shall collaborate with the awarded vendor(s) to determine when the other buying programs that require an internet component should be up and running. *Note: See 4, 20 for further clarification II. Scope Of Services 1. UMUC Gear On-Line Site Are any products to be held in inventory by supplier? If so, who owns them? All products are to be held in inventory by the awarded vendor(s) / supplier(s). UMUC may consider financing inventory sold on UMUC s Gear site. However, UMUC will initially commit to approximately $15,000 (at cost) of unsold inventory. RFP s/issues Log - Page 2 of 13

7 Reference How will the University help the selected partner market the program? Are there any integration requirements with the school s purchasing systems? UMUC will prepare and execute a marketing plan in collaboration with the selected vendor(s). Communication channels include various UMUC website, newsletters, s, and events I. General Information 5. Minority Business Enterprises. Can you please share what kind of bearing an MBE certification may have in the decision process? MBE certification is not a requirement for this RFP. All proposers shall be evaluated on their ability to meet UMUC s requirements, regardless of MBE certification status Can you please share whether supplier location will factor into the decision criteria and how? If the supplier demonstrates the ability to meet UMUC s requirements the supplier location will not be a factor in the decision criteria Would a supplier choosing to only be consider for one component / buying category be less favorable than those who bid on all components / buying categories? II. Scope Of Services Average Sales/Spend Please clarify the estimated annual volume of the program, broken down by the four categories. Branded Clothing: Average Spend $40,000 for Advertising and Promotional Products: Average Spend $85,306, per year for 2013 and UMUC Gear On-Line Site: Average sales $28,000, per year for 2013 and UMUC On-Site Commencement Sales: Average sales $24,000, per year for 2013 and RFP s/issues Log - Page 3 of 13

8 Reference III. Procurement Phases and Evaluation Process 4. Second Phase Technical Evaluation. How many vendors does UMUC expect or hope to have for the pricing stage? End of Three dated 04/23/ and 2014 average sales are based on the combined yearly sales for both years. UMUC has not established a minimum nor a maximum of vendors allowed to progress to the pricing stage. Final shortlisted vendors progressing to the pricing stage will be determined upon the completion of the Second Phase Technical Evaluation. Please reference III, paragraph four (4), pages for further details regarding this process. Schedule: Due Date and time for the Initial Technical Proposals has changed from April 30, 2015, to May 4, 2015, 4:00 PM EDT. Initial Technical Proposals are due on or before May 4, 2015, 4:00 PM EDT. When would you like to see this program up and running? Ideally, UMUC would prefer the UMUC Gear site to go live by July 20, However, UMUC understands the development and testing period of the site may require additional time. UMUC will work in concert with the awarded vendor(s) to decide the most achievable and acceptable date when the UMUC Gear site will go live. If applicable, proposers are to provide within your firm s proposal a sample rollout/strategic plan. The plan shall include a schedule and all of the necessary activities required to launch an ecommerce site that is similar in size, scope, and complexity to the services and work required by this RFP. End of Four dated 04/27/15 Schedule: The Schedule has been updated. The Schedule has been updated. The Oral Presentation/Discussion Session(s) dates, Price Proposal Due Date, Contractor Selection date, Contract Execution date and the Contract Commencement date have been updated to the following: SOLICITATION SCHEDULE RFP Oral Presentation/Discussion Session(s): 05/27/15-06/03/15 (Only shortlisted firms will be invited to these sessions) Anticipated Price Proposal Due Date: 06/8/15 at 4:00 PM EDT RFP s/issues Log - Page 4 of 13

9 Reference (Only shortlisted firms following the technical evaluation will be requested to submit a price proposal) Contractor(s) Selection Anticipated to be Finalized: 06/15/15 Agreement Executed by Selected Contractor(s): 06/22/15 Contract Commencement: 06/22/15 End of Five dated 05/5/15 Schedule: The Schedule has been updated. The Price Proposal Due Date, Contractor Selection date, Contract Execution date and the Contract Commencement date have been updated to the following: SOLICITATION SCHEDULE RFP Price Proposal Due Date: 06/19/2015 at 4:00 PM EDT (Only shortlisted firms following the technical evaluation will be requested to submit a price proposal. Preliminary questions related to Pricing will be issued to shortlisted firms no later than 06/15/2015.) Contractor(s) Selection Anticipated to be Finalized: 06/25/15-07/01/15 Agreement Executed by Selected Contractor(s): 06/25/15-07/01/15 Contract Commencement: 07/01/15 RFP s/issues Log - Page 5 of 13

