ITB/Contract #ESD112-DE-12 (Archived)

Please Note:

This bid is now closed.

This page is an archive of the web page that was made available to all interested bidders. It includes the original public notice and all related documents. It also includes a section where purchasers can download PDF's of the affidavits provided by the publishing journals and newspapers where the public notice appeared. Please scroll down to find the documents you are seeking. If you don't find what you need, please contact the DigitalEdge office at 360.952.3415.


August 17, 2012

Invitation to Bid No. ESD112-DE-12

Notice to Manufacturers, Resellers and Distributors of
Educational Technology, Audio-Visual Equipment, and Related Solutions

 

Notice is hereby given that the DigitalEdge office at Educational Service District 112 (ESD 112), Vancouver, Washington, shall receive formal sealed bids on educational technology, audio-visual equipment and related solutions. Bids shall be submitted to the DigitalEdge Purchasing Specialist at Educational Service District 112, 2500 NE 65th Avenue, Vancouver, WA 98661 by 4:30 p.m. Pacific Time on October 9, 2012. Bids shall be opened and publicly read on October 10, 2012 at 10:00 a.m. Pacific Time in the Clark Room at ESD 112. All interested persons are entitled to attend the bid opening.

This Invitation to Bid has been published in newspapers of general circulation pursuant to applicable laws. The Invitation to Bid and all related documents, including bid forms, can be downloaded from this web page.

ESD 112 reserves the right to reject any or all bids, to waive informalities, and to accept only such bids or portion(s) of any bids as may be to the best interest of ESD 112, or to reissue the Invitation to Bid.

Bids shall be sealed, addressed, and marked as follows:

EDUCATIONAL SERVICE DISTRICT 112
ATTENTION: DIGITALEDGE PURCHASING SPECIALIST
2500 NE 65TH AVENUE
VANCOUVER, WA  98661-6812

CONFIDENTIAL: DO NOT OPEN
SEALED BID ENCLOSED
DIGITALEDGE BID No. ESD112-DE-12

Bids shall bear on the outside the name and address of the Bidder as well as the designation of the contract. Bids forwarded by U.S. Mail shall be sent first class to the address listed above. Bids forwarded by delivery service other than the U.S. Mail or hand delivered must be delivered to the address listed above. All bids must clearly display the bid number on the envelope.

This Invitation to Bid and all of its associated documents are owned and copyrighted by Educational Service District 112 in Vancouver, Washington.

For further information about this Invitation to Bid, contact the DigitalEdge Procurement Contract Specialist only by e-mail at digitaledge.specialist@esd112.org.


October 12, 2012 (10:00 a.m.)

The public bid opening took place on October 10, 2012 at 10:00 a.m. at ESD 112.
Download the minutes and the list of bids that were opened.


The video recording of the

VIRTUAL BIDDERS' CONFERENCE
Friday, September 7, 2012 * 10:00 a.m. to 12:00 p.m.

Description: Intended for manufacturers and resellers that are interested in responding to the DigitalEdge Invitation to Bid #ESD112-DE-12, this webinar provided an opportunity for the DigitalEdge Program Director and Purchasing Specialist to share general information about the ITB, demonstrate the use of the forms, and to answer questions asked by the attendees. Download the agenda that was published prior to the Bidders' Conference.

This video can also be viewed on YouTube.


BID DOCUMENTS:

For bidding on products, Bidders are to use all final bid forms, found in the section for Addendum #10 in the Addenda section below.


ADDENDA:

Instructions:
Bidders shall download each addendum and read it thoroughly. Bidders shall complete and sign the form on Page 1 of each addendum, and include the signed page in front of Tab #1 in their three-ring binder. Addenda #s 1-3 have been updated to include these instructions.


AFFIDAVITS:


QUESTIONS AND ANSWERS ABOUT INVITATION TO BID #ESD112-DE-12:

Check this section for questions and answers posed by interested bidders in regard to this Invitation to Bid.

