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REMC Bid Contracting 101

REMC Bid Contracting 101. REMC $AVE Bid Project August 7, 2008 August 14, 2008. REMC $AVE Project Staff. Nancy Corner Erik Drake Laura Hischke Joan Moldenhauer Jamie Danley, Ingham ISD. Session Topics. REMC Organization & Partnerships REMC Statewide $AVE Bid Project

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REMC Bid Contracting 101

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  1. REMC Bid Contracting 101 REMC $AVE Bid Project August 7, 2008 August 14, 2008

  2. REMC $AVE Project Staff • Nancy Corner • Erik Drake • Laura Hischke • Joan Moldenhauer • Jamie Danley, Ingham ISD

  3. Session Topics • REMC Organization & Partnerships • REMC Statewide $AVE Bid Project • Bid Category Opportunities • Bid Contracting Process • Pre-Bid • Bidding/Evaluation • Award Recommendation • Post Award • Questions & Answers

  4. What is REMC? • A REMC is a collaborative service of one or more ISDs providing educational technology services to local schools. • The Regional Educational Media Center Association of Michigan (REMCAM) is the statewide organization made up of the 22+ REMC Directors. • The REMC $AVE Bid is a project of the REMC Association.

  5. REMC Centers State ISDs

  6. REMC Centers

  7. REMC Partnerships REMC works closely with these organizations and shares a similar commitment to the effective use of technology and media to increase student achievement. • Michigan Association for Computer Users in Learning (MACUL) • Michigan Association for Media in Education (MAME) • Michigan School Business Officials (MSBO) • Michigan Association of Intermediate School Administrators (MAISA) • Michigan Institute for Educational Management (MIEM) • Michigan Department of Education (MDE)

  8. REMC Value-Add Features • Competitive Bid Process / Aggregated Pricing / Discounts • Compliant with State Bid Policies & Procedures • Online Buying Guides & Product Catalogs • Extended Product Warranties/Minimum Product Standards • Shipping & Handling Charges Included • Low or No Minimum Order Requirements • Extended to local units of government, libraries and higher ed.

  9. Bid Process Overview • Timelines/Bid Opportunities • Vendor Center • Pitfalls – Questions and Answers • Post Award Responsibilities

  10. REMC Bid Opportunities

  11. Paper (Mill Grade) Computer Supplies A/V Supplies Art Supplies Office Supplies Instructional Supplies Network Electronics Software Library Supplies Computers Computer Peripherals Equipment, Audio Equipment, Video Furniture Projection & Screens Catalog Discounts REMC Bid CoreProduct Categories

  12. Timeframe Current Contract: July 1, 2008 - June 30, 2011 Next Contract: July 1, 2011 - June 30 2014 Categories Computer Bundles Computer Parts & Peripherals Monitors Servers & Thin Clients Network Electronics Appliances & Tools Power Management Servers Security/Firewalls Storage Switches & Routers Network Software Service & Support Computers & Network Electronics Snapshot

  13. Timeframe January 1 - December 31, 2008 Bid released mid-September Bid due mid-October Product “Face-Off” for certain products mid-November Contract Awards mid-December Categories Art & Instructional Supplies A/V Equipment & Supplies Library Equipment & Supplies Multimedia Projectors Office Equipment & Supplies Supplies & Equipment Snapshot

  14. Timeframe Current Contract: January 1, 2008 - June 30, 2009 Next Contract: July 1, 2009 - June 30, 2012 Bid released Spring, 2009 Software Snapshot Categories • 22+ Manufacturers • Microsoft • Adobe • Inspiration • Sunburst • Symantec • McAfee • Houghton Mifflin • Scholastic • And many more…

  15. Bond Paper White Colors Variable weights and sizes Multipurpose (Mill Grade) White (case, skid, truck) Colors (multiple sizes) Notebook Filler Laser Premium Vellum Bristol Cover Stock Catalog Discount Timeframe Current Contract: June 1-August 30, 2008 Next Contracts: September 1-November 30, 2008 December 1, 2008- May 30, 2009 Xerographic Paper Snapshot

