CURRENT INVITATION TO BID

INVITATION TO BID

Bid No. ESD112-DE-10
Notice to Original Equipment Manufacturers,
Authorized Resellers or Agents of
Instructional Technology and Audio-Visual Equipment

 
Posted July 30, 2010
 

Notice is hereby given that the Purchasing Department at Educational Service District 112 (ESD 112), Vancouver, Washington, shall receive formal sealed bids on instructional technology and audio-visual equipment. Bids shall be submitted to the Purchasing Department at Educational Service District 112, 2500 NE 65th Avenue, Vancouver, WA 98661 by 5:00 p.m. PST on September 20, 2010. Bids shall be opened and publicly read on September 21, 2010 at 9:00 a.m. PST at ESD 112. All interested persons are entitled to attend the bid opening.

This Invitation to Bid (ITB) has been published in newspapers or business journals of general circulation pursuant to applicable laws. In addition, the Invitation to Bid (ITB) and related bid forms are posted on ESD 112’s DigitalEdge web site at digitaledge.esd112.org as of July 30, 2010.

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

Bids shall be sealed and marked as follows:

CONFIDENTIAL: DO NOT OPEN
SEALED BID ENCLOSED
DIGITALEDGE BID No. ESD112-DE-10
ATTENTION: BID ADMINISTRATOR
ESD 112

Bids shall be delivered in a sealed container, and 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 below. Bids forwarded by delivery service other than the U.S. Mail or hand delivered must be delivered to the address listed below. All bids must clearly display the bid number on the container.

Bids shall be addressed to:

EDUCATIONAL SERVICE DISTRICT 112
BID ADMINISTRATOR
2500 NE 65TH AVENUE
VANCOUVER, WA 98661-6812

 

For further information, contact the Bid Administrator at bid.administrator@esd112.org.

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

Forms for Bid Submission and Evaluation

Download the Invitation to Bid #ESD112-DE-10.

Download the Bid Information Forms with Specifications for Each Equipment Category (Forms A-E):

Bidder's Narrative of Qualifications

Bidder's Non-Collusion Form

Bidder's Offer and Acceptance Form

Download the Ordering Instructions Templates for Eligible Purchasers

  • If you are an OEM that plans to assign an awarded contract to resellers, download this template.
  • If you are a reseller or OEM that plans to fulfill the contract terms, download this template.

Addenda to the Invitation to Bid

Addendum 1: August 24, 2010

Addendum 2: August 25, 2010

Addendum 3: August 26, 2010

Revised Bid Form B: August 26, 2010

 

Pre-Bid Informational Webinar

This webinar took place on August 20, 2010, and was recorded.

  • Click here to view the agenda.
  • Click on the PLAY button below to begin viewing the recorded webinar.

Forms for Post-Award Requirements

Reductions in Administrative Fees

Marketing Criteria and Approval Forms

Sales Report Form

Product and Price Update Forms

Questions and Answers Regarding this Invitation to Bid

All Bidder inquiries and requests for clarification will be posted here.
Please check back on a regular basis.

August 3, 2010:

Question:
If a Bidder is located on the East Coast, are they eligible to bid on the DigitalEdge Invitation to Bid #ESD112-DE-10?

Answer:
Yes, all Bidders are eligible to bid if they meet all terms and conditions and requirements of Invitation to Bid #ESD112-DE-10.

* * * * *

August 5, 2010:

Question:
Shall Bidders include the 3 percent Administrative Fee in their final bid price in the their Bid, or is the Administrative Fee a separate charge to Purchasers?

Answer:
The final bid price offered in the Bidder’s Bid Forms (D and E) for each individual OEM’s equipment category shall include the Administrative Fee and all associated costs, which are reflected in the final DigitalEdge Contract price. This is explained on page 13, Section 2.2, in the second paragraph of the Invitation to Bid.

* * * * *

Question:
Do prices that are offered in the Bidder’s bid have to be lower than any price the Bidder sells comparable manufacturers equipment for, to Purchasers in the states where the Bidder is awarded a DigitalEdge Contract?