 

PLEASE NOTE:

The final day for interested Bidders to submit a question has been revised to be Tuesday, September 18, 2012.
Please see Addendum 4 for details.

August 17,2012

Question:
Regarding the list of product lines on pages 12-13 of the ITB: Would you consider modifying "Bid #ESD112-DE-12" to include interactive video-conferencing solutions?

Answer:
DigitalEdge is not seeking interactive video-conferencing solutions at this time. It may be considered for future bids.

 

August 20,2012

Question:
Regarding the list of product lines on pages 12-13 of the ITB: In the document camera category, there is not a category for desktop document cameras, just portables. Is the desktop category going to be added to the ITB?

Answer:
The complete list of product lines requested in the DigitalEdge ITB is on pages 12-13. The product specifications for each category can be found on the bid forms.  As noted within the document camera categories for Entry Level, Standard, Advanced and Wireless, the product specifications focus on the product features and do not specify if the document camera is to be a desktop or portable unit.

 

August 22,2012

Question:
Regarding the list of product lines on pages 12-13 of the ITB: The Flat Panel LCD Display category does not include "touch" as a feature. Can this be included in our bid?

Answer:
The product specifications for each category can be found on the bid forms . The product specifications that are listed on the bid forms have to be met in order to submit a bid for the related category. Once the specifications have been met, additional product features such as "touch" can be an added feature of the product(s) bid.

Question:
Regarding pages 6-8 of the DigitalEdge ITB: How does DigitalEdge make products available to the school districts?

Answer:
Pages 6-8 of the DigitalEdge ITB outlines the DigitalEdge Services that Support the Contract. The listed services support the Contract, but as noted on page 30,section 6.0 Marketing Requirements: However, the Awarded Bidder shall agree that the DigitalEdge of ESD 112 does not guarantee any sale to eligible purchasers. Awarded Bidders shall aggressively market their DigitalEdge product to generate sales.

Question:
Regarding the list of product lines on pages 12-13 of the ITB: The ITB does not list a "recycled" computer category on the contract list. What would need to be done to facilitate having this category listed in the ITB?

Answer:
Page 37, section 5.1.1.b notes: Selling equipment or products that are not new and/or products that are not free of liens, or that are B stock, as defined in Section 9 of the Terms and Conditions. Therefore, DigitalEdge is not requesting recycled products in the ITB.

Question:
Regarding the list of product lines on pages 12-13 of the ITB and specifications listed on the bid forms: The bid forms do not reference quantitites needed for the items or minimum specifications. Are these listed anywhere on the bid forms?

Answer:
DigitalEdge is a purchasing program that is requesting bids on behalf of the eligible purchasers listed in the ITB. The quantities are determined on an "as needed" basis by the purchasers throughout the duration of the Contract. This is noted on page 30, Section 6.0: ...the DigitalEdge of ESD 112 does not guarantee any sale to eligible purchasers. Awarded Bidders shall aggressively market their DigitalEdge products to generate sales. Therefore the bid forms do not reference quantities.

 

August 28,2012

Question:
Regarding the forms available on the DigitalEdge web page: Bidder is concerned about being unable to download the bid forms and post-award documents.

Answer:
The links to all the ITB documents have been reviewed and are accessible. Please try this from another computer or have another staff member try it as well. If the problem persists, please contact the DigitalEdge Specialist directly at 360.750.7505 and ask for Bunny Stevens.

Question:
Regarding the Storage Furniture and Solutions product line listed on page 13 of the ITB: The bid forms do not specify the quantity of storage carts required.

Answer:
Regarding the question addressing quantity...Bidders are reminded that the DigitalEdge is not the primary purchaser, but rather,is a purchasing program at ESD 112 that is inviting bids on behalf of the eligible purchasers identified in the section entitled "Eligible Purchasers" on Page 6 of the Invitation to Bid. The quantities are determined on an "as needed" basis by the purchasers throughout the duration of the Contract.This is noted on Page 30,Section 6.0...the DigitalEdge of ESD 112 does not guarantee any sale to eligible purchasers. Awarded bidders shall aggressively market their DigitalEdge product to generate sales. Therefore the bid forms do not reference quantities.