10 Reference End of Six, dated 06/03/15 RFP s/issues Log - Page 6 of 13

11 Reference Schedule: The Schedule has been updated. The due date for Price Proposal s is one or before June 17, 2015, 4:00 PM EDT. III. Procurement Phases and Evaluation Process. Article 3. Price Proposal, page 25 of RFP has been replaced in its entirety with the following, 7. SECTION III. PROCUREMENT PHASES AND EVALUATION PROCESS ARTICLE 3. PRICE PROPOSALS 1. Submission. Only the final shortlisted firms following the technical evaluation will be requested to submit a Price Proposal. 2. Content. As Applicable, vendors are to provide a comprehensive plan that addresses pricing structure and strategy, discounts, fees, rebates and royalties Price Proposals. Price Proposals are due on Friday, June 19, 2015, to the Issuing Office on or before 4:00 PM EDT. The last day for Price Proposal questions is on or before June 17, 2015, 4:00 PM EDT. An original and three copies (for a total of four) as well as a flash drive or CD are to be provided. (Electronic version of the pricing spread sheet is to be in Excel format.) Late or incomplete Price Proposals may be deemed by the University as non-responsive. The Price Proposal submittal is to include the following information and documents: A. Pricing Structure and Strategy, B. Pricing Sheets (Excel pricing attached); C. Price Proposal Form with signature(s), and D. Living Wage Affidavit. Price Proposals will not be opened publicly. Price Proposals will be evaluated based on the Proposer s total cost savings from vendor s committed discounts, fees, and the potential revenue, rebate and royalty earnings. The University may elect to request Best and Final Price Proposals (BAFOs). The Committee will establish a financial ranking of the final Price Proposals from lowest to highest total offers. Discussions may be held, at the discretion of UMUC, with each of the applicable proposers and the UMUC Price Evaluation Committee, if deemed in RFP s/issues Log - Page 7 of 13

12 Reference UMUC s best interest. 4. Pricing Structure and Strategy. The selected vendor(s) shall provide the most comprehensive pricing structure and strategy. Vendors are to thoroughly explain your firm s pricing structure and strategy for each buying program. Pricing structure and strategy may include but are not limited to the following: Cost pricing Retail pricing Discounts Vendor mark-up requirements Vendor revenue requirements Vendor financing thresholds and/or limitations Vendor buy-back amount requirements/thresholds, and schedule. Shared profit opportunities, requirements, and/or limitations 5. Pricing Sheets (Attached). As applicable, vendors are to include but are not limited to the following: 1. Discounts. Vendors shall list a minimum discount from manufacturer s or distributor s list price for categories of items they are offering for each proposed buying program. Vendors unable to provide discounts must provide a thorough explanation. 2. Fees. Vendors shall list all fees/costs associated with the scope of work for each proposed buying program as defined by the solicitation documents, including this addendum. Fees/costs may include but are not limited to: a. Inventory procurement and management b. Program management c. Hosting d. Decoration e. Shipping f. Delivery g. Order handling h. Site development RFP s/issues Log - Page 8 of 13

13 Reference i. Software updates j. Supplies 3. Rebate and Royalty Plan. Vendors shall provide the following: a. The rebate and/or royalty percent that shall be paid to UMUC; b. Explanation of all requirements and limitations associated with the rebate and royalty plan; and c. Payment schedule. 4. UMUC Gear Site Assortment Pricing. The selected vendor(s) must have the ability to provide the most comprehensive and competitively priced merchandise assortment while minimizing financial risk to UMUC. Vendors shall provide pricing for the twelve (12) listed merchandise items. Pricing must include the following (Excel spreadsheet attached): On-Demand Pricing. (As applicable) a. On-demand cost price b. Shipping (Maryland) c. Retail/final on-demand price. (The customer s final price, without taxes and mark-up) d. Shipper. Inventoried Merchandise Pricing. a. Inventoried merchandise cost price b. Shipping (Maryland) e. Retail/final price. The customer s final price, without taxes and mark-up) c. Shipper The quoted minimum discounts, fees, rebate and royalty percent will be valid for the entire life of the contract, inclusive of any potential renewal terms, unless amended at a later date. If applicable, it is UMUC s desire to allocate a percentage of the earned rebates, royalties, and profits to UMUC s scholarship fund. 6. Returns and Damaged Merchandise. Vendors are to thoroughly explain how returns and damaged merchandise shall be managed, processed, charged and credited for on-demand and inventoried merchandise. RFP s/issues Log - Page 9 of 13