  16. Doing Business with REMC Apply STEP 1 STEP 8 Award Prepare & Plan STEP 2 STEP 7 Recommend Review, Question & Complete Response Demonstration(s)/Presentation(s) STEP 3 STEP 6 Submit – Be Competitive, Complete & Timely STEP 4 Vendor Bid Evaluation & Clarifications STEP 5

  17. Bid Process – Pre-Bid Preparation Suggestions • Vendor • Review http://remcbid.org • Categories & Product Categories • Bid Center Archives • Keep Bid Contact Information Updated • Product Recommendations • REMC Staff • Reporting & Recommendations • Specification & Bid Development

  18. Bid Process – Bid Release Components • Courtesy e-mail from Ingham ISD that bids are posted. • Announcement Letter & Checklist • Invitation to Bid (ITB) • Vendor Profile • Response Form(s) • Vendor Fees Agreement • Vendor Signature Page

  19. Bid Process – Response to ITB Components • Submit questions per the instructions outlined in the terms and conditions. • Submit all documents and media to Ingham ISD Purchasing Department per timeline. • Public bid opening per terms and conditions.

  20. Bid Process – Evaluation • Bid Evaluation • Product Evaluation “Face-Off” • Requests for Vendor Clarification • Recommendations • Vendor Verification Process

  21. Bid Process – Award • Award Recommendations • REMC $AVE Bid Project Committee • Ingham ISD Board of Education

  22. Bid Process – Post-Award • Product Images & Specification Sheets • Contact Information • Product Catalog Development Tasks • Partnership & Communication • Marketing & Outreach Activities • Reporting Responsibilities • Promotions & Rebates

  23. Bid Response Pitfalls • Forms requiring original signatures • Not submitting appropriate media • Submitting documents in wrong format (pdf) • Missing deadlines for vendor profiles and marketing plan.

  24. Bid Response Pitfalls • Bid Response Forms • Responding to “No Bid” items • 1 Bid per Line • Completing Accessories Tabs • Catalog Discounts • Modifying Bid Documents • All Caps Functions • Product Exceptions to Specifications • Products that Exceed Specifications • Brand vs. Manufacturer • Units of Measure and Items per Package

  25. REMC FAQs - Bidding • How do I get notified of bid opportunities? • My company did not bid last fall, and we did not submit a no-bid letter. Are we eligible to bid this? • When a bid is released, who do I ask questions about the bid? • What's the difference between MSRP and Educational List Price? • Why are the response forms locked? • Do I have to print response form pages for “no bid” items? • Can we bid 2 choices in a category? • Can I bid a catalog discount? • Can I submit my bid documents electronically?

  26. REMC FAQs - Bidding • Can I subcontract, partner or use resellers? • Will REMC consider piggybacking on other contracts? • Will REMC accept products with specifications different than listed on the response form? • Can I submit product samples as part of the bid response? • The terms and conditions state that all bid prices are to be guaranteed by the reseller.  What if I can’t guarantee my prices for the full term of the contract? • What if I have a question after the Q & A period is over? • How do I bid high volume discounts?

  27. REMC FAQs - Evaluation • What if a product I bid is discontinued during the bid process? • How will I know if I have to present or be included in a “face-off” product evaluation?

  28. REMC FAQs - Award • Does REMC award to more than one vendor for a product or category? • Must a vendor be awarded one or more line items to be awarded a catalog discount? • How will I know if I am being recommended for award?

  29. REMC BID FAQs - Contract • Can I request a contract extension? • Can I change pricing during the term of the contract? • Can I change product during the term of the contract? • Can I use REMC pricing to respond to local bids? • Can I use the REMC logo in marketing? • How do I go about getting a rebate posted to the REMC website? • How do I get contact names for marketing?

  30. REMC BID Closing Remarks Thanks for taking the time to come and learn about the REMC $AVE Bid Project. Please take time to fill out the evaluation that we e-mail in the next couple of days. Your input will assist us in designing future sessions.

  31. “Get Connected, Get Educated, and Partner with REMC $AVE”

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