Question:
What capacity(ies) are required of the storage carts? Also,what are the makes, models and battery sizes of the laptops and netbooks that the storage carts are needed for?

Answer:
Bidders have the flexibility to bid on carts that (1) meet the specifications,and (2) best meet the needs of the eligible purchasers. Bidders should consider that the predominant purchaser will be K-12 schools that typically purchase small to mid-size laptops for student use. Therefore, DigitalEdge is leaving it up to the Bidder to identify the carts that they wish to bid, their capacity, and their bay sizes. Bidders are reminded that scores for competing bids on the same model number from the same manufacturer (and their related components) will be compared and awarded to the Lowest Bidder for the manufacturer's model number.

Question:
The specifications for interactive whiteboards are for the boards only. Where would a Bidder submit a bid for an interactive whiteboard, bundled with a projector and a wall mount?

Answer:
A Bidder may use an interactive whiteboard form to bid on a board/projector/wall mount combination as long as (1) the size of the board meets the size specifications on the form, and (2) the board/projector/wall mount combo has a single SKU number. Scores for competing bids on the same board/projector/wall mount combo (and all related components) shall be compared and awarded to the Lowest Bidder. If a board/projector/wall mount combo with a single SKU does not exist in a manufacturer's product line, then the Bidder shall use the pertinent forms for interactive whiteboards and LCD projectors to bid on their solutions.

 

August 29,2012

Question:
Some product categories have specifications that are pretty minimal, and our company sells far more models that meet the specifications from the same manufacturer than we are allowed to bid on a form. How do we know what DigitalEdge is looking for?

Answer:
Bidders are encouraged to think strategically about how they prioritize the models/skus they wish to bid, based on (1) what they know about the needs of eligible purchasers, (2) what they know about current and future trends of their product lines in the context of education, and/or (3) the products they want to most aggressively promote to the eligible purchasers through the DigitalEdge Contract. There may be additional factors for the Bidder(s) to consider, as well. Please Note: Bidders may bid on any model that meets the specifications and that has additional features. A single sku is required if the product model is combined/enhanced with additional features or parts (such as interactive whiteboards and integrated projectors.)

For example:
The specifications for a large LCD display include: "Flat panel display. LCD. 50" to 58.9" diagonal. HD. 1080p." A Bidder may sell a dozen or more models by a single manufacturer that meets these specs, and each model probably has additional features beyond the specs. In selecting the models to bid, it is up to the Bidder to consider:

  • the conversations they have had (or are currently having) with eligible purchasers about the use and installation of LCD displays in learning spaces;
  • the need to display images from computers, laptops, wireless tablets, and other video sources;
  • the pervasive use and availability of the Internet as a source of information in classrooms;
  • the models they think will sell the best to eligible purchasers;
  • the current and future trends in LCD display technology;
  • and other important factors.

Question:
Regarding the participation at technology events and conferences referenced on page 32, section 6.5: How many events are the Awarded Bidders required to participate in per year, as portion 6.5.3 denotes "or other?"

Answer:
The nine ESD's in Washington will each sponsor a DigitalEdge event for all Awarded Bidders each year so they can showcase their awarded solutions to the eligible purchasers in their regions. Since there are nine ESD's in Washington, Awarded Bidders shall fully participate in each of the nine regional showcases, in addition to the NCCE requirement in Section 6.5.1 on page 32. Section 6.5.3 is intended to provide Awarded Bidders additional opportunities to showcase their products when they are invited to do so at regional technology forums; however, this is optional. Please see Addendum 02.

 

August 30,2012

Question:
Regarding a bid for site-based literacy software for use with IWB and iPad/Android Tablets. Would a Bidder submit this bid on the Addendum 01 bid form for curriculum software for interactive whiteboards?

