"City of Everett"
City of Lynnwood Request for Information 1433 Just in Time Janitorial Supplies RESPONSE DUE DATE: 2:00 pm Wednesday February 22, 2006 Dear Janitorial Product Supplier The City of Lynnwood operates a Central Stores that maintains an inventory of certain items and dispenses them to all city departments as well as to the City of Mountlake Terrace from a warehouse facility located at 6204 215th St SW, Mountlake Terrace, WA 98043. Central Stores does not make deliveries—instead customers fill and pick up their own orders using a highly efficient barcode system. Janitorial/Electrical supplies are one category of items included in Central Stores and as a group they represent about 14% of the dollar volume and 28% of the transactions of Central Stores. In 2005, the value of janitorial/electrical supplies issued was $96,818.74 in 10,882 transactions. Filling an order for a case of towels and two cases of tissue would equate to two transactions. The totals are boosted to $105,555.33 with 11,093 transactions when several additional items are incorporated into the list. The City of Lynnwood would like to investigate the economies and efficiencies of engaging a supplier to make weekly deliveries directly to the end-users rather than maintaining an inventory of these items. The information provided in response to this Request for Information will be used to determine if there are suitable contracts already competitively bid and awarded by another public entity in the United States in which the City of Lynnwood could participate if suitable contracts do exist, which one best meets our needs when our spending behavior is calculated whether it may be in the City’s best interests to solicit new bids rather than use a contract previously awarded by another public entity if continuing to carry janitorial supplies in Central Stores is our most economical and efficient option In order for a contract to be considered, such contract must meet the following criteria: Be competitively bid and awarded by a public entity in the United States Include language that permits the City of Lynnwood to utilize the contract The sponsoring public entity must be willing to enter into an Interlocal Cooperative Purchasing Agreement with the City of Lynnwood Include a price structure for a wide range of janitorial supplies, even those that do not appear on Lynnwood’s 12 month usage list GENERAL The City of Lynnwood requires a full line of janitorial supplies with at least 95% weekly order fulfillment to approximately 30 potential consignees. Lynnwood envisions establishing a scheduled weekly delivery date, but not all locations will require deliveries each week. Vendors are not expected to stock shelves, but are expected to place deliveries in a safe secure location, which includes locked supply closets in some cases. If Lynnwood goes forward with a just-in-time janitorial agreement, the City of Mountlake Terrace may make separate arrangements. INSTRUCTIONS Attached is a questionnaire as well as a usage report showing the janitorial supplies that have been issued during the 12-month period ending December 31, 2005. The list has been augmented with several products not carried by Central Stores, but typically supplied directly to our Parks or Building Divisions. Provide contract pricing for all the items listed. Unit price data may be entered in the shaded areas of the attached D:\Docstoc\Working\pdf\7c646ca0-ea26-4161-9e87-78ac9269fb61.doc Page 1 Excel spreadsheet. The City of Lynnwood will validate all unit prices offered to make sure there are no obvious unit of issue price discrepancies. A supplier may offer more than one submittal provided each submission independently complies with this Request for Information. Pricing is to be submitted like for like, no substitutions. Where private label products are listed, price the most similar item. The city reserves the right to request samples at participant’s expense. The attached Excel workbook includes several worksheets: Fill In Price Sheet: This is the worksheet that needs to be filled out and returned both electronically and in hard copy. Entries may be made only in the shaded areas. Columns are provided for prices for items exactly as specified (no substitutions) and for alternate items offered as equals. A column is also provided for bidders to indicate items not recommended for inclusion in a just-in-time janitorial supply agreement. Prices submitted are to be delivered prices. Orders by Date: This worksheet shows issues of janitorial items from Central Stores during 2005 by date and is being provided as information only. Orders by Location: This worksheet shows issues of janitorial items from Central Stores during 2005 by customer location and is being provided as information only. Consignee List: This worksheet shows a comprehensive list of potential delivery locations based on 2005 janitorial issues from Central Stores and is being provided as information only. 2005 Janitorial: This worksheet details of each issue made by Central Stores for janitorial/electrical items during 2005 and includes the prices