14 Reference Enclosure: Pricing Sheets (Excel spreadsheets) Price Proposal Form Living Wage Affidavit End of Seven, dated 06/12/15 RFP s/issues Log - Page 10 of 13

15 Reference In accordance with II. Scope of Services, B. Technical Requirements, paragraph number 12, Security, page 17 of this RFP. Shortlisted vendors are required to complete UMUC s Security Survey (attached, Excel spreadsheet) and shall provide to UMUC a PCI compliance assessment and/or an independent assessment of their Service Organizational Controls. In absence of a current PCI compliance assessment a thorough explanation must be provided. UMUC s Security Survey is due on or before June 24, 2015, 4:00 PM EDT. The completed Survey may be ed to Beth Kirk at beth.kirk@umuc.edu. Price Proposal Due Date: Vendors have the option to or mail (the original and 3 copies as well as a flash drive or CD) their complete Price Proposals on or before Friday, June 19, 2015, 4:00 PM EDT. However, vendors whom their Price Proposal by the due date noted above shall provide the original and three copies (for a total of four) as well as a flash drive or CD by Monday, June 22, 2015, on or before 12:00 PM EDT. (Electronic version of the pricing spread sheet is to be provided in Excel format.) Pricing Pricing. 7 Does On-Demand Cost Price refer to only UMUC employee purchases? No, the On-Demand Cost Price referenced on the UMUC Gear Site Assortment Excel Tab refers to the cost price for the listed item that is replenished via On-Demand, not Inventoried merchandise Pricing Pricing. 7 Does Retail On-Demand refer to public purchases? This group can include alumni or any other nonemployee of UMUC? Pricing Pricing. 7 Please explain the difference between Cost and Retail? RFP s/issues Log - Page 11 of 13 Retail On-Demand refers to the final Retail price the customer will be required to pay to procure and receive the item. This group includes the general public, alumni, and non-employees of UMUC. UMUC is seeking to understand the cost price differences between On-Demand and Inventoried merchandise for the UMUC Gear Site. Vendors are to provide the cost price for the listed items if the item is replenished via On-Demand (as applicable) verses if the item is inventoried. In addition, vendors are to include the minimum order quantity for each listed item if inventoried (Pricing Spreadsheet, UMUC Gear Site tab updated, see attachment). Vendors are to then provide the retail price (the price the customer will pay) for the item listed. The retail price must include shipping, if the vendor s pricing structure and strategy

16 Reference includes a mark-up the vendor must address this within your firms narrative as described in 4, of Pricing Pricing. 7 During presentations, the subject of Free Shipping came up. What buying group does this pertain to? Pricing Pricing. 7 For pricing purposes, can we substitute like items from our current preferred suppliers who will provide us and thereby UMUC, better pricing? Pricing Pricing. 7 How do you want us to handle assumptions that we make during the pricing exercise? Attach footnotes? Text box within spreadsheet? Pricing Pricing. 7 Can you please provide us the stitch count for your logo(s) as we have not been supplied the art files? On these same embroidered goods, do you fill in logos with stitching or do you let the material that is being embroidered show through any logo openings? UMUC Gear Site. Vendors are to provide pricing for the brands/manufacturers listed. Vendors unable to provide any of the listed items must provide a thorough explanation. Please provide assumptions as numbered footnotes. At this time UMUC does not have a stitching requirement. If your firm offers various levels/quality/count of stitching at different prices, please provide pricing for each stitch level/quality/count. The logo provided in 7 and below, will have stitching/imprinting only in the yellow and white areas. The blue background is the fabric or the color of the item listed, eps. file attached Pricing Pricing. 7 Can the Herrington Bear listed under the UMUC Gear Site Assortment Vendors unable to provide any of the listed items must provide a thorough explanation. RFP s/issues Log - Page 12 of 13

