Request for Proposal (RFP) ADDENDUM NO. 1 July 12, 2016
Contained herein are the answers to the questions submitted to the Department of Management Services (Department). The Department hereby amends as noted within this Addendum. In the event of a conflict between previously released information and the information contained herein, the information herein shall control. The information included in this Addendum is now made part of this solicitation. 1. Section 1.3 Definitions has been replaced in its entirety with the following section: The definitions listed below apply to this solicitation in addition to the definitions in the General Contract Conditions, Attachment P and General Instructions to Respondents (PUR 1001), which is incorporated, in its entirety, into this solicitation by reference. In case of any conflict between these definitions and those in Attachment P and PUR 1001, the definitions below will take precedence. 2. Section 1.10 Protest of Terms, Conditions, and Specifications has been added: With respect to a protest of the terms, conditions, specifications contained in this solicitation, including any provisions governing the methods for scoring or ranking responses, awarding contracts, or modifying or amending any contract, a notice of intent to protest shall be filed in writing within 72 hours after the posting of the solicitation. For purposes of this provision, the term the RFP includes this solicitation document, any addenda, response to written questions, clarification or other document concerning the terms, conditions, and specifications of the solicitation. 3. Section 1.11 Protest of Notice of Intended Award has been added: Any Respondent desiring to protest the Notice of Intended to Award shall file any notice of protest and any subsequent formal written protest with Agency Clerk, Department for Management Services, 4050 Esplanade Way, Tallahassee, FL 32399, within the time prescribed in section 120.57(3) Florida Statutes and Chapter 28-110, Florida Administrative Code. Please copy the Procurement Officer on such filings. Failure to file a notice of protest and a formal protest within the time prescribed in section 120.57(3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. 4. Section 4.1 paragraph following the qualification questions, the link has been updated. All vendors must register and complete an electronic Florida Substitute Form W-9. The Internal Revenue Service (IRS) receives and validates the information vendors provide on the Florida Substitute Form W-9. For instructions on how to complete the Florida Substitute Form W-9, please visit: https://flvendor.myfloridacfo.com/ 5. Section 4.2.3.2 Financial Status has been replaced in its entirety with the following section: The Department requires submission of the Respondent s D&B Supplier Qualifier Report (SQR) prepared by Dun & Bradstreet (D&B). The SQR is a standard report detailing financial and operational capability. The D&B Supplier Evaluation Risk Score will be used to determine the Respondents points for section 5.3.3. Page 2 of 14
The Respondent shall request the SQR from D&B at: https://supplierportal.dnb.com/webapp/wcs/stores/servlet/supplierportal?storeid=11696 i. Respondents who have an existing D&B account will need to click the find your company link of the left side of the page. ii. Enter the Respondent s Duns Number. If the Respondent does not know the company s Duns number, the Respondent may use the search feature to find it. iii. Confirm Registration. iv. Enter payment method, information and complete registration. The cost of the preparation of the D&B report shall be the responsibility of the Respondent. v. Respondents who do not have an existing D&B account can click on the following link to register: https://www.dandb.com/product/companyupdate/companyupdatelogin?execution=e1s1 Once the process is complete, an electronic copy of the SQR must be submitted as part of the Respondent s response within the MFMP Sourcing Application. Since the SQR shall be a part of the Respondent s response, Respondents are advised to request the SQR allowing sufficient time before the Proposal due date for D&B processing. Respondents should allow a minimum of 10 business days for D&B to process the report. 6. Section 4.3.1 Respondent s Proposed Catalog has been replaced in its entirety with the following: Respondents are required to submit with their response an electronic copy of their catalog they intend to provide state agencies and other eligible users under the awarded contract. The proposed catalog must be comparable in size and scope to the medical and/or dental catalog(s) offered under the current contract and contain a minimum of 300 products for each category (medical or dental). The proposed catalog will be reviewed by the Department for responsiveness. Respondents that fail to provide a comparable catalog may be deemed non-responsive. Respondent s submitting a proposal for medical and dental should submit an Excel workbook for each proposed catalog. If submitting both catalogs, the Respondent should upload in MFMP Sourcing as a zip file. For medical and dental, each product group must be listed on a separate tab in the Respondent s proposed catalog. Ex: Tab 1-AED, Tab 2-Janitorial Supplies, etc. At a minimum Respondents should include the following fields in the submitted report: Groups as outlined in this RFP UNSPSC(s) Product Description Page 3 of 14