Answer:
Final bid prices in the Bidder’s bid shall not exceed prices that the Bidder offers to sell substantially similar manufacturers' equipment for, based on comparable quantities and terms and conditions, to eligible Purchasers in the states where the Bidder is awarded a DigitalEdge Contract.

* * * * *

Question:
How important is it to provide Purchasers local, personal assistance on-site and face-to-face?

Answer:
Local, personal assistance on-site and face-to-face is very important to support eligible Purchasers under the DigitalEdge Contract, and it is a requirement of all Bidders that are awarded a contract. Information provided by Bidders on Bid Form B demonstrates their capacity to provide local, personal assistance on-site and face-to-face, and has a weighted point score of 30 percent of the total bid score. This is explained on page 27, Section 2.2.1 in the Invitation to Bid.  

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August 6, 2010:

Question:
Isn't the list of products that will be selected for the Technology Directors' Choice Awards somewhat subjective? 

Answer:
First of all, the Technology Directors' Choice Awards will not dictate or have any impact on the products that are awarded on the DigitalEdge Contract. The purpose of the Technology Directors' Choice Awards is to develop a list of "best of class" products that have been awarded in each category, based on specific criteria that is used in a scoring sheet.

* * * * *

Question:
Does the creation of the Technology Directors' Choice Awards mean that the purchasers don't need to do any research on their own?

Answer:
Since the DigitalEdge Contract now awards contracts to the lowest Bidder for each individual OEM’s equipment category, it makes it very difficult for novice or busy technology directors to know where to even start with their research, because of the vast number of makes and models to comb through. Therefore, it is our intention to involve District Technology Directors because of the increased credibility they bring to the process. District Tech Directors who are not as savvy or who have not had time to review and evaluate the products themselves appreciate the convenience of knowing that the products on this list have been selected by their peers. It gives them a starting point for further research. It gives them a starting point for further research.

* * * * *

Question:
What about the committee members who participate in the Technology Directors' Choice Awards who may already have set standards for their own districts? Are you concerned about bias?

Answer:
All committee members will be required to use a scoring sheet with specific evaluation criteria.

* * * * *

Question:
Does the scoring and ranking sheet in the Invitation to Bid favor national companies more than local resellers?

Answer:
The scoring and ranking sheet has weighted criterion that evaluates six different categories that meet specified bid requirements on page 27, Section 2.2, in the Invitation to Bid. The weighted criterion does not favor any individual Bidder or Company. The intent of the bid is to receive bids and award multiple contracts from OEM’s or their authorized resellers that provide the best local, personal assistance on-site or face-to-face, and that provide highly competitive pricing to eligible Purchasers for each individual equipment category in each state.

* * * * *

Question:
The minimum performance threshold seems a little stiff. Is there a way to opt out of a state, if the Bidder does not meet the performance requirement?

Answer:
The minimum performance threshold of $25,000 in sales per quarter per awarded state was established so that each Awarded Bidder generates sufficient sales in order to share the cost of contract administration and marketing equitably with all other Awarded Bidders. Bidders that are awarded a DigitalEdge Contract in response to ITB #ESD112-DE-10 are required to meet this minimum performance threshold. There is no opting out of this requirement. If the Awarded Bidder does not meet the performance requirement, they are still required to pay the minimum quarterly Administrative Fee of $750 per quarter per awarded state, as per the language on pages 41-44 in the Invitation to Bid.

* * * * *

Question:
We have a product that we would like to add to the DigitalEdge contract because it is getting a lot of attention in schools, but it does not fit into one of the equipment categories in the ITB. Can the DigitalEdge add new equipment categories to ITB #ESD 112-DE-10?

Answer:
Any revision to the Invitation to Bid requires considerable thought and discussion. It is not in the best interest of DigitalEdge to revise ITB #ESD 112-DE-10 and create an addendum to include additional equipment categories at this time, no matter how compelling those categories are.

* * * * *

August 10, 2010:

Question:

Can an OEM bid directly on equipment categories listed in the new DigitalEdge Invitation to Bid, and assign resellers the responsibilities and/or performance requirements in the bid?