17 Reference Pricing be substituted with another bear? Pricing Pricing. 7 At this point is UMUC only seeking for our firm s pricing structure and strategy, not actual merchandise pricing, correct? Pricing Pricing. 7 With regards to the "On-Site Commencement Pricing" sheet, the Decoration Fees will normally depend on the volume of merchandise for each item decorated. Are you looking for per piece pricing or one time setups fee for each type of decoration? We also would need to guess on the number of stitches for your Logo. This is correct in regard to 7, 4. Pricing Structure and Strategy. However, UMUC is seeking pricing for the items listed in the Pricing Spreadsheet, UMUC Gear Site Assortment tab. Vendors are to provide per piece and the one-time set-up fee for each type of decoration. If your firm offers various levels/quality/count of stitching at different prices, please provide pricing for each stitch level/quality/count. Enclosure: UMUC Security Survey (Excel spreadsheet) Pricing Sheets (Excel spreadsheets, UMUC Gear Site Assortment tab updated) UMUC Art eps. file End of Eight, dated 06/17/15 RFP s/issues Log - Page 13 of 13

18 Reference I. General Information II. Scope Of Services II. Scope Of Services 1. Summary Advertising Promotional Products. 3. UMUC Gear On-Line Site. Is it advantageous for UMUC and the Vendor to submit proposals for the buying programs that only have the on-line applications/requirements? End of One dated 04/03/15 Is it mandatory for the submitting vendor to offer an online component for the UMUC Advertising and Promotional Products buying program? How many vendors have you invited to participate in this process? Do you currently have an ecommerce site? As per I. General Information, page 4, of the. UMUC prefers a single partner who can effectively manage the entire sales program for all four programs. However, UMUC reserves the right to award contracts to vendors who provide exceptional specialization in work and/or products associated with one or more of the four buying programs. Vendors that do not have the capability to provide services for all four buying programs are strongly encouraged to submit a proposal which demonstrates their ability to provide the necessary requirements for one or more of the four buying program(s). UMUC will award to the vendor(s) that is/are deemed to be in UMUC s best interest. No, it is not mandatory. All qualified advertising /marketing promotional products vendors are invited to participate in this process. This RFP is posted on-line on UMUC s Vendor Information Electronic Bid Board page and on emaryland Marketplace. ( Yes, as referenced on page 10 of the RFP, UMUC Gear Site can be located at, Who is/are your incumbent vendor(s)? Currently, Benchworks Inc. provides UMUC products and sales management services for the following buying programs; UMUC Gear Site and On-Site Commencement Sales Services. UMUC does not have any active contracts/agreements for the following buying programs; Advertising and Promotional Products and Branded Clothing. Are you satisfied with their service? UMUC will not provide information pertaining to the satisfaction or non-satisfaction of services with the current or past provider(s) RFP s/issues Log - Page 1 of 13

19 Reference for any of the buying programs listed in this RFP II. Scope Of Services 1. Branded Clothing 2. Advertising and Promotional Products 3. UMUC Gear On-Line Site 4. UMUC On-Site Commencement Can you share how you became aware of our firm and our services? Who will be able to order from the Website(s)? Appendix A A6. Bid/Proposal Affidavit Does the Bid/Proposal Affidavit (A.6) need to be notarized? End of Two dated 04/17/15 When would you like to see this program up and running? Is there any existing inventory? If so, what is the value and who owns it? UMUC obtained potential proposer s contact information from one or more of the following resources; Internet searches for advertising/marketing promotional products vendor, MDOT/MBE Directory, and emaryland Marketplace. On pages 8-11 of this RFP, each buying program identifies the customers. 1. Branded Clothing Customers: UMUC Faculty and Staff Members 2. Advertising and Promotional Products Customers: UMUC Faculty and Staff Members 3. UMUC Gear On-Line Site Customers: Students and the General Public 4. UMUC On-Site Commencement Customers: Students and the General Public The UMUC Gear site must go live by July 20, At a later date, UMUC shall collaborate with the awarded vendor(s) to determine when the other buying programs that require an internet component should be up and running. *Note: See 4, 20 for further clarification II. Scope Of Services 1. UMUC Gear On-Line Site Are any products to be held in inventory by supplier? If so, who owns them? All products are to be held in inventory by the awarded vendor(s) / supplier(s). UMUC may consider financing inventory sold on UMUC s Gear site. However, UMUC will initially commit to approximately $15,000 (at cost) of unsold inventory. RFP s/issues Log - Page 2 of 13

