Water Treatment Chemicals Pre-Bid Conference ITB No A October 26, :00 PM

Transcription

1 Water Treatment Chemicals Pre-Bid Conference ITB No A October 26, :00 PM DISCLAIMER: This PowerPoint Presentation does not amend the ITB documents. The PowerPoint only serves as a tool for conducting this meeting.

2 Welcome and Introductions Trey Collins, Procurement Officer All Vendors - Please Sign-ini Meeting Intent: t During this meeting, the Department intends to provide vendors with clarification on how to submit complete responses to the Water Treatment Chemicals ITB. All questions concerning the content of the ITB, or the ITB process must be submitted through the MFMP Sourcing Tool as directed in Section 3.9 of the ITB. 2

3 Agenda Ground Rules for Today MyFloridaMarketPlace (MFMP) Timeline Scope of Products Overview Solicitation Response Evaluation and Award Questions 3

4 Ground Rules for Today Please turn off / silence cell phones and pagers Please ask questions at any time - (One question at a time - PLEASE) State your full name and company name Answers provided during this session are unofficial All questions must be submitted in the MFMP Sourcing Tool Message Board (Questions deadline is November 1, 2011 at 2:00pm EDT) Answers to questions will be posted by November 15,

5 MyFloridaMarketPlace (MFMP) ITB Section 3.8 ITB will be conducted using the State s e-procurement System MyFloridaMarketPlace (MFMP) is the state s s online purchasing system, connecting state agencies with registered vendors Responses must be submitted using the MFMP Sourcing Tool - the state's s formal competitive bidding system Become a registered vendor to participate in this solicitation MFMP Vendor Information Portal (VIP) - Department of State via Sunbiz.org MFMP Sourcing Tool Training is Available Vendor Toolkit - MFMP Sourcing / Solicitations MFMP Customer Service Desk vendorhelp@myfloridamarketplace.com l Training session following today s pre-bid conference 5

6 MyFloridaMarketPlace (MFMP) continued Questions must be submitted via the Message Board within MFMP and must be RECEIVED NO LATER THAN the time and date reflected on the Timeline ITB Section 3.9 Post one question at a time on the Message Board If you have posted more than one question in your submission, please re-enter questions individually REMINDER! It is strongly recommended d that t you submit your response as early as possible; do not wait until the last minute! Do not rely on the MFMP Sourcing Tool s time remaining clock The official solicitation closing time shall be as reflected in the Event Timeline 6

7 Event Timeline ITB Section 1.6 Events Event Time (EDT) Event Date Issue the Water Treatment Chemicals ITB / Solicitation Preview Period Opens in the MFMP Sourcing Tool October 17, 2011 Pre-Bid Conference (Not Mandatory) Betty Easley Conference Center 4075 Esplanade Way, RM 166 Tallahassee, FL :00 PM October 26, 2011 Conference Call Information: Call number: ; Conference Code: *SUNCOM Conferencing Service will only accept the first 120 callers* MFMP Sourcing Tool Respondent Training (Following the Pre-Bid Conference) Betty Easley Conference Center 4075 Esplanade Way, RM 166 Tallahassee, FL :45 PM October 26, 2011 Conference Call Information: Call number: ; Conference Code: *SUNCOM Conferencing Service will only accept the first 120 callers* Questions and Comments from Respondents Due / Solicitation Response Period Opens in the MFMP Sourcing Tool 2:00 PM November 1, 2011 Post Responses to Respondents Questions November 15, 2011 Last Day to Register as a New MFMP Vendor and Join the Event 2:00 PM December 4, 2011 Responses Due 2:00 PM December 6, 2011 Post Notice of Intent to Award January 10, 2012 Anticipated Contract Start Date On or about January 24,

8 Scope of Products ITB Section 1.2 Vendors may bid on the chemicals outlined in the ITB The scope of the solicitation includes: In Scope Aluminum Sulfate Anhydrous Ammonia Calcium Hypochlorite Carbon Dioxide Carbon, Powdered Activated Chlorine Copper Sulfate Pentahydrate Ferric Chloride, Liquid Ferric Sulfate Fluorosilicic Acid Lime - Hydrated Lime Lime - Quicklime Methanol, Liquid Oxygen, Liquid Potassium Permanganate Soda Ash Sodium Aluminate Sodium Hexametaphosphate Sodium Hydroxide (Caustic Soda) - 25% Sodium Hydroxide (Caustic Soda) - 50% Sodium Hypochlorite Solar Salt Sulfur Dioxide Sulfuric Acid Other drinking water and wastewater treatment chemicals (Balance of Line per Section 3.12) Out of Scope Agrochemicals (e.g., fertilizer, pesticides) Boiler treatment chemicals Chemicals used to treat swimming pools Water treatment services Chemicals covered by another statewide agreement o Cleaning products o Lab chemicals 8