Answer:

Yes! An OEM can bid directly on equipment categories identified on Bid Forms (D and E), for each state offered on the Bidder’s Bid Form A, and assign authorized resellers specific bid responsibilities and performance requirements on Bid Form C and in the Post-Award Section of the Invitation to Bid. The Awarded Bidder is responsible for updating the local, personal assistance contact information on Bid Form B, for each individual equipment category, and by state.

* * * * *

August 17, 2010

Question:
We are the manufacturer and seller of the products offered and not a “commissioning agent”; therefore, should we simply mark an “X” in the Bidder column of this form for all 13 items listed?

Answer:
Yes.

* * * * *

Question:

Instructions on Bid Form E say that this form must be completed. Any “third party products that enhance or complement” our products (audio cables or others) are offered as part of our bid at the same discount off of MSRP as all of our other products. How should we respond on this form?

Answer:
All products that are offered by the OEM should be listed on Bid Form E. However, if the Bidder sells products that enhance or complement that equipment on Bid Form D and those enhancing products are not manufactured by the OEM identified on Bid Form D, they are considered “third party products,” and should be listed on Bid Form E.

* * * * *

Question:
Can we make an offer to one State only?

Answer:
Yes.

* * * * *

Question:
If we are awarded a contract, how will we have access to ESD 112 members thereafter?

Answer:
The DigitalEdge web site lists the districts in each state that have signed Interlocal agreements. That is a good starting point. However, the Awarded Bidders or their assigned resellers are still required to do their own marketing of the DigitalEdge Contract and products that they have been awarded on the Contract, through normal measures.

* * * * *

Question:
If we have an established relationship with schools that are members of ESD 112 prior to a contract with ESD 112, how does the 3% admin fee apply to purchases made by those schools in the future if they rely on the prior contract?

Answer:
If they are relying on a current or prior contract that is still in effect, DigitalEdge admin fees do not apply. All DigitalEdge sales realized or generated under or as a consequence of the DigitalEdge Contract #ESD112-DE-10 shall include an Administrative Fee of 3 percent. Purchasers shall reference the DigitalEdge Contract number on their purchase orders at the time of purchase.

* * * * *

Question:
Are ESD 112 members required to buy from an ESD 112 contract? For example, if they are in a co-op or state with which we have a contract, are they allowed to buy through that contract?

Answer:
Yes. However, all Awarded Bidders are expected to meet their minimum performance threshold of $25,000 in sales, per quarter, for each state they identify on Bid Form A.

* * * * *

Question:
Are we expected to offer all of our products or only those that are popular in the region?

Answer:
Bid Forms D and E will have the product specifications for the equipment that DigitalEdge is seeking and that will be awarded. Bidders must list all products that meet those specifications, and then only those products that are awarded can be offered at the DigitalEdge Contract price.

* * * * *

Question:
If products are not on the offer list to ESD112, can we make them available to customers outside of the offering?

Answer:
Yes. But the Awarded Bidder can not use the DigitalEdge Contract to advertise or sell those products that are not included on the list of awarded products.

* * * * *

Question:
Will the ESD allow a request not to post the pricing on the ESD site or in any of their marketing materials and in place of that, possibly list “Call for Pricing” or “Contact the Reseller for Special Pricing Available on Contract”?

Answer:
Since the DigitalEdge is requesting bids on behalf of the eligible Purchasers named in the ITB #ESD112-DE-10, the intent is to assist them in the viewing of equipment on the Contract by publishing information about the awarded products. Therefore, the DigitalEdge will use the searchable online catalog as well as the downloadable product and price list to advertise the products, their contract prices, pertinent key specifications and features, and information regarding the party to contact for more information.

* * * * *

August 18, 2010

Question:
We want to be sure you are best protected and leveraged with each of our best partners in each state. Is there a limit to how many named partners we can list on our direct bid?

Answer:
There is no limit to how many resellers a Bidder can list on Bid Form B, for each state and OEM equipment category named on Bid Form A. Once the Bidder is awarded a DigitalEdge contract, they can change resellers at any time by an updated Bid Form B to the DigitalEdge office.