UPC Item Manufacturer Item Manufacturer Number Unit of Measure MSRP Discount off MSRP Final Sell Price 7. Section 4.37 MSRP Certification (Attachment F) has been replaced in its entirety with the following: The Respondent must download and have a manufacturer s representative or distributor complete the MSRP Certification for each Manufacturer. 8. Sections 5.3.1 Financial Section and 5.3.2 Price have been renumbered: 5.3.3 Financial Section 5.3.4 Price 9. Section 5.3.3 Financial Section has been replaced in its entirety with the following section: Financial Section - Supplier Qualifier Evaluation Risk Score: Total Possible Points 5 The Department will use the following rating scale when evaluating the financial viability of the Respondent: SQR Supplier Evaluation Risk Score Points 8 9 = 1 7 6 = 2 4 5 = 3 2 3 = 4 1 = 5 Page 4 of 14
10. Attachment F MSRP Certification has been replaced in its entirety, revised versions have been uploaded to VBS and Sourcing. 11. Attachments H.1 Medical Price Sheet and H.2 Dental Price Sheet have been replaced in their entirety. The format was updated from Excel to PDF for VBS only. Page 5 of 14
Questions and Answers No. Question Answer 1 A. I do not see Attachment A Timeline of Events B. When is the list of products required released? A. Attachment A, Timeline of Events is available in VBS and in MFMP Sourcing. B. Reference revised section 4.3.1 in Addendum 1. Respondents are required to submit with their response an electronic copy of their complete catalog. The Price Sheet(s) provide examples of desired products. 2 3 4 A. Can Attachment A please be provided? B. Can the previous bid tabulation please be provided. Can we participate if we would only supply Medical Supplies? I have joined our organization to participate in the RFP for Doc86432 RFP. We are a CONTRACTING arm for these supplies and provide DISTRIBUTION services for these supplies but we are NOT the manufacturer. Upon review of the documents it appears that a MSRP Certification is required AND the quote is strictly a discount off of the MSRP. Can you clarify the appropriate participants for this initiative? A. Attachment A, Timeline of Events is available in VBS and in MFMP Sourcing. B. The previous bid tab for 10-475-000-J RFP is available at the following link: 10-475-000-J Reference sections 1.5.1 Medical Commodity Codes, 1.5.2 Dental Commodity Codes and 4.2.4 Price Sheets. The Department seeks proposals offering discounts for all groups listed on either the medical or dental price sheets, or both. Reference sections 1.3.3 Contractor(s), 1.3.13 Vendor and 1.9 Who May Respond. Page 6 of 14
No. Question Answer Thank you for hosting the pre-rfp conference call this afternoon. After the additional information presented, I just wanted to be surethat CAE Healthcare is eligible to participate in this RFP. CAE Healthcare is a manufacturer of medical training equipment to include medical manikins No, reference sections 1.5.1 Medical Commodity Codes, 1.5.2 Dental (patient simulators, surgical simulators and ultrasound Commodity Codes and 4.2.4 Price Sheets. The Department seeks simulators). Therefore, we intended to submit a response for 5 proposals offering discounts for all groups listed on either the medical or just the Medical Commodity 42301500 (Medical Manikins, dental price sheets, or both. ECG simulators, IV training arms, moulage kits, etc.) Does this RFP allow vendors to submit a response for just one medical commodity group? A reference was made to 4 commodity groups in medical and 4 commodity groups in dental, if you could please redefine this as well. 6 Our company was established on 09/02/2014. In Sept. 2, 2016, we would have completed two years of our operation. Are we eligible to participate in this bid? No, reference Attachment D, Reference Form which requires Respondents to have a minimum of three years experience. 