Answer:
The bid form for curriculum software for interactive whiteboards listed under Addendum 1 on the DigitalEdge web page is the correct form to use for this product line. Please review the specifications outlined on the bid form.

Question:
Regarding Bid Evaluation section listed on page 21 of the Invitation to Bid: ...Bids with deviations or exceptions to the requirements or Terms and Conditions of this Invitation to Bid may be disqualified from consideration, even if the Bidder considers them necessary. What exceptions, if any would be allowed in regards to the submittal of bids?

Answer:
All requirements, scope of work, product specifications, bid instructions, evaluation methods, terms and conditions, and other requirements are clearly identified in ITB #ESD112-DE-12. Exceptions are not allowed.

Question:
Regarding the Question/Answer posted on August 29,2012: Some product categories have specificiations that are pretty minimal and our company sells far more models... As a manufacturer, if I bid on products A,B and C under one category, I might receive the award for those products. The DigitalEdge customer may prefer products X,Y and Z that still fully meet the specs (example: upgraded unit,or a better unit), but we are still awarded products A,B and C. The reverse is possible: A,B and C are the better units, and X,Y and Z are the cheaper units, still meeting specs. Do the DigitalEdge ITB contract parameters apply to non-awarded products, such as X, Y and Z?

Answer:
The only products that are subject to the parameters, terms and conditions of the Invitation to Bid are the products that are awarded to the Lowest Bidders.

Question:
Regarding the marketing requirements listed on Page 32, section 6.5: Attendance and Participation at Technology and Other Events/Conferences. The Awarded Bidders shall participate fully in the following events and activities and shall promote awarded products on the DigitalEdge Contract with demonstrations, DigitalEdge flyers and contact information. What happens if the Awarded Bidder has a scheduling conflict?

Answer:
Please refer to the Addendum 2 posted on the DigitalEdge web page, Subject: Clarification of Marketing Requirement on Page 32, Sections 6.5.2 and 6.5.3. This addendum was posted on August 29,2012 on the ITB web page.

 

August 31,2012

Question:
In regards to the product lines on pages 12-13 of the ITB: On what forms would we submit a bid for video-conferencing equipment?

Answer:
This question was addressed on August 17,2012 in the Q&A section of the DigitalEdge ITB web page.

 

September 4,2012

Question:
Are the universal ceiling mounts on the LCD projector bid forms for dropped ceilings or fixed ceilings?

Answer:
Bidders should consider the eligible purchasers and bid on the type of universal ceiling mount that 1) they think is most needed by the purchasers, and 2) the kind that they want to promote on the Contract.

Question:
As a manufacturer, do we submit the bid, or have our resellers submit the bid with the specific pricing per their respective state.

Answer:
It is up to the manufacturer to determine whether it is more strategic for their own company to bid, or to have their various resellers bid. Whether the manufacturer bids or the reseller bids, the bid prices for the requested products must be consistent for all states included in that Bidder's bid. Please see the Scope of Work on page 16, section 2.2.4: All discounts quoted and their resulting bid prices shall be the same in every state that is included in the bid. Bidders shall identify the states in which they are authorized to sell the manufacturer's products at Contract prices.

Question:
If a manufacturer is interested in holding the contract, can they name multiple resellers for each state?

Answer:
A manufacturer can assign multiple resellers for each state, provided the pricing is consistent among all states included in the bid. As outlined in the Scope of Work section, 2.2.4 on page 16: All discounts quoted and their resulting bid prices shall be the same in every state that is included in the bid. Bidders shall identify the states in which they are authorized to sell the manufacturer's products at Contract prices.

 

September 11,2012

Question:
If a vendor has a product that meets all the specifications within a Product line bid form, except for one, can the bidder still bid on this product category?

Answer:
Only products that meet the specifications for a product category will be awarded.

Question:
Would the DigitalEdge office consider reducing the watts of the speakers for the Advanced LCD Projectors?

Answer:
Yes. The bid form for this product category has been adjusted on the new form that was released with Addendum 07.

