REQUEST for PROPOSAL (RFP) General Office Supplies for the Fiscal Years Ending December 31, 2018, 2019, 2020, 2021, and 2022
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REQUEST FOR PROPOSAL (RFP) General Office Supplies for the Fiscal Years Ending December 31, 2018, 2019, 2020, 2021, and 2022 Issued: June 8, 2018 Due: June 22, 2018 The Village of Oak Park (“the Village”) is requesting qualifications to identify vendors to assure that it is receiving the optimum level of services at a competitive price. Responses shall be returned on or before June 22, 2018 at 5:00 PM to: Village of Oak Park Finance Department Attn: RFP-FIN-2018-General Office Supplies 123 Madison Street Oak Park, IL 60302 Section I. General Requirements A. Introduction and Mandatory Terms The Village of Oak Park serves an area of four and one-half square miles located eight miles west of downtown Chicago. Oak Park has a population of approximately 52,000 (based on 2010 Census). The Village’s population is diverse in income levels, age, and professions with a stimulating mixture of racial, religious and ethnic groups. Oak Park is a Home Rule community and operates under the Board- Manager form of government, in which an elected legislative body, consisting of the President and a Board comprised of six Trustees, hires a professional manager to oversee the day-to-day operations of all governmental services and programs, and carry out the policy directives set out by the elected officials. The Village of Oak Park provides a multitude of services to its citizens in the form of police and fire protection, street maintenance and construction, community relations, housing programs, youth services, school crossing guards, traffic control, forestry, garbage collection, flood control, health and human services, animal control, water and sewer, building and code enforcement, economic development, and general administrative functions. Detailed information on the government and its finances can be found in the Village’s Budgets and the Comprehensive Annual Financial Reports. The budget, CAFR and other pertinent statements can be viewed at the Village of Oak Park’s website at http://www.oak-park.us/your- government/finance-department. The Village of Oak Park (“the Village”) is requesting proposals to identify vendors to provide general office supplies and to assure that the Village is receiving the optimum level of services at a competitive price. The Village of Oak Park will receive responses Monday through Friday, 8:30 AM to 5:00 PM at 123 Madison Street, Oak Park, Illinois, 60302. Each service provider shall provide one (1) hard copy of their response in a sealed envelope titled "RFP-FIN- 2018-General Office Supplies,” or in lieu of a hardcopy, one PDF attachment emailed to [email protected]. Emailed a n d m a i l e d submissions will be accepted until the close of business on June 22, 2018 at 5:00 PM. Page - 2 - There is no pre-bid conference currently scheduled. Responses will be reviewed and evaluated by the CFO and designated staff and a recommendation provided to the Village Board for approval soon thereafter. Other inquiries regarding this RFP shall be directed to: Steven Drazner, Chief Financial Officer, at [email protected]. B. Presentation of Request for Qualifications The Village reserves the right to select a short list of service providers at its own discretion to present their qualifications, respond to questions, and supply supplemental information. C. Service Provider Notification Service providers will be notified in writing of further questions and/or decisions. D. Award of Contract A contract or equivalent agreement will be executed by the Village Manager after CFO’s recommendation to the Village Board is formally approved. E. Taxes Not Applicable The Village of Oak Park is exempt from State of Illinois sales tax. A W-9 will be submitted upon request. F. Interpretation of the Request for Proposal Document Any service provider in doubt as to the true meaning of any part of this document may request an interpretation thereof from the Village or its representative. The person requesting the interpretation shall be responsible for its prompt delivery. At the request of the respondent or in the event that Village management deems the interpretation to be substantive, the interpretation will be made by written addendum duly issued by the Village. Page - 3 - In the event that a written addendum is issued, either as a result of a request for interpretation or the result of a change in the requested RFP specifications initiated by the Village, a copy of such addendum will be mailed to all prospective respondents. The Village will not assume responsibility for receipt of such addendum. In all cases it will be the respondent’s responsibility to obtain all addenda issued. G. Listing of Subcontractors and/or Sub consultants Any subcontractors of the respondent and the work each one performs or will be expected to perform must be clearly