20 Reference How will the University help the selected partner market the program? Are there any integration requirements with the school s purchasing systems? UMUC will prepare and execute a marketing plan in collaboration with the selected vendor(s). Communication channels include various UMUC website, newsletters, s, and events I. General Information 5. Minority Business Enterprises. Can you please share what kind of bearing an MBE certification may have in the decision process? MBE certification is not a requirement for this RFP. All proposers shall be evaluated on their ability to meet UMUC s requirements, regardless of MBE certification status Can you please share whether supplier location will factor into the decision criteria and how? If the supplier demonstrates the ability to meet UMUC s requirements the supplier location will not be a factor in the decision criteria Would a supplier choosing to only be consider for one component / buying category be less favorable than those who bid on all components / buying categories? II. Scope Of Services Average Sales/Spend Please clarify the estimated annual volume of the program, broken down by the four categories. Branded Clothing: Average Spend $40,000 for Advertising and Promotional Products: Average Spend $85,306, per year for 2013 and UMUC Gear On-Line Site: Average sales $28,000, per year for 2013 and UMUC On-Site Commencement Sales: Average sales $24,000, per year for 2013 and RFP s/issues Log - Page 3 of 13

21 Reference III. Procurement Phases and Evaluation Process 4. Second Phase Technical Evaluation. How many vendors does UMUC expect or hope to have for the pricing stage? End of Three dated 04/23/ and 2014 average sales are based on the combined yearly sales for both years. UMUC has not established a minimum nor a maximum of vendors allowed to progress to the pricing stage. Final shortlisted vendors progressing to the pricing stage will be determined upon the completion of the Second Phase Technical Evaluation. Please reference III, paragraph four (4), pages for further details regarding this process. Schedule: Due Date and time for the Initial Technical Proposals has changed from April 30, 2015, to May 4, 2015, 4:00 PM EDT. Initial Technical Proposals are due on or before May 4, 2015, 4:00 PM EDT. When would you like to see this program up and running? Ideally, UMUC would prefer the UMUC Gear site to go live by July 20, However, UMUC understands the development and testing period of the site may require additional time. UMUC will work in concert with the awarded vendor(s) to decide the most achievable and acceptable date when the UMUC Gear site will go live. If applicable, proposers are to provide within your firm s proposal a sample rollout/strategic plan. The plan shall include a schedule and all of the necessary activities required to launch an ecommerce site that is similar in size, scope, and complexity to the services and work required by this RFP. End of Four dated 04/27/15 Schedule: The Schedule has been updated. The Schedule has been updated. The Oral Presentation/Discussion Session(s) dates, Price Proposal Due Date, Contractor Selection date, Contract Execution date and the Contract Commencement date have been updated to the following: SOLICITATION SCHEDULE RFP Oral Presentation/Discussion Session(s): 05/27/15-06/03/15 (Only shortlisted firms will be invited to these sessions) Anticipated Price Proposal Due Date: 06/8/15 at 4:00 PM EDT RFP s/issues Log - Page 4 of 13

22 Reference (Only shortlisted firms following the technical evaluation will be requested to submit a price proposal) Contractor(s) Selection Anticipated to be Finalized: 06/15/15 Agreement Executed by Selected Contractor(s): 06/22/15 Contract Commencement: 06/22/15 End of Five dated 05/5/15 Schedule: The Schedule has been updated. The Price Proposal Due Date, Contractor Selection date, Contract Execution date and the Contract Commencement date have been updated to the following: SOLICITATION SCHEDULE RFP Price Proposal Due Date: 06/19/2015 at 4:00 PM EDT (Only shortlisted firms following the technical evaluation will be requested to submit a price proposal. Preliminary questions related to Pricing will be issued to shortlisted firms no later than 06/15/2015.) Contractor(s) Selection Anticipated to be Finalized: 06/25/15-07/01/15 Agreement Executed by Selected Contractor(s): 06/25/15-07/01/15 Contract Commencement: 07/01/15 RFP s/issues Log - Page 5 of 13