Question:
Will DigitalEdge be requesting DLP Projectors on this Invitation to Bid?

Answer:
DigitalEdge is not seeking DLP Projectors at this time.

Question:
Can a manufacturer add a reseller after award or make a change to an existing reseller?

Answer:
Yes.

Question:
In regards to the second paragraph on Page 26 of the Post-Award Requirements section; Can the post-award meetings take place virtually with the use of virtual meeting software?

Answer:
Yes. The DigitalEdge staff is working out the details now, and will convey them to Awarded Bidders.

Question:
In regard to the LCD projectors, does the additional year warranty apply to all the products (projector, lamp and mount), or does it just apply to the projector?

Answer:
As per Page 11 in the Scope of Work, "a bid shall refer to an offer on a product that meets the specifications and all of its related components that are requested on the bid form." So an extended warranty only applies to the LCD  projector.

Question:
The formula in the Pricing Spreadsheets that calculates the "Bid Price" is not working, and as a result, the "Total Score for Bid on this Solution" is not calculated.

Answer:
No formula exists in the "Bid Price" cells: Bidders shall calculate their own bid prices in Column G. As soon as they do, the Score cell will apply its calculation.

Question:
Is the DigitalEdge interested in getting a discount structure for the rest of our product line in addition to what we bid? It may include a variety of manufacturers with nominal discounts.

Answer:
At this time, DigitalEdge is only seeking bids on products that meet the specifications in the requested product lines.

Question:
Is this an IDIQ Bid? (Indefinite Delivery/Indefinite Quantity).

Answer:
The DigitalEdge Contract that results from this Invitation to Bid is a convenience contract that is in place for eligible purchasers to use as a purchasing contract. No quantitites are guaranteed in the ITB.

Question:
Can we bundle our software rather than offer individual titles?

Answer:
Bidders can offer bundles as long as the bundles have a unique product number or SKU from the manufacturer. Competing bids with the same SKU or product number will be compared and awarded to the Lowest Bidder.

Question:
Can we offer two different bids for our product(s)...one for an individual unit of the product, and another for a site license or bundle for the same product?

Answer:
Bidders can offer bids on individual units, bundles and different licensing options as long as each have their own product number or SKU number from the manufacturer, and that specifications of that product category are met.  Bidders are reminded that they shall not add more bid spaces to a product category's bid form, unless it is allowed in the specifications. Competing bids with the same SKU or product number will be compared and awarded to the Lowest Bidder.

Question:
If our software requires annual renewal fees, are these subject to the DigitalEdge administrative fees?

Answer:
Bids on software that requires annual renewal fees must include the cost of the annual renewal fees, which are subject to the DigitalEdge administrative fees.

Question:
Do dealers have to fill out Form B?

Answer:
Form B is only for Bidders that are commissioning agents (resellers and distributers) to carry out the Post-Award requirements of the Contract. Only manufacturers can commission agents to do so; therefore Form B is only relevant to manufacturers.

Question:
For the Ultra Short Throw Projectors, the specifications require that the projector needs to have a minimum of 4,000 hours of lamp life. Does this mean in high brightness mode?

Answer:
The lamp will meet specification if it is rated to attain 4,000 hours in any mode. The specifications do not require that the 4,000 hours has to be in "high brightness" mode.

Question:
One of our displays has a table stand as an accessory. Can we offer that item?

Answer:
It can only be offered if it is requested on a bid form.

Question:
For vendors with discount schedules, who will win if for the same item, Vendor A starts at $1.00 and ends at $10.00, and Vendor B starts at $1.50 and ends at $9.00 for the same quantity breaks and same item?

Answer:
DigitalEdge is seeking specific pricing on products, rather than scaled pricing. This scenario does not meet the bid instructions of any of the bid forms.

Question:
What is the estimated current and expected revenue through the product categories?

Answer:
Because the DigitalEdge Contract is a convenience contract that does not guarantee quantities, the answer to this question is unknown. However, the past perfomance of this contract reinforces the value of the DigitalEdge purchasing program for all parties.