7 8 We are interested in bidding on line 24 in the medical supplies excel sheet. It says you are looking for manikins, IV arms, ECG Simulators ETC. Where can I find an exact list of items that you need? This is very vague and we will need a bit more information in order to quote you for those items. My company is NuBoard Media Inc., (assorted plastic, clear, paper, and tote bags, etc.) and I just received a RFP from MyFlorida and Department of Management Services.. Advertisement Number 15-42000000-MD-S Do you need these kinds of bags so that I may submit a bid? There is not an exact list. Reference revised section 4.3.1 in Addendum 1. Respondents are required to submit with their response an electronic copy of their catalog. The Price Sheet(s) provide examples of desired products. Reference sections 1.5.1 Medical Commodity Codes, 1.5.2 Dental Commodity Codes and 4.2.4 Price Sheets. The Department seeks proposals offering discounts for all groups listed on either the medical or dental price sheets, or both. Reference sections 1.5.1 Medical Commodity Codes, 1.5.2 Dental Commodity Codes and 4.2.4 Price Sheets. The Department seeks proposals offering discounts for all groups listed on either the medical or dental price sheets, or both. Page 7 of 14
No. Question Answer 9 Should a Vendor be able to provide all the codes OR can a vendor pick and choose the codes they are interested in? Reference sections 1.5.1 Medical Commodity Codes, 1.5.2 Dental Commodity Codes and 4.2.4 Price Sheets. The Department seeks proposals offering discounts for all groups listed on either the medical or dental price sheets, or both. 10 11 12 13 Our company sells medical scrubs and I noticed that this bid is geared towards supplies and equipment, however, I noticed that this bid is geared towards supplies and equipment, however, I noticed that personal apparel is also part of the codes. I was wondering specifically what type of personal apparel this is and if the medical apparel is specifically for scrubs? Regarding 3.7: In the event that Binson s chooses to redact any parts of their submission, how do you want the Redacted Copy submitted to the Department? Regarding 4.3.1: In the event the Respondent includes products from two separate Manufacturers in one product Group in the required Proposed Catalog, does each product submitted on the required catalog have to contain the same MSRP Discount Rate? Regarding 4.3.1: In the event the Respondent includes products from two separate Manufacturers in one product Group in the required Proposed Catalog, does each product submitted on the required catalog have to contain the same MSRP Discount Rate as submitted on the corresponding Attachment H? Reference revised section 4.3.1 in Addendum 1. Respondents are required to submit with their response an electronic copy of their catalog. The Price Sheet(s) provide examples of desired products. Reference sections 1.5.1 Medical Commodity Codes, 1.5.2 Dental Commodity Codes and 4.2.4 Price Sheets. The Department seeks proposals offering discounts for all groups listed on either the medical or dental price sheets, or both. Reference section 4.4 Uploading Documentation and section 3.7 Redacted Submission. If portions of the response are considered confidential, proprietary or trade secret, the Respondent should submit a redacted and un-redacted version of their response. Yes, reference Price Sheet(s) H1 and H2. One discount off MSRP is allowed per group within each category (Medical and/or Dental). Yes, reference Price Sheet(s) H1 and H2. One discount off MSRP is allowed per group within each category (Medical and/or Dental). Page 8 of 14
No. Question Answer 14 15 16 17 18 19 Regarding 4.3.1: In the event the Respondent includes products from two separate Manufacturers in one product Group in the required Proposed Catalog, do both Manufacturer Discount Rates need to be the same? Regarding 4.3.1: In the event the Respondent includes products from two separate Manufacturers in one product Group in the required Proposed Catalog, how should the Respondent calculate the MSRP Discount Rate to be submitted on the corresponding Attachment H for that Product Group? Regarding 4.3.1: There are 24 Product Groups provided on Attachment H.1. How many products must be listed on the required Proposed Catalog per Product Group? Regarding 4.3.1: If a MSRP is not available, what price should the Respondent provide in the required Proposed Catalog? Regarding 4.3.4: If an out of state Respondent has no preferences must it provide with its response an attorney at law opinion that the respondent has no preferences? Regarding 5.4: The RFP states that the Department reserves the right to award up to four contracts per category. If a contract is awarded will the contract include all Product Groups? Yes, reference Price Sheet(s) H1 and H2. One discount off MSRP is allowed per group within each category (Medical and/or Dental). Yes, reference Price Sheet(s) H1 and H2. One discount off MSRP is allowed per group within each category (Medical and/or Dental). Reference revised section 4.3.1 in Addendum 1. Respondents are required to submit with their response an electronic copy of their catalog. An MSRP as defined is always available, reference section 1.3.6 MSRP definition. Reference Attachment F, MSRP Certification which has been replaced in its entirety. Yes, reference section 4.3.4 Out of State Preference Letter from Attorney. Yes, reference section 5.4, Basis of Award. The Department reserves the right to award up to four (4) contracts for each Category (Medical Supplies or Dental Supplies) for statewide coverage to the responsible and responsive vendor(s) whose proposal is determined in writing to be the most advantageous to the state, taking into consideration the price and other criteria set forth in the solicitation. 