23 Reference End of Six, dated 06/03/15 RFP s/issues Log - Page 6 of 13

24 Reference Schedule: The Schedule has been updated. The due date for Price Proposal s is one or before June 17, 2015, 4:00 PM EDT. III. Procurement Phases and Evaluation Process. Article 3. Price Proposal, page 25 of RFP has been replaced in its entirety with the following, 7. SECTION III. PROCUREMENT PHASES AND EVALUATION PROCESS ARTICLE 3. PRICE PROPOSALS 1. Submission. Only the final shortlisted firms following the technical evaluation will be requested to submit a Price Proposal. 2. Content. As Applicable, vendors are to provide a comprehensive plan that addresses pricing structure and strategy, discounts, fees, rebates and royalties Price Proposals. Price Proposals are due on Friday, June 19, 2015, to the Issuing Office on or before 4:00 PM EDT. The last day for Price Proposal questions is on or before June 17, 2015, 4:00 PM EDT. An original and three copies (for a total of four) as well as a flash drive or CD are to be provided. (Electronic version of the pricing spread sheet is to be in Excel format.) Late or incomplete Price Proposals may be deemed by the University as non-responsive. The Price Proposal submittal is to include the following information and documents: A. Pricing Structure and Strategy, B. Pricing Sheets (Excel pricing attached); C. Price Proposal Form with signature(s), and D. Living Wage Affidavit. Price Proposals will not be opened publicly. Price Proposals will be evaluated based on the Proposer s total cost savings from vendor s committed discounts, fees, and the potential revenue, rebate and royalty earnings. The University may elect to request Best and Final Price Proposals (BAFOs). The Committee will establish a financial ranking of the final Price Proposals from lowest to highest total offers. Discussions may be held, at the discretion of UMUC, with each of the applicable proposers and the UMUC Price Evaluation Committee, if deemed in RFP s/issues Log - Page 7 of 13

25 Reference UMUC s best interest. 4. Pricing Structure and Strategy. The selected vendor(s) shall provide the most comprehensive pricing structure and strategy. Vendors are to thoroughly explain your firm s pricing structure and strategy for each buying program. Pricing structure and strategy may include but are not limited to the following: Cost pricing Retail pricing Discounts Vendor mark-up requirements Vendor revenue requirements Vendor financing thresholds and/or limitations Vendor buy-back amount requirements/thresholds, and schedule. Shared profit opportunities, requirements, and/or limitations 5. Pricing Sheets (Attached). As applicable, vendors are to include but are not limited to the following: 1. Discounts. Vendors shall list a minimum discount from manufacturer s or distributor s list price for categories of items they are offering for each proposed buying program. Vendors unable to provide discounts must provide a thorough explanation. 2. Fees. Vendors shall list all fees/costs associated with the scope of work for each proposed buying program as defined by the solicitation documents, including this addendum. Fees/costs may include but are not limited to: a. Inventory procurement and management b. Program management c. Hosting d. Decoration e. Shipping f. Delivery g. Order handling h. Site development RFP s/issues Log - Page 8 of 13

26 Reference i. Software updates j. Supplies 3. Rebate and Royalty Plan. Vendors shall provide the following: a. The rebate and/or royalty percent that shall be paid to UMUC; b. Explanation of all requirements and limitations associated with the rebate and royalty plan; and c. Payment schedule. 4. UMUC Gear Site Assortment Pricing. The selected vendor(s) must have the ability to provide the most comprehensive and competitively priced merchandise assortment while minimizing financial risk to UMUC. Vendors shall provide pricing for the twelve (12) listed merchandise items. Pricing must include the following (Excel spreadsheet attached): On-Demand Pricing. (As applicable) a. On-demand cost price b. Shipping (Maryland) c. Retail/final on-demand price. (The customer s final price, without taxes and mark-up) d. Shipper. Inventoried Merchandise Pricing. a. Inventoried merchandise cost price b. Shipping (Maryland) e. Retail/final price. The customer s final price, without taxes and mark-up) c. Shipper The quoted minimum discounts, fees, rebate and royalty percent will be valid for the entire life of the contract, inclusive of any potential renewal terms, unless amended at a later date. If applicable, it is UMUC s desire to allocate a percentage of the earned rebates, royalties, and profits to UMUC s scholarship fund. 6. Returns and Damaged Merchandise. Vendors are to thoroughly explain how returns and damaged merchandise shall be managed, processed, charged and credited for on-demand and inventoried merchandise. RFP s/issues Log - Page 9 of 13

27 Reference Enclosure: Pricing Sheets (Excel spreadsheets) Price Proposal Form Living Wage Affidavit End of Seven, dated 06/12/15 RFP s/issues Log - Page 10 of 13