Question:
If the same mount works with multiple projectors, can we use that mount as a" related component" for several projectors?

Answer:
Yes.

Question:
In regards to Page 27, Section 2.1.7, can the Awarded Bidder charge a fee for a 4-hour training?

Answer:
The Invitation to Bid does not restrict the bidders from charging.

Question:
For storage carts, the bid form requires a sync kit as an additional related component to the cart. If the cart I wish to bid includes a sync feature, how do I sue the bid form?

Answer:
Simply type "Included in cart" under the product description for the sync kit, and leave the bid price cell blank for the sync kit.

Question:
Will the contract have some flexibility so that the Bidders can offer different accessories, extended warranties and services for each customer?

Answer:
A product category entitled "Bidder's Choice" has been added to the product line of LCD Projectors. Please see the revised Bid forms for LCD Projectors under Addendum #07.

Question:
In regards to the Bid Timeline on Page 4 of the ITB, and Section 1 through 5 on Page 9: Will the DigitalEdge give Bidders additional time between the last day for submitting questions, and the bid due date?

Answer:
Yes. Bidders are advised of a new "last date" for them to submit questions, and for the DigitalEdge office to publish addenda. The due date for bids will remain unchanged. Please see Addendum #04.

Question:
Where should the signed addenda be placed in the three-ring binder?

Answer:
Please place the signed addenda in front of Tab #1. Please see Addendum #04.

Question:
Regarding Page 30, Section 6.1 of Post-Award Marketing Requirements: Are Awarded Bidders required to have their DigitalEdge web site up and running within five days of the Intent to Award, or the Final Award?

Answer:
Awarded Bidders' web site shall be operational within 30 business days of final award, and its URL shall be reported to the DigitalEdge Purchasing Specialist within the same period. Please see Addendum #05.

Question:
Will DigitalEdge consider adding flat panel plasma displays to the Contract?

Answer:
Yes. Please see Addendum #06 and the associated revised bid form (formerly called Flat panel LCD displays; and now called Flat panel displays.)

Question:
In regard to additional warranties on the bid forms for some product lines: What is your baseline expectation of warranties? Can we bid additional year warranties to promote cost savings to the Purchasers?

Answer:
For the purpose of DigitalEdge ITB #ESD112-DE-12, baseline is the standard warranty that is included with the projector at the time of purchase, absent any additional warranties. The extended warranty(ies) requested will add the requested number of years on to the manufacturer's original warranty. For example, if the manufacturer's warranty is one year, and the Bidder bids on an extended warranty of three years, the total warranty will be for four years. Bid forms are revised to include additional year warranties only if the original bid form included an an additional one year warranty as related component. Please see Addendum #07 and the associated revised bid forms for LCD projectors, document cameras, and flat panel displays.

Question:
In regard to Page 14, Section 2.2: Can we bid thrid party universal ceiling mounts for projectors to promote cost savings to the Purchasers?

Answer:
Yes. Please see Addendum #08 and the associated revised bid forms for LCD projectors. (Download the revised bid forms for the LCD projector line in Addendum #07 above, as they include the revisions that are pertinent to Addendum #08.)

Question:
The specifications for some of the document cameras do not include an 5D card slot, and yet a memory card option is listed as a related component. Is it implied that the document cameras that we bid must include a card slot?

Answer:
According to the specifications, no document cameras on the bid require a built-in card slot. The bid forms for document cameras have been revised for clarity. See Addendum #09 and the associated revised bid form for document cameras (found with addendum #07).

 

September 12,2012

Question:
What if a manufacturer does not have a nationally published pricelist?

Answer:
In the event that a Manufacturer does not supply the dealer with a nationally published pricelist, the dealer should use the pricelist supplied by the manufacturer that is in effect September 1,2012.

Question:
In regards to Page 15, Section 2.2.2.b, shipping charges exceptions, please clarify if a vendor can charge shipping costs?

