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REMC Bid Contracting 101. REMC $AVE Bid Project August 7, 2008 August 14, 2008. REMC $AVE Project Staff. Nancy Corner Erik Drake Laura Hischke Joan Moldenhauer Jamie Danley, Ingham ISD. Session Topics. REMC Organization & Partnerships REMC Statewide $AVE Bid Project

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Remc bid contracting 101

REMC Bid Contracting 101

REMC $AVE Bid Project

August 7, 2008

August 14, 2008


Remc ave project staff
REMC $AVE Project Staff

  • Nancy Corner

  • Erik Drake

  • Laura Hischke

  • Joan Moldenhauer

  • Jamie Danley, Ingham ISD


Session topics
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


What is remc
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.


REMC Centers

State ISDs



Remc partnerships
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)


Remc value add features
REMC Value-Add Features

  • 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.


Bid process overview
Bid Process Overview

  • Timelines/Bid Opportunities

  • Vendor Center

  • Pitfalls – Questions and Answers

  • Post Award Responsibilities



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

REMC Bid CoreProduct Categories


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

Computers & Network Electronics Snapshot


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

Supplies & Equipment Snapshot


Software snapshot

Timeframe

Current Contract:

January 1, 2008 - June 30, 2009

Next Contract:

July 1, 2009 - June 30, 2012

Bid released Spring, 2009

Software Snapshot

Categories

  • 22+ Manufacturers

    • Microsoft

    • Adobe

    • Inspiration

    • Sunburst

    • Symantec

    • McAfee

    • Houghton Mifflin

    • Scholastic

    • And many more…


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

Xerographic Paper Snapshot


Doing business with remc
Doing Business with REMC

Apply

STEP 1

STEP 8

Award

Prepare & Plan

STEP 2

STEP 7

Recommend

Review, Question & Complete Response

Demonstration(s)/Presentation(s)

STEP 3

STEP 6

Submit – Be Competitive, Complete & Timely

STEP 4

Vendor Bid Evaluation & Clarifications

STEP 5


Bid process pre bid
Bid Process – Pre-Bid

Preparation Suggestions

  • Vendor

    • Review http://remcbid.org

      • Categories & Product Categories

      • Bid Center Archives

    • Keep Bid Contact Information Updated

    • Product Recommendations

  • REMC Staff

    • Reporting & Recommendations

    • Specification & Bid Development


Bid process bid release
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


Bid process response to itb
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.


Bid process evaluation
Bid Process – Evaluation

  • Bid Evaluation

  • Product Evaluation “Face-Off”

  • Requests for Vendor Clarification

  • Recommendations

  • Vendor Verification Process


Bid process award
Bid Process – Award

  • Award Recommendations

    • REMC $AVE Bid Project Committee

    • Ingham ISD Board of Education


Bid process post award
Bid Process – Post-Award

  • Product Images & Specification Sheets

  • Contact Information

  • Product Catalog Development Tasks

  • Partnership & Communication

  • Marketing & Outreach Activities

  • Reporting Responsibilities

  • Promotions & Rebates


  • Bid response pitfalls
    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.


    Bid response pitfalls1
    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


    Remc faqs bidding
    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?


    Remc faqs bidding1
    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 can’t 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?


    Remc faqs evaluation
    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?


    Remc faqs award
    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?


    Remc bid faqs contract
    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?


    Remc bid closing remarks
    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.


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


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