5.2. ERMUSR 03-08-2011 - Laserfiche WebLink

Home Browse Search

Our 10-Step Procurement Process: tt is the desire of N]PA to meet our Members' procurement requirements, but it is ultimately our Members' responsibility to interpret localpurchasingiaws to determine their own ability to access andparticipate with NJPA contracts. Our Request forProposal (RFP) process is continuously being refined to meet the changing needs o f our Members. The desired result is a national, competitively bid procurement and contractprocess that is not only valuedby Members, but meets or exceeds local requirements-offering exceptional products and services from nationally acclaimed Vendors. 1) RESEARCHING MEMBER NEEDS Carved out at numerous national trade shows, we take the opportunity to not only display our current offerings, but also listen to our Members' needs in an effort fo refine our current product and service offerings. 2) RESEARCHING THE MARKET FOR SOLUTIONS Constant research helps us develop the best approach for each offering. Some industries lend themselves to an invitation for a manufacturer s response because a single manufacturer provides a complete industry solution Through a number of authorized dealers. Other industries lend themselves to an invitation for a distributor response because individual distributors provide complete industry solutions as representative for a large number of manufacturers. 3) DRAFTING AND ADVERTISING AN RFP This involves updating our largest, single document to meet the needs and requirements of our Members Through the RFP scope, gool, intent and specifications for procurement of products and equipment. N,~PA reserves the right io offer, invite and conduct a pre-bid meeting to educate potential responders and answer any questions and concerns surrounding the upcoming RFP. Questions that arise are received and addressed as defined within the generpi terms of the RFP. NJPA advertises each RFP for two consecutive weeks in The Minneapolis Star Tribune (print and web), on www.njpacoop.org, www.noticetobidders.com, and locally as needed to satisfy procurement guidelines (e.g., Hawaii and Oregon). NJPA also posts bids on appropriate third party solicitation websites- NJ PP, desires to Invite as many providers o4 products and equipment as possible; however, our postings require responders to meet stringent business practices, so not all providers have the ability or desire to respond. As a result, NJPA Members work with companies that demonstrate the highest level of service and delivery of products, equipment and services, as well as the best overall value at the lowest possible contract price. 4) RECEIVING BIDDERS' RESPONSES Bids are opened at a public ceremony specified in the RFP. 5) EVALUATING BIDDERS' RESPONSES Evaluation begins at the bid opening by determining the "Responsiveness' of each bid. "Level One Responsiveness' includes: • Timely submission- s Properly tabbed and organized bid. • Electronic as well as physical copies of their submission. • Original signatures on appropriate documents. • Bid bond/bid security all properly submitted. The evaluation process continues with "level Two Responsiveness', or the evaluation o{ the bid response by the Bld Evaluation Committee according to the procedures and parameters set by the RFP. Our typical RFP invites the widest possible variety of products and services within the scope of a bid Our intention is to create a contract that provides the widest possible array of utility to the widest possible array of NJPA Members. We also specifically invite bidders to define their products and services not only by industry standard terms, but also in terms of the latest technological advances and Its applicability and utility to our Members- PROCUREMENT PROCESS: STEP-BY-STEP