indicated in the proposal. H. Competency of Service Provider No submission will be accepted from, or contract awarded to, any person, firm or corporation that is in arrears or is in default upon any debt or contract. The respondent, if requested, must present evidence of ability and possession of necessary facilities as well as the financial resources to comply with the terms of the scope of services. I. Subletting of Contract No contract awarded by the Village of Oak Park shall be assigned or any part sub- contracted without written consent. In no case shall such consent relieve the respondent from their obligations or change the terms of the contract. J. Price Changes Price-per-item amounts proposed for 2018 may only be increased in subsequent years under this agreement by the lesser of 3.0% or the calculated Chicago-Gary-Kenosha CPI index increase from the preceding year. K. Term of Agreement Services will be provided for the remainder of 2018, 2019, 2020, 2021, and 2022. The Village reserves the right to terminate the agreement by providing 90 days written notice to the address on record provided by Respondent. In addition, any purchases made under the Agreement will be subject to budgetary appropriation. Page - 4 - Section II. Specific Requirements A. Scope of Work: The Village of Oak Park is seeking proposals for a service to fulfill the Village’s needs for various products and office supplies including copy paper, toner, and miscellaneous office products. Over the last five years, Oak Park has averaged an annual spend of $50,000 with an emphasis on filing supplies, binders and related accessories. The successful Respondent will: 1. Provide an online order service capable of managing authorized orders from Village employees, ship-to addresses, department names and locations, and charge information. 2. Provide a wide range of products available for immediate delivery. 3. Will allow for designated Village personnel to be assigned as system administrators to manage and monitor fixed contract pricing and catalog pricing that may result from this proposal. 4. Deliver office supplies to identified locations and will pick up any designated returns for return-to-stock processing and account crediting. 5. Provide a means for the Village to track and analyze spending. The selected Respondent must have experience in the fulfillment, servicing, systems support, reporting, and management of office supplies sales and services. B. Ordering The Respondent shall provide a description of their online ordering service for authorized Village employees and personnel. The Village requires the Respondent to provide 24/7 access via an online ordering portal. The online ordering portal should be accessible to specified representatives throughout the organization. The online ordering portal must have the ability to block the purchase of non- core products at the item level and have an integrated approval system. The Respondent is required to maintain a local (Chicago area) or toll-free number for ordering, inquiries, and customer service. The Respondent should have a process for handling and communicating back-ordered or out-of-stock products. Order requirements and notifications for Core List items not available should include: 1. Replacement items of equal or better quality at no extra cost 2. Estimated delivery dates for all back-ordered items Page - 5 - 3. If a back-ordered item is not available on the estimated delivery date, the buyer placing the order must be notified prior to the estimated delivery date and given the option of a replacement item or the back-ordered item when it becomes available. If the Village is not satisfied with the quality of the replacement product the Village must have the right to return the product free of charge, including shipping and handling. C. Customer Service The Respondent shall provide a description and/or copy of its customer service policies. D. Product Returns The Respondent shall provide a description of their return processing procedures. The Respondent should arrange for the collection and refund of all items the City requests to return at no cost to the Village. Under no circumstances will the Village be required to pay a restocking fee to the Respondent for damaged or incorrectly shipped items. If Respondent intends to charge a restocking fee for incorrectly ordered items please describing in the pricing response. If no restocking fee will be levied on respondent please indicate such. All items returned shall be credited to the Village. E. Products The contract will be split into two (2) categories: 1. Core List: Items used most by the Village of Oak Park over the past three years. These will be line item priced products. The Core List can be found in Attachment A. 2. Non-Core List: All items not covered under the Core List that the Respondent offers within their catalog items (all items sold by the Respondent, with the exception of those items to be excluded under this contract).