* * * * *

Question:
Are Projector Lamps added to the peripherals, supplies, and accessories section in Bid Form D, for each Projector equipment category?

Answer:
Yes, the Bidder will identify the percent of discount from MSRP for peripherals, supplies, and accessories in Section C, for each equipment category offered in the Bidder’s bid.

* * * * *

Question:
Are large screen monitors included in the LCD Television equipment category?

Answer:
No. The DigitalEdge is only seeking televisions (with tuners) between 40” and 50” in size.

* * * * *

Question:
Is the Administrative Fee structured the same as the last contract ESD112-DE-09?

Answer:
No. The new Invitation to Bid requires Awarded Bidder’s to meet a minimum performance threshold of $25,000 in sales, per awarded state per quarter, or 3 percent of all DigitalEdge sales realized or generated under or as a consequence of the DigitalEdge Contract #ESD112-DE-10.

* * * * *

August 19, 2010

Question:
If a school district is a member of ESD 112 but the district decides to send a separate bid out, and not purchase through ESD 112, is the vendor required to pay the 3% Administrative Fee based on the district’s membership in ESD 112?

Answer:
No. However, there are some advantages for a district and for an Awarded Vendor to utilize the DigitalEdge Contract that has already been competitively bid. Using the DigitalEdge Contract saves the district time and money.

  • If a district is leaning toward conducting their own competitive bid, the Awarded Vendor risks losing the award.
  • The DigitalEdge Contract provides the Awarded Vendor to work with a district within the contract to lower pricing for that district’s purchase.
  • In the case of a large purchase over $50,000 on a single purchase order, the DigitalEdge allows the Awarded Vendor to request a reduction in Administrative Fees.

* * * * *

Question:
Is a vendor permitted to offer bigger discounts to individual school districts outside of the ESD 112 contract?

Answer:
The bid prices the Bidder offers in their bid shall not exceed prices on the same or substantially similar equipment, to eligible Purchasers in the states where the Bidder is awarded a DigitalEdge Contract. Awarded Bidders can offer lower Contract pricing to Purchaser’s at any time after the initial award period. Awarded Bidders need to consider the requirement to meet the minimum performance threshold of $25,000 per quarter per state.

* * * * *

Question:
If we are awarded the contract, will our pricing be displayed on ESD 112’s website?

Answer:
Yes. This question was answered in a previous Q & A on the DigitalEdge web site.

* * * * *

Question:
I have two resellers in a region that have been selling our company’s product through a different purchasing vehicle. I am wondering if I can have both of my resellers bid directly on our products, rather than our company bidding direct?

Answer:
Yes, OEM’s may encourage their resellers to bid direct. However, only one Bidder will be awarded the bid on that OEM’s equipment category, using the evaluation method described in the Invitation to Bid #ESD112-DE-10.

* * * * *

Question:
Is a vendor permitted to offer bigger discounts to individual school districts outside of the ESD 112 contract?

Answer:
The bid prices the Bidder offers in their bid shall not exceed prices for the same or substantially similar equipment to eligible Purchasers in the states where the Bidder is awarded a DigitalEdge Contract. There are three times when a Bidder might choose to lower their pricing:

  • At any time during the Contract period, an Awarded Bidder may offer a more competitive Contract price on a single-unit. Once the Bidder lowers the Contract price, it may not increase after that point in time.
  • For purchases that exceed $50,000, an Awarded Bidder may submit a written request to the Bid Administrator, seeking a reduction in the Administrative Fee by completing the form called Request for Reduction in Administration Fee.
  • At any time during the Contract period, the Awarded Bidder may offer a single eligible Purchaser a lower Contract price in their price quote to the Purchaser, without affecting the Contract price that is advertised on the DigitalEdge web site and in other DigitalEdge marketing materials.

* * * * *

Question:
Where can I find pages 24 and 25 (in the document footer) of the Invitation to Bid #ESD112-DE-10?

Answer:
There was a page numbering format issue when converting the Invitation to Bid #ESD112-DE-10 document to PDF. There are no pages 24 or 25 (in the document footer), and there is no missing bid information or documentation.