charged. Janitorial Inventory: An inventory of Janitorial/Electrical items held by Central Stores on Dec. 10, 2005. This list shows items that Central Stores would like to sell off if Central Stores discontinues carrying janitorial items. Responses must be submitted both electronically and in hard copy no later than 2:00 pm Wednesday, February 22, 2006. Contract pricing shall be submitted in Excel format and the questionnaire shall be submitted in hard copy. BRAND NAMES, ALTERNATES, AND SUBSTITUTIONS: The attached list is comprised of over 240 products, each with a history developed over many years. In some cases, only the identified brand name items will satisfy the City of Lynnwood’s needs. In others, a special brand is named indicates the standards of quality, performance, or use desired. Brands of equal quality, performance, and use shall be considered, provided Vendor specifies the brand and model and submits descriptive literature. Any bid containing a brand that is not of equal quality, performance, or use specified must be represented as an alternate and not as an equal, and failure to do so shall be sufficient reason to disregard the bid. The City of Lynnwood shall be the sole judge about whether an item submitted as an equal or alternate is acceptable. The responsibility of demonstrating to the City of Lynnwood’s satisfaction that a product is “equal” to that specified shall be on the vendor proposing the substitution. The City of Lynnwood has no obligation to accept proposed substitutions or engage outside consultants or experts to evaluate proposed substitutions. Issued January 30, 2006 by Nancy Woods, C.P.M., A.P.P. Purchasing Manager - Purchasing and Contracts Division City of Lynnwood, PO Box 5008, Lynnwood WA 98046-5008 Courier: 20525 60th Avenue, Lynnwood WA 98036 425.670.6602 Fax 425.778.5632 www.ci.lynnwood.wa.us D:\Docstoc\Working\pdf\7c646ca0-ea26-4161-9e87-78ac9269fb61.doc Page 2 City of Lynnwood Request for Information 1433 Janitorial Supplies QUESTIONNAIRE RESPONSE DUE DATE: 2:00 pm Wednesday February 22, 2006 1. Piggy-back Contract Opportunity. Is the pricing you are offering based on a contract competitively bid and awarded by another public entity in which the City of Lynnwood is permitted to participate? Yes No If yes, please provide information about that contract: Name of Public Entity who awarded contract Contact Name Phone Fax E-mail A complete downloadable version of the contract can be found on the internet at: (include a hard copy of the contract if it is not available on the web) Contract Expiration Date: Is contract renewable? Yes No Maximum possible contract extension date: (indicate the date the last possible extension will expire) 2. Pricing. If you checked “no” in question 1, prices offered are in effect until List any exceptions 3. How does your company handle product substitutions? 4. Does your company have capability or interest in Yes No accepting electronic payments? 5. If Central Stores discontinues carrying janitorial Yes items, it will need to liquidate these items. If your No company becomes Lynnwood’s primary janitorial Conditionally based on: provider, would you be willing to buy Central _____________________________ Stores janitorial inventory? 6. While Lynnwood envisions a weekly delivery schedule, would you suggest another plan that might be better in terms of economy, efficiency, or service? If so, describe: 7. Does your company offer any other savings ideas that might be valuable to the City of Lynnwood, for example a tiered rebate incentive? If so, describe: D:\Docstoc\Working\pdf\7c646ca0-ea26-4161-9e87-78ac9269fb61.doc Page 3 8. Describe technical support and training your company would provide: 9. Please state Return Policy and conditions that would cause a restocking fee: 10. State any Minimum Order requirements: 11. State any circumstances where prices would not include delivery 12. What is the price structure for other janitorial items the city may elect to order that are not specifically listed? 13. Are rebates offered? If so, who gets the rebates? 14. How are price changes handled? 15. Do you automatically substitute items? If the City did not permit substitutes, how would your system handle this? 16. Can you provide a regular report showing items Yes No purchased on the “contract list”(i.e. those with the best discounts) vs. items off the list? 17.If you were in a competitive bidding situation Yes No today, would your company be likely to offer the City of Lynnwood a more attractive contract than the one you are presenting? The undersigned hereby submits this response to the City of Lynnwood’s Request for Information for Janitorial Supplies. This must be signed and dated by the vendor or a representative legally authorized to bind the vendor. FULL LEGAL NAME OF COMPANY TYPE OF BUSINESS Corporation Partnership (general) Partnership (limited) Sole Proprietorship Limited Liability Company ADDRESS CITY/STATE/ZIP EMAIL ADDRESS: PHONE FAX NAME (PLEASE PRINT) TITLE SIGNED DATE CITY OF LYNNWOOD UBI BUSINESS LICENSE NO. D:\Docstoc\Working\pdf\7c646ca0-ea26-4161-9e87-78ac9269fb61.doc Page 4