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
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