* * * * *

August 24, 2010

Question:
For an OEM’s equipment category, can the OEM bid in some states and their dealer(s) bid in others, resulting in different prices from two different bidders?

Answer:
Yes.

* * * * *

Question:
Instructions on Bid Form E say that “this form must be completed... It refers to any “third party products that enhance or complement” the OEM’s products that are offered as part of the bid at the same discount off of MSRP as all of our other products. How should we respond?

Answer:
Use Bid Form D to insert bid data on all requested products for the OEM identified on this Bid Form. Use Bid Form E to insert bid data on all third party products that support, enhance or complement the equipment offered by the OEM identified on Bid Form D. Please refer to Page 22, Section 1.5 of the Invitation to Bid.

* * * * *

Question:
On Bid Form E, under the section for scoring, you have indicated "rechargeable batteries" for Interactive Classroom Solutions. Is this mandatory or just an example of what we can offer?

Answer:
If, on Bid Form E, there is a section that says “Scored during evaluation” in the black stripe, Bidders must submit a bid on that item.

* * * * *

Question:
On Bid Form D of each category, you have indicated that there is to be a specific discount from MSRP on all accessories. Do you want each accessory to be listed under Section A or not at all?

Answer:
No. Only the OEM’s equipment products that meet the specifications on Bid Form D, are listed in Section A. Section C of Bid Form D is where the percent of discount from MSRP is indicated for the specified OEM’s equipment peripherals, supplies and accessories.

* * * * *

August 25, 2010

Question:
Can you please give us an overall amount of sales in $$ that is sold annually off of this contract?

Answer:

  • Calendar Year 2009 - $12,778,380
  • Calendar Year 2010 (up through and including June 30) - $6,026,331

* * * * *

Question:
How much revenue did the ESD receive in 2009 from the DigitalEdge contract?

Answer:
Based on $12,778,380 in sales during CY2009, ESD 112 received $383,353 in administrative fees.

* * * * *

Question:
You have at least 30 companies represented at this webinar. 30 Companies x $3,000 = $90,000 per state x 12 states = over $1 million dollars in profit to administer the bid. Just rough numbers. What is this $1 million dollars coming in to administer the bid used for? What services exactly are being provided with this? Can you just clarify what each vendor is going to see for $30,000 each to be in all of the states?

Answer:
There is no grant or other funding source to pay for the administration of the DigitalEdge Contract; therefore, the administrative fees pay for that cost, which includes the tasks and benefits listed on Pages 8 and 9 of the Invitation to Bid. Specifically, it pays for staff, equipment, web site development, marketing, travel, Sustainable Classroom Grants, legal fees, and other overhead costs associated with the contract administration. As stated on Page 9 of the Invitation to Bid, it is reasonable to expect all Awarded Bidders to share the cost of Contract Administration through payment of Administrative Fees that result from generated sales in each state.

In response to the question above, Bidders are encouraged to consider the following unknown factors regarding an Invitation to Bid:

  • The number of Bidders that will submit bids in response to this Invitation to Bid is uncertain.
  • It is possible that not all Bidders that attended the webinar will submit a bid.
  • Past experience shows that not all Bidders will submit a bid for every state.
  • Past experience shows that not all Bidders will be awarded a contract for every state they bid.

* * * * *

Question:
We have several questions and concerns about the DigitalEdge Playoffs. For instance, how are the playoffs structured and when they will be conducted? What happens to the Awarded Vendor and their awarded products, if they are not selected by the playoff committee? Will our products be published on the DigitalEdge web site?

Answer:
These questions and concerns were expressed during the Pre-Bid Informational Webinar on August 20. While the intent is to provide a list of products with the “best value for the dollar,” the DigitalEdge office has considered other ways to achieve this goal. Please see Addendum # 2 that is published on August 25, 2010.

* * * * *

Question:
Would the committee consider reducing the weight of category #3 and increase category # 2?

Answer:
The merits of this suggestion have been considered. This contract could end up to be longer than a year in its duration, and the data provided for category #3 (discounts on emerging equipment that meet the product specifications) is equally as important as the price adjustments on category #2 (current equipment that meets the product specifications). Therefore, the weighted distribution of evaluation criteria will remain unchanged.