Answer:
The requirements for shipping charges, and exceptions are clearly laid out in the Scope of Work section of the ITB on Page 15, Section 2.2.2.b. Bidders should read and develop a clear understanding of shipping and handling terms.

Question:
Will you allow multiple awards in a category...for instance...not just one board manufacturer, one doc cam manufacturer, one monitor manufacturer in a specific category?  We are not talking about awards between dealers of a single manufacturers.

Answer:
Awards will be made to the lowest responsive, responsible Bidder for the bids for each product bid with a unique model number (and their related components).

Question:
For flat panel displays, we have 5 different sizes, we just choose our top 3. If we are awarded the contract on the three models that we bid, and a customer chooses one of the other two, do we reference the DigitalEdge Contract?

Answer:
This answer has two parts. (1) A Bidder can bid on as many models in each flat panel category as the form allows, as long as they meet the product specifications for the category. (2) An Awarded Bidder does not quote, reference or pay administrative fees on non-awarded products or related components.

 

September 13,2012

Question:
The Bid sheet for Standard Interactive Whiteboards,are the only bid sheets that have specifications for the 78" diagonal measurements. We have an entry version, but our current customers purchase the more robust 78" option.  Can we offer more than two 78" options?

Answer:
The Standard Interactive Whiteboards bid form is limited to two whiteboard products, provided the minimum specifications outlined on the form are met.

 

September 14, 2012

Question:
Will DigitalEdge consider requesting LED projector's on the ITB?

Answer:
DigitalEdge is not seeking LED projectors on the Invitation to Bid #ESD112-DE-12 at this time. Only LCD projectors are requested.

Question:
Regarding the Bid form for Interactive Whiteboards, the product category of Curriculum Software. I am interested in bidding 19 total software programs, yet the form only has listed four line items to submit bids on.

Answer:
Please refer to the last line listed in the Bid specifications for Curriculum Software for Interactive Whiteboards. It refers to the use of the form for submitting more than four bid lines.

 

September 18, 2012

Question:

Will manufacturers be competing against manufacturers? Will one manufacturer be awarded per product bid, or will all manufacturers be acccepted providing they meet the requirements?

Answer:
The Bid Evaluation section on page 21, states, Bids shall be evaluated by Key DigitalEdge staff. Contracts shall be awarded to the lowest responsive, responsible (qualified) Bidders as defined in Section 2.0, on page 22. Please review all paragraphs and sub-paragraphs in section 2.0, which starts on page 22 of the Invitation to Bid, to learn more about how competing bids are awarded.

Question:
Why is software omitted from the Invitation to Bid?

Answer:
At this time, DigitalEdge is seeking hardware solutions (and pertinent software solutions) that create optimal learning environments. Therefore, DigitalEdge is only seeking software that is relevant to the hardware solutions requested in this Invitation to Bid. Generally speaking, stand-alone software solutions are requested by the other purchasing program in Washington, The Washington Learning Source.

Question:
Are manufacturers able to bid their own products and not go through a reseller?

Answer:
Yes. As outlined on  Page 11, Scope of Work section, of the Invitation to Bid: This Invitation to Bid requests the most competitive prices from manufacturers or their authorized resellers or agents on educational technology, audio-visual equipment and other related solutions.

Question:
On page 16, section 2.2.5 of the Invitation to Bid states,"Bids shall reflect a more competitive price than regular published education pricing". However on the product Excel sheets you request the "Manufacturers Price."  Manufacturers vary the terminology they use to describe pricing (retail, MSRP, etc.). Can you clarify what you want?

Answer:
DigitalEdge is seeking the most competitive prices for the Eligible Purchasers in Invitation to Bid #ESD112-DE-12. The answer to the first question answered on September 12,2012 on the DigitalEdge ITB web site addresses this question. Dealers should use the manufacturer's price list that is provided to them to establish educational pricing and subsequent bid pricing. The bottom line is that the score for each bid is based on a formula that calculates the final bid prices of the items requested, regardless of the price list used. Awarded Bidders shall use the same type of manufacturer pricelist to discount their products throughout the term of the Contract.