20 Regarding 5.4: The RFP states that the Department reserves the right to award up to four contracts per category. Will the Department award any contracts for less than all Product Groups (i.e. 24 Groups stated on the Medical Attachment H.1) per Medical or Dental Category? Reference sections 1.5.1 Medical Commodity Codes, 1.5.2 Dental Commodity Codes and 4.2.4 Price Sheets. The Department seeks proposals offering discounts for all groups listed on either the medical or dental price sheets, or both. Page 9 of 14
No. Question Answer 21 22 23 24 25 Regarding Attachment F, MSRP Certification: If the Respondent receives products within a Product Group from a Distributor and not a Manufacturer, is it acceptable to have the MSRP Certification completed by the Distributor and not the Manufacturer? Regarding Attachment H.1: If a Product Group is determined to have no MSRP available based on Manufacturer Representation, what price should the Respondent base the Discount Off MSRP? Regarding Attachment H.1: If a Product Group is determined to have no MSRP available based on Manufacturer Representation, how should the Respondent price/discount or otherwise complete the Discount Off MSRP field? Regarding Attachment O: The current Transaction Fee is.70% through July 1, 2016. What is the Transaction Fee proposed by the state after July 1, 2016? Will this bid consist of Discounts only, or will amendments made to provide core list of items? Reference Attachment F, MSRP Certification which has been replaced in its entirety. An MSRP as defined is always available, reference section 1.3.6 MSRP definition. Reference Attachment F, MSRP Certification which has been replaced in its entirety. An MSRP as defined is always available, reference section 1.3.6 MSRP definition. Reference Attachment F, MSRP Certification which has been replaced in its entirety. The Transaction Fee is 0.7% through June 30, 2017. The RFP does not provide a core list. Reference sections 1.5.1 Medical Commodity Codes, 1.5.2 Dental Commodity Codes and 4.2.4 Price Sheets. The Department seeks proposals offering discounts for all groups listed on the medical or dental price sheets, or both. 26 If discount only, will the discount include % off of current catalog at time of order or will the % be based on the current catalog at time of submission? The discount is locked at the time of proposal submission, reference revised section 4.3.1 in Addendum 1, Respondent s Proposed Catalog and reference section 6.10 Price Adjustments. Page 10 of 14
No. Question Answer 27 28 29 Will this RFP cover supplies only or will it include Large Equipment Categories and Service? If it will include the additional categories, will there be an amendment for Attachment H to include Large Equipment and Service? Can exceptions with respect to preferred pricing and IP indemnification can be taken, and can we submit a deviation letter with respect thereto in our bid submission? In order to submit questions to the State, bidders must join the event and therefore are required to click that we accept the agreement. Section iii of the agreement indicates you agree to all terms and conditions specific to this solicitation ; however, bidder is not able to agree or commit to the terms and conditions in this solicitation without further responses from the state on the following question. If there are terms and conditions specific to this solicitation that bidder cannot agree to, will the State allow exceptions to be included with our proposal response? No, it includes supplies only, reference sections 1.5.1 Medical Commodity Codes, 1.5.2 Dental Commodity Codes. The Department does not intend to amend the RFP to include Large Equipment and Service at this time. No, reference Section 4.1, Qualification Question 5. No, reference Section 4.1, Qualification Question 5. 30 31 Is the State willing to negotiate the terms & conditions of the resulting contract? Is the State willing to negotiate any insurance terms that we may not be able to agree to? No, reference Section 4.1, Qualification Question 5. No, reference Section 4.1, Qualification Question 5. 32 Is the State willing to extend the question deadline? No, the Department does not intend to extend the question deadline. 33 Is the State willing to extend the bid deadline? No, the Department does not intend to extend the proposal due date. Page 11 of 14
