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RFB B0578 – TRADE BOOKS Pre-Bid Conference

RFB B0578 – TRADE BOOKS Pre-Bid Conference. Division of Contracts & Purchasing. April 2, 2008. Agenda. Introduction Current Landscape DOE Goals Timeline Definitions Estimated Spend RFB Overview Bid Blank Business Process Bidder Checklist Determination of Responsive Bid

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RFB B0578 – TRADE BOOKS Pre-Bid Conference

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  1. RFB B0578 – TRADE BOOKSPre-Bid Conference Division of Contracts & Purchasing April 2, 2008

  2. Agenda • Introduction • Current Landscape • DOE Goals • Timeline • Definitions • Estimated Spend • RFB Overview • Bid Blank • Business Process • Bidder Checklist • Determination of Responsive Bid • Key Questions Submitted • Questions and Answers Session

  3. Current Landscape • The NYCDOE has over 100 vendors providing materials within the bid definition of trade books. • Current contract mechanism for trade books does not meet internal DOE needs (Publisher’s certificates, vendor performance standards). • Current contracts do not allow for the most optimal pricing. • Spend is not being leveraged • Promotional pricing • Pricing is held for a two (2) to five (5) year period, resulting in increased prices

  4. DOE Goals of the Procurement The overall goal of the New York City Department of Education (NYCDOE) is to improve end user satisfaction. Offer a wide variety of trade book materials, as defined in the RFB Obtain the lowest cost and best value End User Satisfaction Offer real-time inventory and expanded item rich information/data Build and improve vendor relationships and management Enhance tools that support electronic ordering and invoicing

  5. Timeline *Bids received after 5:00 PM ET on April 29, 2008 will be deemed LATE and will be returned to sender UNOPENED. **Dates are tentative and subject to change.

  6. Definition – Trade Books • Trade books purchased and made available to the public through various venues, such as book stores, catalogs and distributors/wholesale channels. (Section titled “Definitions”). • Trade books include, but are not limited to: • Does not include Basal textbook published material. • General books • Classic literature • Reference works • Supplemental • Juvenile/young adult titles • Reprints • Self published materials • New releases • Professional books • Pre-bound books

  7. Definition – Trade Book Classes • Based on an in-depth analysis of the NYCDOE FY07 spend/transaction data, internal and external interviews and market research, the DOE has determined that trade books fall into three (3) classes as described below: Class A Single Titles Class B Pre-Bound Class C Classroom Library Collections • Paperback • Hardcover • Books sold individually (not as part of a classroom library collection) • Books sold in large quantities of the same title • Single Titles • Classroom Library Collections • Paperback • Hardcover • Custom and standard collections comprised of numerous different titles pertaining to a specific theme, interest or reading level Classroom Library Collections included but are not limited to: Single Titles included but are not limited to: Pre-Bound books included but are not limited to:

  8. Class A – Single Titles ~ $22M Trade Books ~ $56M Class B – Pre-Bound ~ $5M Class C – Classroom Library Collection ~ $29M Estimated Spend • Estimated spend data includes: • Fiscal Year 2007 spend from FAMIS Portal/E-Catalog transactions. • Actual line item detailed data including vendor and publisher data. • Spend from all funding sources. • Tax Levy • Grant Money • NYSTL • Spend estimates do not include Core Curriculum.

  9. Requirements Organizational Financial Minimum Qualifications Class Requirements EDI Class A – Single Titles Class B – Pre-Bound Class Specific Class C – Classroom Library Collections RFB Overview • Minimum Qualifications (Section 3.2) • Class A – Once low bids are established, Minimum Qualifications for the low bids only will be evaluated. • Class B and C– Once Minimum and Instructional Qualifications are evaluated and deemed acceptable, pricing offers for the bids deemed acceptable will be evaluated. • Bidders must meet all of the minimum qualifications to be awarded a contract.