9 Overview of the Solicitation Response Geographic Coverage Option Mandatory Regional Delivery Chemical Pricing Requirements Pricing 15 Questions Pricing Matrix in Regional Pricing for with Yes / No MFMP Sourcing Transportation per Answers Tool UOM Required Forms & Information Various Forms & Documentation Regional MFMP Sourcing Tool Section 4.0 MFMP Sourcing Tool Section 5.0 MFMP Sourcing Tool Section 5.0 *Input Pricing for Applicable Region(s) MFMP Sourcing Tool Section 6.0 Statewide MFMP Sourcing Tool Section 4.0 MFMP Sourcing MFMP Sourcing Tool Tool Section 5.0 Section 5.0 *Input Pricing for All Regions MFMP Sourcing Tool Section 6.0 9

10 Region Map Attachment I Respondents can choose to submit a bid to cover the entire State of Florida or any of 4 regions. Regional: The Department intends to award a contract to the two (2) lowest priced responsive and responsible Respondents by each chemical in every one of four (4) regions. Statewide: Responsive and responsible Respondent(s) submitting the lowest price in all four (4) regions for a particular chemical may be considered d for a statewide award. 10

11 Response and Evaluation ITB Section Mandatory Requirements. If you answer No to any of these questions your Pricing Response will not be evaluated Note: If you have an issue with any of these questions, please submit your questions or comments on the Message Board Pricing Response will be completed in the MFMP Sourcing Tool, per Section of the ITB Required Forms Customer Reference Check Forms (2) Attachment A Dunn and Bradstreet Supplier Qualifier Report Attachment B Certification of a Drug Free Workplace Attachment C Dept. of State Registration Form Attachment D Ordering Instructions Attachment E Products and Services Catalog Attachment F Manufacturer or Manufacturer s Authorized Representative 11

12 D&B Supplier Qualifier Report Attachment B The Respondent shall request the SQR report from Dun & Bradstreet at the link provided in Attachment B. Enter the ITB number in the text field entitled Enter your ITB Number and select submit Enter your company s DUNS Number; if you don t know your company s DUNS number, you may use the search feature to find it Confirm Registration Enter payment method and information and complete registration; the cost of the preparation of the D&B report shall be the responsibility of the Respondent Choose the drop-down box to have the report sent to the Department of Management Services Note: The Respondent is required to keep a copy of the submitted report and submit the copy with their Response in the MFMP Sourcing Tool 12

13 Pricing Response ITB Section The Pricing Response covers 24 items. Respondent shall list the Product Cost per UOM for each chemical; Respondent shall also indicate the Transportation Cost per UOM for delivery within each of four (4) regions. The sum total of the Product Cost per UOM and the Transportation Cost per UOM will be used to calculate l the lowest priced bid(s) for these items. Bid Calculation: Product Cost per UOM + Transportation Cost per UOM = Lowest Priced Bid For Reference Only: The Department has provided the Annual Estimated Volumes by UOM in the Description field for items 1-24 These volumes are given only as a guideline for preparing an offer and should not be construed as representing actual or guaranteed purchases under any new contract Note: If you have any issues with the structure of the Pricing Response, please submit your questions and comments on the Message Board 13

14 Products and Services Catalog - Attachment F The purpose of this workbook is to provide a tool for vendors to submit their proposed product list, value-added services, and volume discounts. Product List Vendors are encouraged to submit Balance of Line pricing that is competitive and offers the best value to the State Balance of Line products submitted in a vendor s response will not be considered in the evaluation for award Value-Added Services Vendors are encouraged to list value-added d services (e.g., vendor-managed d inventory, tank rental) that they are willing to offer users of this contract Pricing offered is a not to exceed price and will be used to assess the competitiveness of your pricing Volume Discount Vendors have the option to provide additional percent discounts off list prices as the overall annual contract volume increases Additional discounts can be specified as total annual contract sales increases in increments of $5 million 14

15 Basis for Award ITB Section 3.11 The Department intends to award a contract to the two (2) lowest priced responsive and responsible Respondents by each chemical in every one of four (4) regions. The lowest priced responsive and responsible Respondent will serve as the Primary Contractor for the chemical(s) which their company was awarded in each region Because the Primary Contractor submitted the lowest price for the chemical that was bid, Customers will be advised to purchase from the Primary Contractor in order to obtain the lowest bid price for their order The next lowest priced responsive and responsible Respondent for each chemical in each region will serve as the Secondary Contractor For large or irregular orders under the Contract, Customers will be encouraged to seek quotes from the Primary and Secondary Contractors using the Optional Request for Quote (RFQ) Process detailed in Section 5.2 Responsive and responsible Respondent(s) submitting the lowest price in all four (4) regions for a particular chemical may be considered for a statewide award 15

16 Questions? Don t forget to post ALL Questions on the Message Board by November 1 st at 2:00pm EDT 16

17 Thank You Thank you for your interest in the Water Treatment Chemicals ITB Don t Forget Responses are Due December 6, :00 pm EST 17