* * * * *

Question:
In regards to the $25,000 minimum performance requirement per quarter per state that the contract requires. If we are assigned a product line from a OEM, and they are the Awarded Bidder, but we are the assigned reseller who fulfills the post-award requirement of Administrative Fee payment and DigitalEdge Sales reporting, does that count towards our organizations minimum performance requirements for our awarded products?

Answer:
No. Sales are applied towards the Awarded Bidder's minimum performance requirement, since they were awarded the DigitalEdge Contract. The sales reports submitted by the Awarded Bidder will be used as the basis for evaluation of performance.

* * * * *

Question:
On page 27, paragraph 2.2.1, can a Bidder still bid on a state if they do not have a physical address in that state?

Answer:
Yes!

* * * * *

August 26, 2010

Question:
Regarding the bid forms for sound field systems ... we noticed that on the spreadsheet from your website, there is a worksheet tab at the bottom for Form E. But when you open the form it is labeled Form D at the top. Would you please confirm that the form relating to Third Party Peripherals, Supplies and Accessories is, in fact, Form E?

Answer:
That is correct. The worksheet that says “Bid Form E” is the correct bid form to use for Third Party Peripherals, Supplies and Accessories. After receiving this question, all bid forms were reviewed for this purpose. The DigitalEdge office found three sets of bid forms that needed to be corrected in the same manner:

  • Digital Media and Management
  • E-Book Readers
  • Sound-Field Systems

The Bid Form E for the three sets of bid forms named above have been corrected and made available for download from the DigitalEdge web site for ITB #ESD112-DE-10.

* * * * *

Question:
What is the definition of an outside sales representative’s office?

Answer:
An outside sales representative’s office is a physical location with its own unique street address, city, state, and zip code. Some additional information includes:

  • This is pertinent to Addendum #3, posted on the web site.
  • Bid Form B has been revised in order to collect physical addresses for all contacts in each state. Please look in the Addenda section of this web site, and use the new Bid Form B for ALL OEM equipment categories. Disregard the Bid Form B in each set of Bid Forms. For example, do NOT use the Bid Form B that is included in the set of bid forms for document cameras; rather, use the downloadable Bid Form B that is in the Addenda section in its place. The same holds true for all OEM equipment categories.

* * * * *

Question:
What is the definition of an outside sales representative’s office?

Answer:
An outside sales representative’s office is a physical location with its own unique street address, city, state, and zip code.

* * * * *

Question:
On page 27, paragraph 2.2.1, will the scoring evaluation in category #1 be based on the highest number of offices in each state, or is it based on the highest total number offices in all states offered in the Bidder’s bid?

Answer:
The evaluation is based on the highest average number of outside sales representative offices, as indicated on Bid Form B for that OEM’s equipment category. For more information, please review the new language in Addendum #3 in reference to page 27, Section 2.2, paragraph 2.2.1.

* * * * *

Question:
On Bid Form C, what is meant by #3, “Process all Purchaser’s orders”? Who will receive the purchase orders from Purchasers?

Answer:
Bid Form C is only required for Bidders that are OEM’s that are commissioning authorized agents to carry out the requirements as described in the “Scope of Work” and “Post-Award” sections of the Invitation to Bid. The intent of #3 on Bid Form C “Process all Purchasers’ orders” is to identify the party (the OEM or the agent) that will carry out the tasks identified on Page 33, Paragraphs 2.3.5 and 2.3.6, in the Invitation to Bid.

* * * * *

August 30, 2010

Question:
If we bid on certain states, not all at the time of the bid submission… Can we add another state during the contract period?

Answer:
No, once bids are submitted and contracts are awarded, Awarded Bidders cannot add another state to their awarded OEM equipment category.

* * * * *

August 31, 2010

Question:
If an OEM is bidding on the DigitalEdge Contract and their name is not listed on the OEM list. Can the OEM bid their products on Bid Form D?

Answer:
Yes, if the OEM can meet the specified equipment category specifications listed on Bid Form D.

* * * * *