  10. RFB Overview • Instructional Qualifications (Section 3.3): • The NYCDOE has identified additional requirements for Class B and Class C bidders. • The requirements will be reviewed by an Instructional Evaluation Team. • Instructional Qualifications with an accumulated total that is equal to or greater than 75 points will be deemed “acceptable.” • Bidders who’s bids are deemed acceptable will be notified and invited to attend the bid opening for the cost/price offers. • Bid Opening (Section 1.9): • Multi-Step sealed bidding process (Class B and Class C) • Instructional Qualification Review • Price/cost Tabulation

  11. RFB Overview • Technology System Integration and Data Maintenance (Section 1.22) • The awarded contractor(s) must provide product and pricing updates and inventory availability, in real time or as required. • Electronic Data Interchange (EDI) Program (Section 1.23) • Vendor shall be able to utilize EDI formats referenced in the RFB. • Vendor shall have web services capabilities for communication purposes. • Transactions will be conducted directly with vendor or through a third party provider. • Vendor shall have EDI capabilities implemented within 90 days of bid award. • Instructional Material Review Unit (IMRU) Process (Section 3.4)

  12. RFB Overview • Service Level Agreements (Section 1.24): • Targeted areas will be monitored to ensure end user satisfaction. • Eight (8) targeted areas of performance to be measured. • Reporting (Section 1.31): • The NYCDOE will require the generation and submission of monthly and/or quarterly reports indicating spend data, usage data and SLA targets. • Response Time • Issue Resolution • Invoicing • On Time Delivery • Price Accuracy • Fill-Rate • Back Order Deliveries • Order Accuracy

  13. RFB Overview • Subcontractors (Section 1.19): • All Classes: • One (1) subcontractor is permitted per primary bidder. This restriction does not include delivery subcontractors. • Class B: Pre-bound: • A primary bidder cannot be a subcontractor for another primary bidder. • Award (Section 1.21): • Class A - Single Titles – One (1) or more vendors • Class B - Pre-bound – Two (2) or more vendors • Class C - Classroom Collections – Three (3) or more vendors • Vendor(s) will have to be qualified and approved, through a post bid organizational audit, prior to any contracts being awarded.

  14. RFB Overview • Publishers (Section 1.17.2): • Publishers were identified through an analysis of line item spend which included vendor, ISBN and publisher data • Top 20 Publishers, which represent approximately 80% of the total spend • “All other publishers” • Refer to the Minimum Requirements (Section 3.2) for more detail on how many publishers bidder is required to provide. • ABDO Publishing Co. • Benchmark Education Company • Davis Publications, Inc. • Hachette book group • Harcourt, Inc. • Harper Collins Publishers • Heinemann • Houghton Mifflin Company • Independent publishers group • John Wiley & Sons, Inc. • Macmillan Publishers • McGraw Hill Trade • National Book Network • Penguin Group, Inc. • Perseus Books Group • Random House, Inc. • Sage Publishing Co. • Scholastic, Inc. • Simon and Schuster, Inc. • Stenhouse Publishers

  15. Bid Blank – Appendix A –Single Titles • Percentage (%) discount, from 0%-100%, off of publisher’s list price or the school library price, which ever is lower, for 20 publisher’s listed. • Single percentage (%) discount for “All Other Publishers” which are not identified in the bid blank. • The discount % provided shall be inclusive of the parent publisher, all of its associated imprints and parent publisher's distribution clients (i.e. Harper Collins – Disney). • Percentage discount will remain unchanged throughout the life of the contract. • Percentage (%) for shipping and handling to be applied to discounted price of total order. • Publisher’s list price and shipping percentage can be updated annually, if warranted, upon approval (Price Changes - Section 1.17.3). • For tabulation purposes, if a percentage discount is not provided for any of the top publishers listed, a zero percent (0%) discount will be entered for that publisher. • If you can not provide a specific publisher, enter N/A in the space

  16. Bid Blank – Appendix B – Pre-Bound • Percentage (%) discount, from 0%-100%, off of publisher’s list price or the school library price, which ever is lower, for 20 publisher’s listed. • Single percentage (%) discount for “All Other Publishers” which are not identified in the bid blank. • The discount % provided shall be inclusive of the parent publisher, all of its associated imprints and parent publisher's distribution clients (i.e. Harper Collins – Disney). • Percentage discount will remain unchanged throughout the life of the contract. • Percentage (%) for shipping and handling to be applied to discounted price of total order before the pre-bound cost is applied. • Publisher’s list price and shipping percentage can be updated annually, if warranted, upon approval (Price Changes - Section 1.17.3). • For tabulation purposes, if a percentage discount is not provided for any of the top publishers listed, a zero percent (0%) discount will be entered for that publisher. • If you can not provide a specific publisher, enter N/A in the space

  17. Bid Blank – Appendix B – Pre-Bound • The NYCDOE intends to use the Pre-Bound type cover as the standard, and at its discretion will make available the other types of covers. • For tabulation purposes, bidders must provide pricing for the “Pre-Bound” type cover. • Bidders who provide the other cover types listed are encouraged to bid on those other cover types. At the discretion of the DCP, awarded vendor will be allowed to provide the other cover types. • All bidders must provide pricing for both Double-Fan Adhesive and Side-Sewn processes for the Pre-bound cover type. • Flat dollar amount to be applied per book for each cover type and each process listed in the Bid Blank.