Question:
Some manufacturers have "educational pricing," and the price is already discounted and margins have been lowered. In addition, "educational pricing" does not reflect shipping and a 2.5% bid fee. Are bidders expected to bid lower than this "educational pricing" even though they will be at a loss after shipping and the 2.5% fee are taken into account?

Answer:
Dealers should work with their manufacturers to think strategically about this contract and how to bid on requested products in response to the ITB. The DigitalEdge does not get involved in Bidders' bid strategies.

 

September 20, 2012

Question:
Regarding the Bidder's Choice forms, do we price only the requested items, or do we include the price of the requested item with the product that it is enhancing?

Answer:
On the Bidder's Choice form, Bidders should only provide bid prices on the items requested on that specific form. Biddeers should not include anything else in their bid price.

Question:
Can you please add an optional five-year extended warranty for my product line? I have a manufacturer that offers a two-year warranty and a five-year warranty.

Answer:
No. However Bidders may use the Bidder's Choice form for such offers. In this case, if the bid price for a five-year warranty is universal for all products bid in the main product categories, the Bidder only needs to bid it once. However, if the bid prices for five-year warranties will differ among the products that were bid, then the Bidder is required to list each five-year warranty as a separate bid on the Bidder's Choice form.

Question:
In regards to the accessories listed in the Wireless Tablet Bid forms; if a vendor chooses to bid only on a "30 pack" line item, not the single or 10 pack items, will this disqualify the vendor from the bid?

Answer:
No. As specified on the individual Bid forms under the Instructions to Bidder: Provide the following information about all products that you are bidding and that meet the product specifications. You are not required to bid on all products that meet specifications.

Question:
Regarding the Wireless Document Camera bid form, the form only allows point to point wireless. If another solution is allegedly superior or different, such as a hub, as opposed to point to point, will you allow this? If not, would this be a product that may be bid on the Bidder's Choice bid form?

Answer:
The Wireless Document Camera bid form, and all bid forms, list the minimum specifications that the item must meet in order to be submitted on the form. If a product meets these specifications, than it may be submitted as a bid on the bid form for that product category. In regards to the Bidder's Choice bid form in the Document Camera product line, please review the specifications that state: Bidders that have submitted bids on document cameras in at least two document camera categories may bid on up to ten products (supplies, accessories and other items) of their choice that support, enhance or extend the use of the document cameras they bid.

Question:We have document cameras that have slight deviations from the one we will bid, as we do custom work. Do we have the liberty to add whatever product we want?

Answer:
No. The specifications that are set for submitting bids on products are outlined on the bid forms, and they list minimum specifications that must be met, when submitting a bid. Bids on products that do not meet minimum specifications shall be rejected. Bidder's Choice bid forms are not for adding additional document cameras, but can be used for accessories that extend or enhance the document cameras that have been bid. Please review the ITB and bid forms in their entirety to make sure you are in compliance with the bid specifications, requirements and restrictions.

Question:Can you please consolidate all of the addendas into an updated Invitation to Bid?

Answer:
Yes. Please see Addendum 12 (to be posted on 9/21/12) for the updated Invitation to Bid, which will include all changed language from Addendums 1 through 11.


SAMPLE POST-AWARD DOCUMENTS:


PLEASE READ:

The Question and Answer Phase is now closed.

Please see addendum #12, posted in the Addenda section of this web page, for the updated INVITATION TO BID #ESD112-DE-12 which now includes all revised/updated language from addenda #1 through 11.


BIDS ARE DUE TO THE DIGITALEDGE OFFICE BY 4:30 PM PACIFIC TIME ON OCTOBER 9, 2012.

For Further Information:
Contact Bunny Stevens, DigitalEdge Procurement Contract Specialist at digitaledge.specialist@esd112.org.

E: digitaledge.specialist@esd112.org

P: 360.952.3415