No. Question Answer 34 35 A. Is the State willing to remove Section 3.8 (Competitive Pricing) on page 14 of the RFP in its entirety? B. If not, would the State agree to the following proposed language in place of the current verbiage: Vendor believes that the price of products and services delivered to the State pursuant to this Bid is A. No. market competitive for the state government sector throughout the term of this Bid. If, at any time during B. No. the Term, the State receives information that indicates Vendor s prices are not market competitive, the State may provide written notice of such information to Vendor. Vendor will work in good faith with the State to attempt to meet specific competitive situations so as to strategically benefit both parties. Is the State willing to remove the last sentence of Section 6.8 (Warranty) on page 27 of the RFP? No, reference Section 4.1, Qualification Question 5. In regards to Section 3.2(b) (Price Decreases) on page 3 of Attachment P, Vendor accepts the first sentence of Section 3.2(b), but requests that the remaining sentences be replaced with the following: 36 Vendor believes that the price of products and services delivered to the State pursuant to this Bid is market competitive for the state government sector throughout the term of this Bid. If, at any time during the Term, the State receives information that indicates Vendor s prices are not market competitive, the State may provide written notice of such information to Vendor. Vendor will work in good faith with the State to attempt to meet specific competitive situations so as to strategically benefit both parties. No, reference Section 4.1, Qualification Question 5. Page 12 of 14
No. 37 38 39 Question Can you clarify the meaning of Sections 4.6 and 4.7 of Attachment P? Are purchases from the entities described in those sections a mandatory requirement of the contract? Is the State willing to remove the first sentence in the second paragraph of Section 9.2 (Warranty of Security) on page 14 of Attachment P? Is the State willing to remove Section 11.3 (Financial Consequences of Non-Performance) on page 16 of Attachment P? Answer The use of RESPECT and PRIDE are subject to agency determination. No, reference Section 4.1, Qualification Question 5. No, reference Section 4.1, Qualification Question 5. 40 Is the State willing to remove Section 11.4 (Liquidated Damages) on page 16 of Attachment P? No, reference Section 4.1, Qualification Question 5. A. Are the PUR 1000 and PUR 1001 documents incorporated into the resulting contract? Section 1.3 of the RFP states that PUR 1001 is incorporated, and PUR 1001 states that PUR 1000 is incorporated, but Attachments P & Q state that they supersede and replace all of the General Contract Conditions listed in the RFP and the PUR 1000. A. See clarification revisions to section 1.3 definitions to the solicitation, see above. See attachment P, bold print above section 1 definitions. B. No, reference Section 4.1, Qualification Question 5. 41 B. If the PUR 1000 is incorporated into the contract, is the State willing to remove Section 4(b) (Best Price Offering) on page 3 of PUR 1000? C. If the State is not willing to remove Section 4(b) on page 3 of PUR 1000, would the State agree to the following proposed language in place of the current verbiage: Vendor believes that the price of products and services delivered to the State pursuant to this Bid is market competitive for the state government sector throughout the term of this Bid. If, at any time during Page 13 of 14
the Term, the State receives information that indicates Vendor s prices are not market competitive, the State may provide written notice of such information to Vendor. Vendor will work in good faith with the State to attempt to meet specific competitive situations so as to strategically benefit both parties. C. No, reference Section 4.1, Qualification Question 5. 42 43 Is the State willing to consider alternate pricing structures than discount off of MSRP? Is percent off bidder s Government List Price an acceptable alternative to MSRP? No. No, reference Section 6.2 Scope. Respondents shall provide a percentage discount off MSRP for all products by group for either medical and/or dental supplies. FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN 120.57(3), FLORIDA STATUTES, OR FAILURE TO FILE A BOND OR OTHER SECURITY WITHIN THE TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF PROCEEDINGS UNDER CHAPTER 120, FLORIDA STATUTES. Any protest must be timely filed with: Department of Management Services Agency Clerk Diane Wint 4050 Esplanade Way, Suite 160 Tallahassee, FL 32399-0950 Please Note: This does not need to be returned with the proposal submittal. Page 14 of 14