  18. Bid Blank – Appendix C – Classroom Library Collections • Percentage (%) discount, from 0%-100%, off of publisher’s list price or the school library price, which ever is lower, for 20 publisher’s listed. • Single percentage (%) discount for “All Other Publishers” which are not identified in the bid blank. • The discount % provided shall be inclusive of the parent publisher, all of its associated imprints and parent publisher's distribution clients (i.e. Harper Collins – Disney). • Percentage discount will remain unchanged throughout the life of the contract. • Percentage (%) for shipping and handling to be applied to discounted price of total order. • Publisher’s list price and shipping percentage can be updated annually, if warranted, upon approval (Price Changes - Section 1.17.3). • For tabulation purposes, if a percentage discount is not provided for any of the top publishers listed, a zero percent (0%) discount will be entered for that publisher. • If you can not provide a specific publisher, enter N/A in the space

  19. Business Process • IMRU (Section 3.4) • Single titles • Classroom Library Collections • Vendors who would like to sell a book, not currently listed on the e-catalog, will be responsible to submit a sample, at their expense, to the (IMRU) for review, approval and listing on the e-catalog • Publisher Certificates • Catalog Management Tool (CMT) process • E-catalog 2.0 • Price and availability • Promotional pricing • Operation Fee (Section 3.5) • Prompt payment • EDI • Catalog management • IMRU

  20. Bidder Checklist • Please ensure that you have received all of the documents listed in Section 3.10 – “Bidder Checklist.” • In Addition, all Bidders must submit the following documents: • VENDEX – Vendor must submit a new form for this RFB. • Subcontractor List – If bidder is planning on using a subcontractor for all or a portion of the work. • All sealed packages must be labeled with the following: • Name of the person • Firm or corporation submitting this bid • Bid Serial No • Date of its presentation • Title of the supplies and/or services for which the bid is submitted • Amendments will be posted on the DCP website • Efforts will be made to send an email notification of any new amendments. • Bidders should check the DCP website daily to check for any new amendments.

  21. Bidder Checklist (cont’d) • If bidder is bidding on all classes or a combination of classes, each bid response and bid blank should be labeled and submitted in a sealed package as listed below: • Class A – Single Titles • Appendix A – Class A Bid Blank • Appendix E1 – Class A Minimum Qualifications Response • Appendix K - Publisher Distribution Clients • Class B – Pre-Bound • Sealed Package 1 • Appendix E2 – Class B Minimum Qualifications Response • Appendix F1 - Class B_Instructional Qualifications Response • Appendix K - Publisher Distribution Clients • Sealed Package 2 • Appendix B – Class B Bid Blank • Class C – Classroom Library Collections • Sealed Package 1 • Appendix E3 – Class C Minimum Qualifications Response • Appendix F2 - Class C_Instructional Qualifications Response • Appendix K - Publisher Distribution Clients • Sealed Package 2 • Appendix C – Class C Bid Blank

  22. Determination of Responsiveness of Bid • A responsive bid is one that complies with all the material terms and conditions of the solicitation, is considered complete and thorough and all material requirements of the specifications including but not limited to: • Submitting all supporting documentation • Pricing • Any area in which additional information or elaboration is requested, i.e. VENDEX, Subcontractors List • Submission of bid by the time and date specified • Acceptance of all Terms and Conditions outlined in the RFB

  23. Key Questions Submitted • Definition of Trade Book Materials • Existing Contracts • Review Fees • Existing Title Listings

  24. Questions After the Q and A Period, any additional questions should be sent to: tradebookinquiries@schools.nyc.gov No later than10:00 AM on Monday, April 7, 2008 To download a copy of this powerpoint presentation, please visit the DCP site: http://schools.nyc.gov/Offices/DCP/Vendor/RequestsforBids/Default.htm

  25. Timeline a a To download a copy of this powerpoint presentation, please visit the DCP site: http://schools.nyc.gov/Offices/DCP/Vendor/RequestsforBids/Default.htm

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