28 Reference In accordance with II. Scope of Services, B. Technical Requirements, paragraph number 12, Security, page 17 of this RFP. Shortlisted vendors are required to complete UMUC s Security Survey (attached, Excel spreadsheet) and shall provide to UMUC a PCI compliance assessment and/or an independent assessment of their Service Organizational Controls. In absence of a current PCI compliance assessment a thorough explanation must be provided. UMUC s Security Survey is due on or before June 24, 2015, 4:00 PM EDT. The completed Survey may be ed to Beth Kirk at beth.kirk@umuc.edu. Price Proposal Due Date: Vendors have the option to or mail (the original and 3 copies as well as a flash drive or CD) their complete Price Proposals on or before Friday, June 19, 2015, 4:00 PM EDT. However, vendors whom their Price Proposal by the due date noted above shall provide the original and three copies (for a total of four) as well as a flash drive or CD by Monday, June 22, 2015, on or before 12:00 PM EDT. (Electronic version of the pricing spread sheet is to be provided in Excel format.) Pricing Pricing. 7 Does On-Demand Cost Price refer to only UMUC employee purchases? No, the On-Demand Cost Price referenced on the UMUC Gear Site Assortment Excel Tab refers to the cost price for the listed item that is replenished via On-Demand, not Inventoried merchandise Pricing Pricing. 7 Does Retail On-Demand refer to public purchases? This group can include alumni or any other nonemployee of UMUC? Pricing Pricing. 7 Please explain the difference between Cost and Retail? RFP s/issues Log - Page 11 of 13 Retail On-Demand refers to the final Retail price the customer will be required to pay to procure and receive the item. This group includes the general public, alumni, and non-employees of UMUC. UMUC is seeking to understand the cost price differences between On-Demand and Inventoried merchandise for the UMUC Gear Site. Vendors are to provide the cost price for the listed items if the item is replenished via On-Demand (as applicable) verses if the item is inventoried. In addition, vendors are to include the minimum order quantity for each listed item if inventoried (Pricing Spreadsheet, UMUC Gear Site tab updated, see attachment). Vendors are to then provide the retail price (the price the customer will pay) for the item listed. The retail price must include shipping, if the vendor s pricing structure and strategy

29 Reference includes a mark-up the vendor must address this within your firms narrative as described in 4, of Pricing Pricing. 7 During presentations, the subject of Free Shipping came up. What buying group does this pertain to? Pricing Pricing. 7 For pricing purposes, can we substitute like items from our current preferred suppliers who will provide us and thereby UMUC, better pricing? Pricing Pricing. 7 How do you want us to handle assumptions that we make during the pricing exercise? Attach footnotes? Text box within spreadsheet? Pricing Pricing. 7 Can you please provide us the stitch count for your logo(s) as we have not been supplied the art files? On these same embroidered goods, do you fill in logos with stitching or do you let the material that is being embroidered show through any logo openings? UMUC Gear Site. Vendors are to provide pricing for the brands/manufacturers listed. Vendors unable to provide any of the listed items must provide a thorough explanation. Please provide assumptions as numbered footnotes. At this time UMUC does not have a stitching requirement. If your firm offers various levels/quality/count of stitching at different prices, please provide breakdown pricing for each stitch level/quality/count. The logo provided in 7 and below, will have stitching/imprinting only in the yellow and white areas. The blue background is the fabric or the color of the item listed, eps. file attached Pricing Pricing. 7 Can the Herrington Bear listed under the UMUC Gear Site Assortment Vendors unable to provide any of the listed items must provide a thorough explanation. RFP s/issues Log - Page 12 of 13

30 Reference Pricing be substituted with another bear? Pricing Pricing. 7 At this point is UMUC only seeking for our firm s pricing structure and strategy, not actual merchandise pricing, correct? Pricing Pricing. 7 With regards to the "On-Site Commencement Pricing" sheet, the Decoration Fees will normally depend on the volume of merchandise for each item decorated. Are you looking for per piece pricing or one time setups fee for each type of decoration? We also would need to guess on the number of stitches for your Logo. This is correct in regard to 7, 4. Pricing Structure and Strategy. However, UMUC is seeking pricing for the items listed in the Pricing Spreadsheet, UMUC Gear Site Assortment tab. Vendors are to provide per piece and the one-time set-up fee for each type of decoration.. If your firm offers various levels/quality/count of stitching at different prices, please provide breakdown pricing for each stitch level/quality/count. Enclosure: UMUC Security Survey (Excel spreadsheet) Pricing Sheets (Excel spreadsheets, UMUC Gear Site Assortment tab updated) UMUC Art eps. file End of Eight, dated 06/17/15 RFP s/issues Log - Page 13 of 13