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

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

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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

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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.

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REMC CentersState ISDs

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REMC Centers REMC 7 REMC 7 Website: http://www.remc7.org Dr. Daniel Jonker, Director Terri Drooger, Bid Contacthttp://www.remc7.org 13565 Port Sheldon Road Holland, MI 49424 616.738.8940 616.738.8945 (fax) Intermediate School Districts: Allegan County Intermediate School District Ottawa Area Intermediate School District (REMC Fiscal Agent) Ottawa Area Intermediate School District (REMC Fiscal Agent) REMC 8 REMC 8 Website: http://www.remc8.k12.mi.us Michael Rice, Director http://www.remc8.k12.mi.us Betsy Duncan & Mitch Bart 2930 Knapp, N.E. Grand Rapids, MI 49525-4518 616.365.2290 616.364.1489 (fax) 64.49.112.236 (IP codec) Intermediate School Districts: Ionia County Intermediate School District Kent Intermediate School District (REMC Fiscal Agent) Kent Intermediate School District (REMC Fiscal Agent) Montcalm Intermediate School District

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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)

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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. REMC Value-Add Features

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Bid Process Overview Timelines/Bid Opportunities Vendor Center Pitfalls Questions and Answers Post Award Responsibilities

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REMC Bid Opportunities CATEGORY CURRENT CONTRACT TERM Computers & Network Electronics 3-Year 7/1/08-6/30/11 Equipment & Supplies 1-Year 1/1/08-12/31/08 Software 18-Months 1/1/08-6/30/09 Paper 3-Month 6/1/08-8/30/08

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Core REMC Bid Core Product Categories 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

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Computers & Network Electronics Snapshot 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

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Supplies & Equipment Snapshot 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

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

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Xerographic Paper Snapshot 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

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

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

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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

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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.

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Bid Process Evaluation Bid Evaluation Product Evaluation Face-Off Requests for Vendor Clarification Recommendations Vendor Verification Process

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Bid Process Award Award Recommendations REMC $AVE Bid Project Committee Ingham ISD Board of Education

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

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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.

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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

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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?

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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 cant 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?

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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?

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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?

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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?

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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.

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Get Connected, Get Educated, and Partner with REMC $ AVE